Privacy policy

This privacy policy explains how we collect, use, disclose, retain and protect your personal information as the data subject. If you are providing someone else’s personal information to us on their behalf then this privacy policy relates to their personal information.

Approach

We aim to be clear about how we use your personal information. We collect, store and use your personal information only where necessary for our own internal business purposes in sales and marketing and providing our products and services. We keep your personal information secure and we delete it when it is no longer required.

Scope

This privacy policy applies to your use of and our provision of our products and services including marketing, billing and technical support and any interaction we may have with you at any time via our websites, telephone, email or by any other means. This privacy policy applies to personal information that is provided to us by you or on your behalf and does not apply to information that is available and collected from publicly accessible sources including social media and other online resources.

Personal information we collect

We may collect, store and use your name, email address, residential address and telephone number.

Where we collect your personal information

We may collect personal information in any of our interactions with you or with on your behalf, including any use of our website, emails, sales, billing and technical support. This may include name, email address, invoice address and other related information required for providing and administering our products and services.

Use of personal information

We use personal information for the following purposes:

  • To provide our products and services to our customers including administration and billing
  • For sales and marketing to attract new customers
  • To make our website content relevant to visitors
  • To send newsletters, product updates and informational communications
  • To carry out surveys to help us to improve the products and services we offer
  • To comply with the law
  • As we deem necessary to prevent illegal activity or to protect our interests

Data retention

How long we keep it depends on the type of data we are holding and the purpose for which we need it. We do not store data longer than necessary. We consider financial and legal obligations in respect of how long we keep that data.
You can request that we delete your personal information at any time, and we will delete any of your personal information that is no longer necessary for our internal business purposes.

Consent to transfer personal information to us

You must ensure that you have all necessary and appropriate consents and notices in place to enable lawful transfer of personal information to us by you and so that we may lawfully use, process and transfer that personal information.

People that can access your personal information

We will not store your personal information outside of the UK or EU. Staff and staff of our suppliers that have access to your personal information may be located outside of the UK or EU. Access to your personal information is granted only to those people that need access for our own internal business purposes including:

Sales consultants and account managers that require access to our CRM systems for the purposes of sales, marketing, account management and administration. They may need access to your personal information in order to communicate with you in order to provide and promote our products and services, answer sales questions, provide quotations, undertake evaluations, studies and proof of concepts and to handle contracts, licensing and renewals.

Customer service technicians that require access to our customer service desk systems that include issue ticketing and product defect resolution facilities. They may need access to your personal information in order to communicate with you in resolving customer service issues.

Professional services consultants that require access to relevant information in order to provide professional services. They may need access to your personal information in order to communicate with you in planning or carrying out professional services work.

Accounts and billing staff that require access to our CRM, licensing and financial systems systems in order to administer contracts and payments with customers and suppliers. They may need to communicate with you in order to send or receive purchase orders and invoices, and to arrange payment.

Cloud SaaS providers that provide services to us that we use for our own internal business purposes such as cloud-hosted systems for CRM, customer service desk, transactional email, behaviour tracking, distributing informational updates, hosting and managing email, identifying potential customers and web content delivery. These providers may have access to your personal information for the purposes of supporting our use of their services.

Cloud PaaS and IaaS providers that provide services to us that offer online storage and processing of our and our customers’ information. We use such providers for storing and processing our own business information as well as for storing and processing our customers’ information where we are providing hosted or managed services. These providers may have access to your personal information for the purposes of supporting our use of their services.

Any of the people identified above may make use of our email systems in the course of their work. Email to and from you will require access to and use of your email address.

We contractually require third parties identified above (sub-processors) to keep your personal information safe and secure and to use your personal information only for agreed purposes.

We maintain a list of our sub-processors. You can request a copy of this list by emailing us at privacy@adiona.com.

We may share broader, aggregated statistics and customer profiling data with other third parties. It will not be possible to identify you from such data.

We will share your personal information if we are required to do so by law or at the direction of courts or other authorities or if we deem it necessary to prevent illegal activity or to protect our interests.

We will never rent or sell your personal information to anyone.

Personal information transfer outside of UK or EU

Countries outside the UK or EU may not have such a high standard of protection for personal information than that required by UK or EU data protection law. We do not typically transfer personal information outside of the UK or EU. If we do, we endeavour to verify that sub-processors commit to handling your personal information in accordance with UK law. If you require more information including names of sub-processors and the purpose for which they receive and use personal information, please contact us by emailing privacy@adiona.com.

Security

We have information security procedures in place to manage your personal information. We are accredited to ISO 27001 (international Information Security standard) and independently audited every year.

We take information security extremely seriously and we dedicate a great deal of time and money to ensuring our systems and processes are secure. However, we cannot guarantee the absolute protection of your personal information due to the potential for human error or malicious conduct. We cannot, therefore, accept liability for loss, theft or misuse of your personal information if there is a security breach.

We will, however, notify you promptly on becoming aware of a security breach resulting in loss of your personal information.

We ensure that all personal information is encrypted where reasonably possible when transmitted and stored, including backups. We may exchange information with you by email and whilst it may be illegal for others to intercept or disclose these emails, they may be not encrypted or secure.

We have in place technical and organisational measures to protect against unauthorised or unlawful processing of your personal information and against accidental loss or destruction of, or damage to, your personal information, appropriate to the harm that might result from that unauthorised or unlawful processing or accidental loss, destruction or damage and the nature of the personal information to be protected, having regard to the state of technology and the cost of implementing any measures. These measures may include, where appropriate, pseudonymising and encrypting data, ensuring confidentiality, integrity, availability and resilience of systems and services, ensuring that availability of and access to your data can be restored in a timely manner after an incident, and/or regularly assessing and evaluating the effectiveness of technical and organisational measures.

Communication Preferences

Marketing

We send out direct marketing communications to potential customers that we think may be interested in our products and services. If you do not wish to receive further marketing communications, you can opt out at any time by emailing privacy@adiona.com.

Newsletters

To receive our product updates, newsletters or other informational communications you must register on our website. We will store personal information about you as necessary for the communications service, namely your email address, name and your communication preferences.

Website and cookies

Our website may automatically record information that your browser sends to our webserver. This information may include information such as your page request, Internet Protocol (“IP”) address, browser type, browser language, the date and time of your request and one or more cookies that may uniquely identify your browser.

Our website may contain links that enable us to keep track of whether these links have been followed. Such link tracking information is used to improve the quality of our website.

We may use your IP address to help diagnose problems with our servers and administer our website.

We may use IP address and information regarding website pages you visit to improve our website, products and services.

When you visit our website, the following types of cookies may be downloaded to your device:

Strictly Necessary Cookies

Strictly necessary cookies are required for administration and operation of our website, for example security, login and session management.

Functional Cookies

Functional cookies let us record choices you have made on our website so that you receive a better user experience, for example the language you prefer to use.

Analytical and Performance Cookies

Analytical and performance cookies allow us to use third party website traffic analysis and reporting services. Such services provide statistical and other information about use of our website by analysing cookie information, for example the proportion of our website traffic that comes from each country.

Advertising and targeting Cookies

Advertising and targeting cookies record information about your visit to our website including the pages you have visited and the links you have followed from or to other websites. We use this information to help make our website more relevant to your interests. We may share this information with others for this purpose.

We work with technology partners to support and improve our website and to provide you with relevant information about our products and services both on our website and on websites within search engines and advertising networks that we work with. We may use cookies on our website to help us to place relevant Adiona advertising on third-party websites when you visit those websites.

Third Party Cookies

We try and make it as easy as possible for you to share our website content on social media networks and to see what content is popular on those networks. We add links to our website to allow you easily to share information with those networks if you choose to. Social ‘plugins’ for LinkedIn, Facebook, Twitter etc. allow those social networks to set their own cookies when you use our website. They can’t read any cookies that we set from our website and we can’t read any cookies they set, but it lets them do the same kind of traffic measuring that we do on our own website, and it also lets them know whether you’re logged into their website.

Turning off cookies

You will be given the option to set your cookie preferences when you first visit our website. You may also be able to turn off some or all cookies by using settings in your internet browser. If you turn off cookies you may find that you may not be able to use all the features of our website.

Personal information relating to minors

Protecting the online privacy of children is vital. If you are under 18 years old, please do not provide us with your name, contact details or any other information about yourself.

Legislation

As a UK company we are subject to UK Data Protection legislation (that incorporates the GDPR). We aim to comply with applicable legislation around the world as it relates to our handling of personal information from other countries.

We are registered on the public register of data controllers maintained by the UK Information Commissioner.

Your rights under the UK Data Protection legislation are as follows:
Right of access: On request, we will advise you what personally identifiable information we hold about you
Right to data portability: We may not hold any information sufficient to require data portability
Right to rectify: By visiting our website you can amend and correct the information we hold
Right to erasure / to be forgotten: On request, we will remove you from our marketing list
Right to restrict: We do not use your information for purposes beyond what is described in this privacy policy
Right to notification regarding rectification, erasure or restriction: We will let you know if we need to change your information
Right to object to processing: You can contact us if you want us to stop using your information
Right not to be subject to automated individual decision making: You can contact us with your requirements

We will assist you in responding to any request from a data subject and in ensuring compliance with your obligations under the Data Protection Legislation with respect to security, breach notifications, impact assessments and consultations with supervisory authorities or regulators.

GDPR and Brexit

Whilst the UK has recently left the EU, UK data protection legislation incorporates EU data protection legislation and is fully compliant with GDPR. We remain committed to the principles underlying GDPR in upholding the right to personal privacy.

Revisions to this privacy policy

This privacy policy may be updated from time to time to reflect changes in legislation and business practice.

Contact Details

For any questions or if you need to contact us for any reason related to privacy or data protection please email
privacy@adiona.com

Our postal address is:
Adiona Technologies Limited, 9th Floor, 107 Cheapside, London, United Kingdom, EC2V 6DN