1.3 Unless defined in this document, all defined terms have the meaning assigned to them in the Terms and Conditions.
Identifiable Information (“PII”): This refers to information that lets us know the specifics of who you, your employees, and affiliates are. Examples of PII may include your first and last name, postal address, phone number, national insurance number, birthday, and email address. You may also voluntarily provide other PII, whether or not specifically requested by us, by voluntarily supplying details to us via email, by using the Software, or by creating a Document. You agree that we may collect any PII voluntarily supplied by you, whether or not we have requested it. You must not submit any PII relating to a third party which you do not have permission from such third party to provide to us. We do not knowingly collect any information relating to third parties which you do not have permission to provide. When you engage in certain activities on our Website, such as creating a Document, making a payment, or sending us a message or written content via email, we may ask you to provide a certain PII.
Information and content you provide: We collect the content, communications, data, and other information you provide when you use our Software, including when creating a Document, making a payment, and message or communicating with us. This can include information in or about the content you provide, such as the addresses and legal names.
Data with special protections: You can choose to provide information in the Documents you create, such as your age, your employee’s age, and social security numbers. This and other information (such as racial or ethnic origin, philosophical beliefs or trade union membership) could be subject to special protections under the laws of your country.
Your usage: We collect information about how you use our Software, such as the types of Documents you view or create; the features you use; the actions you take; and the time, frequency and duration of your activities.
Information about transactions made on our Website: If you use our Website to make purchases or other financial transactions, we collect information about the purchase or transaction. This includes payment information, such as your credit or debit card number and other card information; other account and authentication information; and billing, shipping and contact details.
Device Information: We collect information about your device attributes, operations, unique identifiers of your device, device settings, network and connections, and cookie data.
No information on Children: No part of our Website is directed towards children below 13 years of age and we do not knowingly collect any PII from anyone under the age of 13. In compliance with the UK Data Protection Act 2018, if we learn we have collected or received personal information from a child under 13 years without verification of parental consent, we will promptly delete that information from our database. If you believe we might have any information from or about a child under 13 years, please contact us at firstname.lastname@example.org.
We receive Personal Information from the information that you and others provide, from your device and from our partners. The categories of sources from which we’ve collected or received Personal Information include:
You: We collect the content, communications, and other information you provide when you use our Software, including when you create a Document, make a payment, or otherwise communicate and share information with us.
Your device: We collect information from and about the computers, phones, tablets, and other web-connected devices you use that integrate with our Software and access our Website.
Partners: Advertisers, app developers, and publishers and other partners can send us information for business purposes. These partners provide information about your activities off of our Website, including information about your device, websites you visit, things you do on their services, and purchases you make. We also receive information about your online and offline actions, and purchases from third-party data providers who have the rights to provide us with your information. Partners receive your data when you visit or use their services or through third parties they work with. We require each of these partners to have rights to collect, use, and share your data before providing any data to us.
We use the information you provide to us to support our Website, provide better services, and continue providing the Software to you. We may:
Most browsers are initially set up to accept cookies, but you can reset your browser to refuse all cookies or to indicate when a cookie is being sent. However, some aspects of the Website may not function properly if you elect to disable cookies.
At our Website you can be assured that your information is secure as we strive to take appropriate security measures to protect against unauthorised access to or unauthorised alteration, disclosure or destruction of your PII. For example:
We work hard to ensure that the data we collect is reliable, accurate, complete and current. We use PII only for the purposes for which it was collected or to comply with any applicable legal or ethical reporting or document retention requirements.
We limit access to PII only to specific employees, Service Partners, contractors and agents who have a reasonable need to come into contact with your information.
Additionally, we employ a number of physical, electronic and procedural safeguards to protect PII. Our secure servers and our data centers are protected by encryption, and our servers reside behind firewalls and password protection.
Unfortunately, no data transmission over the Internet or any wireless network can be guaranteed to be 100% secure. As a result, while we strive to protect your information, you acknowledge that: (a) there are security and privacy limitations inherent to the Internet which are beyond our control; and (b) the security, integrity and privacy of any and all information and data exchanged between you and us through the Website cannot be guaranteed.
We do provide some of our service offerings through contractual arrangements made with affiliates, service providers, partners and other third parties (“Service Partners”). We and our Service Partners may need to use some of the information, including PII and information with special protections, you provide in order to perform tasks between our respective sites, or to deliver services to you. For example, we may use Service Partners to assist us in delivering electronic newsletters and communications to you; to collect PII voluntarily submitted by you; and to analyse Aggregate Information.
The use of your PII by our Service Partners is governed by the respective privacy policies of those providers and is not subject to our control.
Occasionally we may be required by law enforcement or judicial authorities to provide PII or other information we collect to the appropriate governmental authorities. In such cases, we will disclose that information upon receipt of a court order, subpoena or to cooperate with a law enforcement investigation. We fully cooperate with law enforcement agencies in identifying those who use our services for illegal activities. We reserve the right to report to law enforcement agencies any activities that we in good faith believe to be unlawful.
Under the GDPR, you have the following rights:
Right to be informed: at your request, we must tell you specifically what data of yours is being collected, how it’s being used, how long it will be kept and whether it is shared with any third parties.
Right of access: you have the right to request a copy of the information about you that we have.
Right of rectification: you have the right to correct data that is inaccurate or incomplete.
Right to be forgotten: in certain circumstances, you may request to erase any personal data about you that we have stored.
Right of portability: you can request that we transfer any data information about you that we have to another company.
Right to restrict processing: you can request that we limit the way we use your personal data.
Right to object: you have the right to challenge certain types of our processing of your information, such as direct marketing.
Rights related to automated decision making, including profiling: you can ask us to provide a copy of our automated processing activities if you believe the data is being processed unlawfully.
To exercise your GDPR rights please email us at email@example.com.
Please note that to protect your information and the integrity of our Website and Software, we may need to verify your identity before processing your request. In some cases, we may need to collect additional information to verify your identity, such as a government issued ID. Please note that while requesting access to your personal information is free of charge, we reserve the right to charge you for the administrative cost of locating, retrieving, reproducing and sending the requested information.
Under the GDPR, you may exercise these rights yourself or you may designate an authorised agent to make these requests on your behalf.
You also have the right to complain to a supervisory authority where you feel that our processing of your personal information has infringed your rights. The supervisory authority in the United Kingdom is the Information Commissioner’s Office (ICO):https://ico.org.uk.