We collect, use and are responsible for certain personal data about you. When we do so we are subject to the General Data Protection Regulation (“GDPR“), (which applies across the European Union) and we are responsible as ‘controller’ of that personal data for the purposes of those laws.
Personal data we collect about you
We may collect and use the following personal data about you:
- your name and contact information, including job title, email address and telephone number and details of the organisation you work for
- your contact history with us
- Information about how you use our website, IT, communication and other systems
How your personal data is collected
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason for doing so, e.g.:
- to comply with our legal and regulatory obligations;
- for the performance of our contract with you or to take steps at your request before entering into a contract;
- for our legitimate interests or those of a third party; or
- where you have given consent.
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
The table below explains what we use (process) your personal data for and our reasons for doing so:
|What we use your personal data for||Our reasons|
|To provide you with downloads, demos, webinars, or other information or assistance you have requested||For our legitimate interests or those of a third party, i.e. to provide you with the information you have requested|
|To provide services to the organisation you work for||For performance of our contract with youFor our legitimate interests or those of a third party, i.e. to provide our customer with the service they have contracted for|
|To prevent and detect fraud against you or us||For our legitimate interests or those of a third party, i.e. to minimise fraud that could be damaging for us and for you|
|Conducting checks to identify users of our services and verify their identity||To comply with our legal and regulatory obligations|
|Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies||To comply with our legal and regulatory obligations.For our legitimate interests or those of a third party, i.e. to help ensure we act as a responsible business services provider.|
|Ensuring business policies are adhered to, e.g. policies covering security and internet use||For our legitimate interests or those of a third party, i.e. to make sure we are following our own internal procedures so we can deliver the best service to our customers|
|Operational reasons, such as improving efficiency, training and quality control||For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service to our customers at the best price|
|Ensuring the confidentiality of commercially sensitive information||For our legitimate interests or those of a third party, i.e. to protect trade secrets and other commercially valuable informationTo comply with our legal and regulatory obligations|
|Statistical analysis to help us manage our business, e.g. in relation to our financial performance, customer base, product range or other efficiency measures||For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price|
|Preventing unauthorised access and modifications to systems||For our legitimate interests or those of a third party, i.e. to prevent and detect criminal activity that could be damaging for us and for youTo comply with our legal and regulatory obligations|
|Updating and enhancing customer records||For the performance of our contract with you or to take steps at your request before entering into a contractTo comply with our legal and regulatory obligationsFor our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our customers about existing orders and new products|
|Marketing our services to:—existing and former customers; —third parties who have previously expressed an interest in our services;—third parties with whom we have had no previous dealings.||For our legitimate interests or those of a third party, i.e. to promote our business to existing and former customersWhere we engage in direct email marketing, we will ask for your consent to this (unless you work for a prospective customer who is a company or other corporate organisation or a public body)|
|To enforce or review or defend claims under our customer agreements or other contracts||For our legitimate interests or those of a third party, i.e. to ensure that our rights and obligations are adequately maintained in any dispute.|
We may use your personal data to send you updates (by email, phone or post) about our services, including exclusive promotions or new services.
We have a legitimate interest in processing your personal data for promotional purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat your personal data with the utmost respect and never sell it to other organisations.
You have the right to opt out of receiving promotional communications at any time by:
- contacting us at the contact points below
- using the ‘unsubscribe’ link in emails
We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
Who we share your personal data with
We routinely share personal data with:
- third parties we use to help deliver our services to you, e.g. payment service providers, and people who help host and maintain our databases.
- Our email service providers such as Mailchimp
- other third parties we use to help us run our business, e.g. professional advisers such as lawyers and accountants; website hosts; or our customer relationship management service providers.
- if you use our services on behalf of one of our customers, we will share details on your usage of our services with that customer
We may disclose and exchange information with law enforcement agencies and regulatory bodies and others to comply with our legal and regulatory obligations.
We may also need to share some personal data with other parties, such as potential buyers of some or all of our business or during a merger, company sale or corporate re-structuring. Usually, information will be anonymised but this may not always be possible.
Where your personal data is held
Information may be held at our offices, third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal data with’).
Some of these third parties may be based outside the European Economic Area. For more information, including on how we safeguard your personal data when this occurs, see below: ‘Transferring your personal data out of the EEA’.
How long your personal data will be kept
We will keep your personal data as long as you have an account with us or we are providing services to you or the organisation you work for. Thereafter, we will keep your personal data for as long as is necessary:
- to respond to any questions, complaints or claims made by you or on behalf of the organisation you work for;
- to keep records required by law.
We will not retain your personal data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal data.
When it is no longer necessary to retain your personal data, we will delete or anonymise it.
Transferring your personal data out of the EEA
To power the uses of your personal data referred to above, it is sometimes necessary for us to share your personal data outside the European Economic Area (EEA), e.g.:
- with your and our service providers located outside the EEA;
- where there is an international dimension to the services we are providing to the organisation you work for.
These transfers are subject to special rules under European and UK data protection law.
These non-EEA countries do not have the same data protection laws as the EEA. We will, however, ensure the transfer complies with data protection law and all personal data will be secure. Our standard practice is to ensure that any person to whom we transfer your personal data outside the EEA is under safeguards prescribed by data protection laws, in particular, standard data protection contract clauses that have been approved by the European Commission (see here for more information about these clauses).
If you would like further information about these safeguards please contact us.
You have the following rights, which you can exercise free of charge:
|Access||The right to be provided with a copy of your personal data (the right of access)|
|Rectification||The right to require us to correct any mistakes in your personal data|
|To be forgotten||The right to require us to delete your personal data—in certain situations|
|Restriction of processing||The right to require us to restrict processing of your personal data—in certain circumstances, e.g. if you contest the accuracy of the data|
|Data portability||The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations|
|To object||The right to object:—at any time to your personal data being processed for direct marketing (including profiling);—in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests.|
|Not to be subject to automated individual decision making||The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you|
For further information on each of those rights, including the circumstances in which they apply, please contact us.
If you would like to exercise any of those rights, please:
- email, us using the contact details below; and
- let us have enough information to identify you;
- let us have proof of your identity; and
- let us know what right you want to exercise and the information to which your request relates.
Keeping your personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that we can resolve any query or concern you may raise about our use of your information.
The GDPR also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.
This privacy notice was published on 1st July 2021 and last updated on 1st July 2021 .
We may change this privacy notice from time to time—when we do, we will inform you via our website or if appropriate by email.
Management 3.0 B.V.
Weena 690, 16th Floor
3012 CN Rotterdam, the Netherlands
If you want to contact us, read more here.