How we collect your personal information
We will collect and hold your personal information in a fair and lawful manner, and not in an intrusive way. Where it is reasonably practical to do so, we will collect your personal information directly from you. We may collect the personal information you directly give us through some of the following means:
- When you make an inquiry, or use or register for our products and services (free or paid), or purchase and license our products through our Website;
- In administering and performing any contracts with service providers;
- When you contact us via telephone or email;
- From correspondence (whether in writing or electronically);
- Through any mobile applications provided by our organisation;
- While conducting customer satisfaction and market research surveys;
- When administering any of our services; and
- As otherwise required to manage our business.
If we collect personal information about you from a third party we will, where appropriate, request that the third party inform you that we are holding such information, how we will use and disclose it, and that you may contact us to gain access to and correct and update the information.
Types of personal information we collect
The type of personal information we may collect can include (but is not limited to), your name, business postal address, email address, phone numbers, billing information and, if applicable, employment information.
Where you do not wish to provide us with your personal information, we may not be able to provide you with requested services.
Our purposes for handling your personal information
As a general rule, we only process personal information for purposes that would be considered relevant and reasonable in the circumstances.
We collect, hold, use and disclose personal information to:
- Offer and provide you with our products and services;
- Manage and administer those products and services;
- Communicate with you, including (but not limited to), emailing product information updates, services statuses, electronic invoices;
- Comply with our legal and regulatory obligations; and
- Otherwise to manage our business.
We may disclose personal information between our organisations or to third parties such as our suppliers, organisations that provide us with technical and support services, or our professional advisers, where permitted by law. If we disclose information to a third party, we generally require that the third party protect your information to the same extent that we do.
Protection of personal information
We will hold personal information as either secure physical records, electronically on our intranet system, in cloud storage, and in some cases, records on third party servers, which may be located overseas.
We maintain appropriate physical, procedural and technical security for our offices and information storage facilities so as to prevent any loss, misuse, unauthorised access, disclosure, or modification of personal information. This also applies to disposal of personal information.
We further protect personal information by restricting access to personal information to only those who need access to the personal information do their job. Physical, electronic and managerial procedures have been employed to safeguard the security and integrity of your personal information.
We ensure the on-going adequacy of these measures by regularly reviewing processes and established procedures.
We will destroy or de-identify personal information once it is no longer needed for a valid purpose or required to be kept by law.
If we experience a security breach where your personal information is lost, stolen, accessed, used, disclosed, copied, modified or disposed of by any unauthorized person or in an unauthorized manner, we will notify you as soon as reasonably possible. If you reasonably believe that there has been unauthorized use or disclosure of your personal information, please contact our Privacy Officer.
Like most businesses, marketing is important to our continued success. We believe we have a unique range of products and services that we provide to customers at a high standard. We therefore like to stay in touch with customers and let them know about new opportunities. If you have opted to receive such emails we will provide you with information about new products, services and promotions either from us or our partners.
You can, at any time, opt out of receiving marketing material by contacting us. If you are a customer, you agree and acknowledge that even if you opt out of receiving marketing material, we will still send you essential information that we are legally required to send you relating to the services we provide.
Once you opt out of receiving marketing material from us, you agree and acknowledge that this removal from our distribution lists may take several business days after the date of your request to be removed.
In order to deliver our products and services to you, we may disclose personal information to other organisations to whom we outsource certain functions including bulk mailing and market research, but only in relation to providing our products and services to you. We take reasonable steps to ensure that these organisations are bound by privacy obligations in relation to the protection of your personal information.
We take our obligations to protect personal information very seriously and we make every effort to deal only with parties who share and demonstrate the same attitude.
We will not disclose your personal information to third parties for marketing purposes without your consent.
You may opt out at any time if you no longer wish to receive commercial messages from us. You can make this request by contacting our Privacy Officer, or by using the unsubscribe function included in each marketing email.
Accessing and correcting your personal information
You may contact our Privacy Officer to request access to the personal information that we hold about you and/or to make corrections to that information, at any time. On the rare occasions when we refuse access, we will provide you with a written notice stating our reasons for refusing access. We may seek to recover from you reasonable costs incurred for providing you with access to any of the personal information about you held by us.
We are not obliged to correct any of your personal information if it does not agree that it requires correction and may refuse to do so. If we refuse a correction request, we will provide you with a written notice stating our reasons for refusing.
We will respond to all requests for access to or correction of personal information within a reasonable time frame.
Inter-jurisdictional transfers of personal information
From time to time we may also engage an overseas recipient to provide cloud-based storage services to us. Please note that the use of overseas service providers to store personal information will not always involve a disclosure of personal information to that overseas provider.
We may disclose your personal information to the following service providers:
Service Provider Application Location
Microsoft Power BI Cloud Analytics Service Provider United States
Microsoft Azure Data Gateway Provider United States
Microsoft Dynamics 365 Customer Relationship Management United States
If in future we do propose to disclose personal information overseas, we will, where practicable, advise you of the countries in which any overseas recipients are likely to be located.
By providing your personal information to us, you consent to us disclosing your personal information to any such overseas recipients for purposes necessary or useful in the course of operating our business.
If you do not want us to disclose your information to overseas recipients, please let us know.
Resolving personal information concerns
We take all complaints seriously, and will respond to your complaint within a reasonable period.
TAKE DOWN NOTICES
Although we reserve the right to screen or monitor content on our systems, we generally do not do so. If you discover content that you believe should be taken down, you may file a complaint.
Your take down request must include specific information about the allegedly offending content. If your complaint is about copyright, trademark, or publicity rights infringement you must be the copyright owner.
Upon receiving a request:
- If the complaint claims infringement of copyright, we will promptly remove the content while we evaluate the complaint.
- If the complaint claims (1) infringement of trademark, privacy, or publicity rights, or (2) that the content is obscene, we may, in our discretion, remove the content.
- If the complaint makes some other claim, we may, in our discretion, take down the content while the complaint is evaluated. However our default position will be to not take down content while we evaluate the complaint.
- If we do take down content, we’ll notify the user who posted it.
Questions, requests or complaints should be made in writing by email at email@example.com.
By your use of our website and our products or services, you consent to the collection, use, storage, disclosure and management of your personal information in accordance with the Policy and as otherwise permitted by the Regulations.
The last update to this document was: 01 March 2021.
As an United Kingdom based company we are bound by the UK GDPR and Data Protection Act 2018.