Introduction

1.1    We are committed to safeguarding the personal information of our service users and website visitors, and to making our platforms safe and enjoyable environments for our audiences.

1.2    This policy applies where we are acting as a data controller with respect to the personal data of our service users and website visitors; in other words, where we determine the purposes and means of the processing of that personal data.

1.3    By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

1.4 For the delivery of direct marketing to you via e-mail, we’ll need your consent, whether via an opt-in or soft-opt-in:
(a) soft opt-in consent is a specific type of consent which applies when you have previously engaged with us (for example, you contact us to ask us for more details about a particular product/service, and we are marketing similar products/services). Under “soft opt-in” consent, we will take your consent as given unless you opt-out.
(b) for other types of e-marketing, we are required to obtain your explicit consent; that is, you need to take positive and affirmative action when consenting by, for example, checking a tick box that we’ll provide.
(c) if you are not satisfied about our approach to marketing, you have the right to withdraw consent at any time.

1.5    Our website incorporates privacy controls which affect how we will process your personal data. When you share your data with us, you can specify whether you would like to receive digital marketing communications from us. If you want to edit your details at any point you can access the privacy controls for our digital communications via any emails from ‘Inevitech’ or ‘Inevidesk’, selecting the ‘Update Your Details’ or ‘Unsubscribe’ links at the bottom, or you can email us at info@inevidesk.uk to update your preferences.

1.6    In addition to our digital marketing communications, we may sometimes send direct marketing by post, the legal basis for which is consent or legitimate interest. If you want to edit your details at any point you can email us at info@inevidesk.uk to update your preferences.

1.7    In this policy, “we”, “us” and “our” refer to Inevitech. For more information about us, see Section 12.

1.8 This privacy policy related to the Inevidesk website only. We take no responsibility for any other websites referenced on our website or linked to our website in any way.

How we use your personal data

2.1    In this Section 2 we have set out:
(a)    the general categories of personal data that we may process;
(b)    the purposes for which we may process personal data; and
(c)    the legal bases of the processing.

2.2    We may process data about your use of our website and services (“usage data”). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. We use Google Analytics and Leadfeeder to collect this data. This usage data may be processed for the purposes of analysing the use of the website and services. This data is only for internal use and will never be shared with third parties. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.

2.3    We may process your personal data that are provided in the course of the use of our services (“service data”). The service data may include your name, company, email address, telephone number and address. It may also include details of your company relating to your interest in Inevidesk. The source of the service data is you. The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and in some cases the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

2.4    We may process information contained in any enquiry you submit to us regarding goods and/or services (“enquiry data”). The enquiry data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you. The legal basis for this processing is consent, or legitimate interest, namely the proper administration of our website and business and in some cases the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

2.5    We may process information relating to transactions, including purchases of goods and services, that you enter into with us (“transaction data”). The transaction data may include your contact details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us.

2.6    We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (“notification data”). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent or the performance of a contract between you and us.

2.7    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 website will generate the metadata associated with communications made using the website contact forms. 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 website and business and communications with users.

2.8    We may process information that you supply us for publication on our website (“publication data”). The publication data – including case study information, testimonials or other information relating to Inevidesk and provided to us explicitly for publication – may be processed for the purposes of enabling such publication and administering our website and services. The legal basis for this processing is consent, or the performance of a contract between you and us.

2.9    We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

2.10    We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

2.11  In addition to the specific purposes for which we may process your personal data set out in this Section 2, 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. 2.12  Please do not supply any other person’s personal data to us, unless we prompt you to do so or with their explicit consent.

Providing your personal data to others

3.1    We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

3.2    We may run your personal or company data through credit checks, where such processing is necessary for compliance with a legal obligation to which we are subject and for the proper administration of our website and business and communications with users.

3.3 Inevitech may, at some future point, sell all or part of its business. In such an event your personal data may be transferred with the related aspect of the business. Data may also be shared with a prospective buyer or business partner. In either situation all data will remain subject to the same privacy controls set out in this policy for all parties.

3.4    In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure 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. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

Retaining and deleting personal data

4.1    This Section 6 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

4.2    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 and where deletion is practicable.

4.3    We will retain your personal data as follows:
(a)    All data relating to contracts will be retained for a minimum of five years where such processing is necessary for compliance with a legal obligation to which we are subject.

4.4    In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the following criteria:
(a)    We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
(b)    If you have not received or requested correspondence from us in the last five years then your information may be classed as dormant and may be deleted (excluding any information relating to transactions, as specified in Section 4.3 (a)).
(c)    We will hold your personal information on our newsletter or email alert list until you manually unsubscribe or request for your details to be removed.

5.5    Notwithstanding the other provisions of this Section 6, 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.

Amendments

6.1    We may update this policy from time to time by publishing a new version on our website.

6.2    You should check this page occasionally to ensure you are happy with any changes to this policy.

6.3    We may notify you of changes to this policy by email if you have consented to receive our newsletter or email alerts, or have undertaken a contract with us for the completion of services.

Your rights

7.1    You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
(a)    the payment of a fee (currently fixed at GBP 10); 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).

7.2    We may withhold personal information that you request to the extent permitted by law.

7.3    You may instruct us at any time not to process your personal information for marketing purposes.

7.4    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.

About cookies

8.1    A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

8.2    Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

8.3    Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

Cookies that we use

9.1  We use cookies for the following purposes:
(a)    authentication – we use cookies to identify you when you visit our website and as you navigate our website
(b)    personalisation – we use cookies and local storage to hold information about your preferences and to personalise the website for you
(c)    security – we use cookies as an element of the security measures to protect our website and services generally
(d)    advertising – we use cookies to help us to display advertisements that will be relevant to you
(e)    analysis – we use cookies to help us to analyse the use and performance of our website and services
(f)     cookie consent – we use cookies to store your preferences in relation to the use of cookies more generally

Cookies used by our service providers

10.1  Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

10.2  We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy/.

Managing cookies

11.1  Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version.

11.2  Blocking all cookies will have a negative impact upon the usability of many websites, including ours.

11.3  If you block cookies, you will not be able to use all the features on our website.

Our details

12.1  This website is owned and operated by Inevitech Ltd.

12.2  We are registered in England and Wales under registration number 8366747 and our registered office is at 48 Kingsway Place, London, EC1R 0LU 12.3  You can contact us:
(a)    by post, to the postal address given above
(b)    by telephone, on 020 7183 0498
(c)    by email, using info@inevidesk.uk