Last updated: 20 November 2020
Your privacy is important to us and we aim to collect only the minimum required to provide our services. This notice details what personal data we collect, how we store it, and how we use it.
Collection and Use
We collect and use the following personal data:
- Your contact details, e.g., name, email, address, phone number.
- Your IP address.
We use this data to meet our contractual obligations (e.g., providing our services and authenticating users), for legitimate interests (e.g., protecting our services), or as a pre-requisite to providing services (e.g., providing a quotation or answering questions).
How We Collect Your Personal Data
We collect personal data in two ways:
- You provide it to us, e.g., contacting us or registering for our services.
- Your organisation provides it to us, e.g., being granted an account or a login. In this instance, we are a data processor acting on behalf of our customer and we will only use the information for the specific reason it is provided.
Providing Us Data About Your Customers
Any personal data that you provide to us relating to your customers will be used solely for the purpose of providing our services to you.
For instance, you might add a customer’s phone number on a maintenance request and in doing so, would be ‘providing’ us with personal data. To then show that number on screen within the maintenance request would be ‘processing’ that data.
Storage and Retention
We take care to ensure that we use secure storage methods, limit access, and limit how long we keep data. Unless there is a legal or contractual obligation that we must fulfil, personal data will be kept until it is no longer pertinent or we are instructed to delete it.
When requesting that data is deleted, be aware that data may reside in backup copies for a reasonable period of time. Likewise, deletion of data that we have shared with our service providers may not be immediate.
We use third party service providers to help us deliver our services, e.g., cloud infrastructure, payment processors and customer support. These providers are our data processors and will process personal data on our behalf, with an obligation not to disclose or use that data in ways we haven’t requested.
We take care to ensure that these providers take measures to secure and protect personal data, use the data for no additional means than those we ask, and adhere to our standards.
Transfers Outside the UK/EU
Your data is sometimes shared outside the UK/EU, e.g., a service provider we use might have servers located in the US. We make sure that when this happens, that we meet our obligations under the GDPR and DPA 2018.
For information on your personal data rights, please read this guide.
To ask a question or to make a data request, please email us: firstname.lastname@example.org