By ProspectSoft Ltd on Wed 23 May 2018 in Terms
At ProspectSoft, privacy is a priority. This Privacy Policy sets out how ProspectSoft collects and uses personal information from you.
At ProspectSoft, privacy is a priority. This Privacy Policy sets out how ProspectSoft Ltd collects and uses personal information from customers and other individuals (collectively "you") who access or use our websites, including prospectsoft.com and prospect365.com, our mobile applications, our web client, our add-ins or our web apps, and/or any of our other sites, products, or services that link to this Privacy Policy (the “Services”). By using our Services, you understand that we will collect and use your personal information as described in this Privacy Policy.
ProspectSoft Ltd is the data controller in respect to all personal data collected through this website.
We are committed to ensuring the privacy of our clients and other website visitors. In this policy we explain how we hold, process and retain your personal data.
1. How we use your personal data
1.1 This section provides you with information about:
(a) what personal data we hold and process;
(b) in respect of personal data that we did not collect from you directly, where we obtained that data from, and what types of data we have collected;
(c) the purposes for which we may process your personal data; and
(d) the legal grounds on which we process your data.
We will not pass on your personal information to any third party except as defined in this document. You acknowledge that we use sub-processors and sub-contractors in our data processing.
1.2 Contact data / Enquiry data. We may process contact details that you provide to us ("contact data"). This contact data may include your name, address, telephone number, and email address and may be provided through our Services. We may use this contact data to manage your account with us and to contact you to discuss your use of our Services, and how our Services and content performed and functioned for you. Where specific information, products or services are likely to be of particular use to you, we may also use this data for the purposes of carrying out marketing activities.
The legal basis for this processing is our legitimate interest in responding to your enquiries and ensuring the efficient administration and continued function of our Services.
1.3 Profile Data. During the course of providing Services to you, you may provide us with biographical information about yourself (“profile data”). This profile data may include your contact data, details of your social media presence, information about your job role and business, biographical information which you upload and a profile picture.
We may use this data to provide you with Services and to monitor and administer your account with us.
Where you have provided your consent for us to do so, or where specific information, products or services are likely to be of particular use to you, we may also use this data for the purposes of carrying out marketing activities, specifically in order to tailor the offers, advertisements and promotions that we bring to your attention both when we contact you, and through our Services.
If you opt-in to our general mailing list, you will receive more general information emails that may include company news, updates, related product or service information. If at any time you wish to unsubscribe from receiving future emails, we include detailed unsubscribe instructions appear at the bottom of each e-mail.
1.4 Sensitive Personal Data. During the course of using our Services, you should not need to provide us with sensitive information about yourself (“sensitive data”). Please do not supply your sensitive data to us.
1.5 Transaction data. We may process information relating to any payments made to you or from you to us through our Services("transaction data"). The transaction data may include your contact details, your bank account details, and the transaction details. The transaction data may be processed for the purposes of processing these payments, or collecting payments from you and keeping proper records of those transactions.
The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our Services and business.
1.6 Services data. We may process data about your use of our website and Services ("services data"). The services data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, website navigation paths, app usage, as well as information about the timing, frequency and pattern of your Services use. The source of the services data is our analytics tracking and service monitoring systems. This services data may be processed for the purposes of analysing the use of the website, apps and services, marketing, remarketing and sales activity.
The legal basis for this processing is our legitimate interests, namely monitoring and improving our website, apps and services and providing our goods and services to interested parties.
1.7 Notification data. We may process information that you provide to us for the purpose of subscribing to our newsletters ("notification data"). The notification data may be processed for the purposes of sending you newsletters.
The legal basis for this processing is consent.
1.8 Correspondence data. We may process information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. Our Services will generate the metadata associated with communications made using the Services contact forms, online chat and other correspondence methods. The correspondence data may be processed for the purposes of communicating with you and record-keeping.
The legal basis for this processing is our legitimate interests, namely the proper administration of our services and business and communications with users.
1.9 Other processing activities. In addition to the specific purposes for which we may process your personal data set out above, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
2. Providing your personal data to others
2.1 Our partner service providers. We may share your data to our partners who manage and support us such as Microsoft. More information is available at https://www.prospectsoft.com/policy/448/Third-Party-Policy. We may also share your data with other companies within our group of companies.
We use third party service providers to help us operate our business and our Services and administer activities on our behalf, such as sending out newsletters, emails or surveys. We may share your information with these third parties for those limited purposes.
2.2 Our professional advisers. We may disclose your personal data to our professional advisers insofar as reasonably necessary for the purposes of managing risks, obtaining professional advice, completing audits and managing legal disputes.
2.3 Where we provide your personal data to any third party. Where we share your personal data with any third party, we will ensure this processing is protected by appropriate safeguards including a suitable data processing agreement with that third party.
2.4 To comply with legal obligations. In addition to the specific disclosures of personal data detailed above, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation we have to comply with, or in order to protect your vital interests or the vital interests of another individual.
3. Retaining and deleting personal data
3.1 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
3.2 We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
4. Amendments
4.1 We may update this policy from time to time by publishing a new version on our website.
4.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
4.3 We may notify you of changes to this policy by email.
5. Your rights
5.1 You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
(a) your request not being found to be unfounded or excessive, in which case a charge may apply; and
(b) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address, plus validation of the email address that we will be sending the data to).
5.2 We may withhold personal information that you request to the extent permitted by law.
5.3 The rights you have under data protection law are:
(a) the right to access;
(b) the right to rectification;
(c) the right to erasure;
(d) the right to restrict processing;
(e) the right to object to processing;
(f) the right to data portability;
(g) the right to complain to a supervisory authority; and
(h) the right to withdraw consent.
5.4 Your right to access your data. You have the right to ask us to confirm whether or not we process your personal data and, to have access to the personal data, and any additional information. That additional information includes the purposes for which we process your data, the categories of personal data we hold and the recipients of that personal data. You may request a copy of your personal data. The first copy will be provided free of charge, but we may charge a reasonable fee for additional copies.
5.5 Your right to rectification. If we hold any inaccurate personal data about you, you have the right to have these inaccuracies rectified. Where necessary for the purposes of the processing, you also have the right to have any incomplete personal data about you completed.
5.6 Your right to erasure. In certain circumstances you have the right to have personal data that we hold about you erased. This will be done without undue delay. These circumstances include the following: it is no longer necessary for us to hold those personal data in relation to the purposes for which they were originally collected or otherwise processed; you withdraw your consent to any processing which requires consent; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are certain general exclusions of the right to erasure, including where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for establishing, exercising or defending legal claims.
5.7 Your right to restrict processing. In certain circumstances you have the right for the processing of your personal data to be restricted. This is the case where: you do not think that the personal data we hold about you is accurate; your data is being processed unlawfully, but you do not want your data to be erased; it is no longer necessary for us to hold your personal data for the purposes of our processing, but you still require that personal data in relation to a legal claim; and you have objected to processing, and are waiting for that objection to be verified. Where processing has been restricted for one of these reasons, we may continue to store your personal data. However, we will only process it for other reasons: with your consent; in relation to a legal claim; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
5.8 Your right to object to processing. You can object to us processing your personal data on grounds relating to your particular situation, but only as far as our legal basis for the processing is that it is necessary for: the performance of a task carried out in the public interest, or in the exercise of any official authority vested in us; or the purposes of our legitimate interests or those of a third party. If you make an objection, we will stop processing your personal information unless we are able to: demonstrate compelling legitimate grounds for the processing, and that these legitimate grounds override your interests, rights and freedoms; or the processing is in relation to a legal claim.
5.9 Your right to object to direct marketing. You may instruct us at any time not to process your personal information for marketing purposes.
In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.
You can object to us processing your personal data for direct marketing purposes. If you make an objection, we will stop processing your personal data for this purpose. We could in some circumstances still send you information that is not of a strict marketing nature – for instance important policy changes or product information and updates if you are registered as a user of our software.
5.10 Your right to object for statistical purposes. You can object to us processing your personal data for statistical purposes on grounds relating to your particular situation, unless the processing is necessary for performing a task carried out for reasons of public interest.
5.11 Automated data processing. To the extent that the legal basis we are relying on for processing your personal data is consent, and where the processing is automated, you are entitled to receive your personal data from us in a structured, commonly used and machine-readable format. However, you may not have this right if it would adversely affect the rights and freedoms of others.
5.12 Complaining to a supervisory authority. If you think that our processing of your personal data infringes data protection laws, you can lodge a complaint with a supervisory authority responsible for data protection. You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
5.13 Right to withdraw consent. To the extent that the legal basis we are relying on for processing your personal data is consent, you are entitled to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
5.14 Exercising your rights. You may exercise any of your rights in relation to your personal data by written notice to us in addition to the other methods specified above.
6. Cookie Policy
For information about how we use Cookies please see our Cookie Policy at https://www.prospectsoft.com/policy/453/Cookie-Policy
7. Our details
7.1 This website and related Services are owned and operated by ProspectSoft Ltd.
7.2 ProspectSoft Ltd is a UK-based software company and operates business-to-business software products. Our main products are Prospect CRM and Prospect eCommerce.
7.3 We are registered in England and Wales under registration number 02867271, and our registered office is at The Old School, School Lane, Stratford St. Mary, Colchester, Essex, United Kingdom, CO7 6LZ.
7.4 You can contact us:
(a) by post, using the postal address given above;
(b) using our website contact form;
(c) by telephone, on the contact number published on our website from time to time; or
(d) by email, using the email address published on our website from time to time.
8. Data protection officer
Our data protection officer's contact details are: Tanya Warnford-Davis, who can be contacted via email: gdpr-officer@prospectsoft.com, or telephone: +44 (0) 1494 486300.
ProspectSoft Ltd is the data controller in respect to all personal data collected through this website.
We are committed to ensuring the privacy of our clients and other website visitors. In this policy we explain how we hold, process and retain your personal data.
1. How we use your personal data
1.1 This section provides you with information about:
(a) what personal data we hold and process;
(b) in respect of personal data that we did not collect from you directly, where we obtained that data from, and what types of data we have collected;
(c) the purposes for which we may process your personal data; and
(d) the legal grounds on which we process your data.
We will not pass on your personal information to any third party except as defined in this document. You acknowledge that we use sub-processors and sub-contractors in our data processing.
1.2 Contact data / Enquiry data. We may process contact details that you provide to us ("contact data"). This contact data may include your name, address, telephone number, and email address and may be provided through our Services. We may use this contact data to manage your account with us and to contact you to discuss your use of our Services, and how our Services and content performed and functioned for you. Where specific information, products or services are likely to be of particular use to you, we may also use this data for the purposes of carrying out marketing activities.
The legal basis for this processing is our legitimate interest in responding to your enquiries and ensuring the efficient administration and continued function of our Services.
1.3 Profile Data. During the course of providing Services to you, you may provide us with biographical information about yourself (“profile data”). This profile data may include your contact data, details of your social media presence, information about your job role and business, biographical information which you upload and a profile picture.
We may use this data to provide you with Services and to monitor and administer your account with us.
Where you have provided your consent for us to do so, or where specific information, products or services are likely to be of particular use to you, we may also use this data for the purposes of carrying out marketing activities, specifically in order to tailor the offers, advertisements and promotions that we bring to your attention both when we contact you, and through our Services.
If you opt-in to our general mailing list, you will receive more general information emails that may include company news, updates, related product or service information. If at any time you wish to unsubscribe from receiving future emails, we include detailed unsubscribe instructions appear at the bottom of each e-mail.
1.4 Sensitive Personal Data. During the course of using our Services, you should not need to provide us with sensitive information about yourself (“sensitive data”). Please do not supply your sensitive data to us.
1.5 Transaction data. We may process information relating to any payments made to you or from you to us through our Services("transaction data"). The transaction data may include your contact details, your bank account details, and the transaction details. The transaction data may be processed for the purposes of processing these payments, or collecting payments from you and keeping proper records of those transactions.
The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our Services and business.
1.6 Services data. We may process data about your use of our website and Services ("services data"). The services data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, website navigation paths, app usage, as well as information about the timing, frequency and pattern of your Services use. The source of the services data is our analytics tracking and service monitoring systems. This services data may be processed for the purposes of analysing the use of the website, apps and services, marketing, remarketing and sales activity.
The legal basis for this processing is our legitimate interests, namely monitoring and improving our website, apps and services and providing our goods and services to interested parties.
1.7 Notification data. We may process information that you provide to us for the purpose of subscribing to our newsletters ("notification data"). The notification data may be processed for the purposes of sending you newsletters.
The legal basis for this processing is consent.
1.8 Correspondence data. We may process information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. Our Services will generate the metadata associated with communications made using the Services contact forms, online chat and other correspondence methods. The correspondence data may be processed for the purposes of communicating with you and record-keeping.
The legal basis for this processing is our legitimate interests, namely the proper administration of our services and business and communications with users.
1.9 Other processing activities. In addition to the specific purposes for which we may process your personal data set out above, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
2. Providing your personal data to others
2.1 Our partner service providers. We may share your data to our partners who manage and support us such as Microsoft. More information is available at https://www.prospectsoft.com/policy/448/Third-Party-Policy. We may also share your data with other companies within our group of companies.
We use third party service providers to help us operate our business and our Services and administer activities on our behalf, such as sending out newsletters, emails or surveys. We may share your information with these third parties for those limited purposes.
2.2 Our professional advisers. We may disclose your personal data to our professional advisers insofar as reasonably necessary for the purposes of managing risks, obtaining professional advice, completing audits and managing legal disputes.
2.3 Where we provide your personal data to any third party. Where we share your personal data with any third party, we will ensure this processing is protected by appropriate safeguards including a suitable data processing agreement with that third party.
2.4 To comply with legal obligations. In addition to the specific disclosures of personal data detailed above, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation we have to comply with, or in order to protect your vital interests or the vital interests of another individual.
3. Retaining and deleting personal data
3.1 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
3.2 We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
4. Amendments
4.1 We may update this policy from time to time by publishing a new version on our website.
4.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
4.3 We may notify you of changes to this policy by email.
5. Your rights
5.1 You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
(a) your request not being found to be unfounded or excessive, in which case a charge may apply; and
(b) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address, plus validation of the email address that we will be sending the data to).
5.2 We may withhold personal information that you request to the extent permitted by law.
5.3 The rights you have under data protection law are:
(a) the right to access;
(b) the right to rectification;
(c) the right to erasure;
(d) the right to restrict processing;
(e) the right to object to processing;
(f) the right to data portability;
(g) the right to complain to a supervisory authority; and
(h) the right to withdraw consent.
5.4 Your right to access your data. You have the right to ask us to confirm whether or not we process your personal data and, to have access to the personal data, and any additional information. That additional information includes the purposes for which we process your data, the categories of personal data we hold and the recipients of that personal data. You may request a copy of your personal data. The first copy will be provided free of charge, but we may charge a reasonable fee for additional copies.
5.5 Your right to rectification. If we hold any inaccurate personal data about you, you have the right to have these inaccuracies rectified. Where necessary for the purposes of the processing, you also have the right to have any incomplete personal data about you completed.
5.6 Your right to erasure. In certain circumstances you have the right to have personal data that we hold about you erased. This will be done without undue delay. These circumstances include the following: it is no longer necessary for us to hold those personal data in relation to the purposes for which they were originally collected or otherwise processed; you withdraw your consent to any processing which requires consent; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are certain general exclusions of the right to erasure, including where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for establishing, exercising or defending legal claims.
5.7 Your right to restrict processing. In certain circumstances you have the right for the processing of your personal data to be restricted. This is the case where: you do not think that the personal data we hold about you is accurate; your data is being processed unlawfully, but you do not want your data to be erased; it is no longer necessary for us to hold your personal data for the purposes of our processing, but you still require that personal data in relation to a legal claim; and you have objected to processing, and are waiting for that objection to be verified. Where processing has been restricted for one of these reasons, we may continue to store your personal data. However, we will only process it for other reasons: with your consent; in relation to a legal claim; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
5.8 Your right to object to processing. You can object to us processing your personal data on grounds relating to your particular situation, but only as far as our legal basis for the processing is that it is necessary for: the performance of a task carried out in the public interest, or in the exercise of any official authority vested in us; or the purposes of our legitimate interests or those of a third party. If you make an objection, we will stop processing your personal information unless we are able to: demonstrate compelling legitimate grounds for the processing, and that these legitimate grounds override your interests, rights and freedoms; or the processing is in relation to a legal claim.
5.9 Your right to object to direct marketing. You may instruct us at any time not to process your personal information for marketing purposes.
In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.
You can object to us processing your personal data for direct marketing purposes. If you make an objection, we will stop processing your personal data for this purpose. We could in some circumstances still send you information that is not of a strict marketing nature – for instance important policy changes or product information and updates if you are registered as a user of our software.
5.10 Your right to object for statistical purposes. You can object to us processing your personal data for statistical purposes on grounds relating to your particular situation, unless the processing is necessary for performing a task carried out for reasons of public interest.
5.11 Automated data processing. To the extent that the legal basis we are relying on for processing your personal data is consent, and where the processing is automated, you are entitled to receive your personal data from us in a structured, commonly used and machine-readable format. However, you may not have this right if it would adversely affect the rights and freedoms of others.
5.12 Complaining to a supervisory authority. If you think that our processing of your personal data infringes data protection laws, you can lodge a complaint with a supervisory authority responsible for data protection. You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
5.13 Right to withdraw consent. To the extent that the legal basis we are relying on for processing your personal data is consent, you are entitled to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
5.14 Exercising your rights. You may exercise any of your rights in relation to your personal data by written notice to us in addition to the other methods specified above.
6. Cookie Policy
For information about how we use Cookies please see our Cookie Policy at https://www.prospectsoft.com/policy/453/Cookie-Policy
7. Our details
7.1 This website and related Services are owned and operated by ProspectSoft Ltd.
7.2 ProspectSoft Ltd is a UK-based software company and operates business-to-business software products. Our main products are Prospect CRM and Prospect eCommerce.
7.3 We are registered in England and Wales under registration number 02867271, and our registered office is at The Old School, School Lane, Stratford St. Mary, Colchester, Essex, United Kingdom, CO7 6LZ.
7.4 You can contact us:
(a) by post, using the postal address given above;
(b) using our website contact form;
(c) by telephone, on the contact number published on our website from time to time; or
(d) by email, using the email address published on our website from time to time.
8. Data protection officer
Our data protection officer's contact details are: Tanya Warnford-Davis, who can be contacted via email: gdpr-officer@prospectsoft.com, or telephone: +44 (0) 1494 486300.