Infotek Software Limited provides cloud based software (SAAS) products for a range of companies in different industries. We are committed to providing you with the highest quality service. This includes maintaining your privacy and protecting your personal data. This policy, read together with our Terms of Service, explains what we do with the personal data we collect about you and the data about others that you upload to our service.

To get the best from our services please keep your personal data (including your email address) accurate and up to date. You can do this by contacting us at the address or telephone number given at the end of this policy or by logging into our secure web portal and selecting: Configuration page -> Manage your users.

In subscribing and using our services and/or providing any personal data to us via our website, You acknowledge that Your personal data will be used in accordance with our terms of service (Click Here) and this policy.

We want to ensure that we are clear about how we treat personal information. We encourage You to read this policy carefully. It will help You make informed decisions about sharing your personal information with us.

Based on the ICO guidance (https://ico.org.uk/media/for-organisations/documents/1546/data-controllers-and-data-processors-dp-guidance.pdf) Infotek Software will be the data controller of your personal data which you provide to us or which is collected by us when you subscribe to use our software and services or via our website. For data you save about others (e.g. staff and customers) you are the data controller and Infotek Software is the processor.

The Service involves the storage of Data about a company or individual. That Data can include personal information. “Personal information” is information about an identifiable individual, and may include information such as the individual’s name, business address, email address, telephone number, and account details. Infotek Software may collect personal information directly from You when You:
     • register to use the Service,
     • use the Service,
     • use our online reporting tools,
     • contact Infotek Software’s technical support team,
     • visit our Website.

You can always choose not to provide Your personal information to Infotek Software, but it may mean that we are unable to provide You with the Service.

We reserve the right to record all service calls for quality and training purposes, to enable us to deal effectively with queries. In most cases you are not obliged to provide any personal data to us, but if you have requested information or a service from us, we will not be able to provide it without certain information, such as your contact details.

Through Your use of the Service, You are the Data Controller and Infotek Software the Data Processor and therefore Infotek Software may hold information from You about someone else. If You provide Infotek Software with personal information about someone else, as the “Data Controller” You must ensure that You are authorised to disclose that information to Infotek Software and that, without Infotek Software taking any further steps required by applicable data protection or privacy laws, Infotek Software may collect, use and disclose such information for the purposes described in this Policy.

This means that You must take reasonable steps to ensure the individual concerned is aware of and/or consents to the various matters detailed in this Policy, including the fact that their personal information is being collected, the purposes for which that information is being collected, the intended recipients of that information, and the individual's right to obtain access to that information, Infotek Software’s identity, and how to contact Infotek Software. Where requested to do so by Infotek Software, You must also assist Infotek Software with any requests by the individual to access or update the personal information You have collected from them and entered into the Service.

Prohibited data: You shall not under any circumstances permit any “data subject” to submit to Infotek Software’s services any personal data for processing which falls under the heading of “special category data” as defined in the General Data Protection Regulation (GDPR).

We collect, hold and use Your personal information for the following limited purposes:
     • validate your identity;
     • providing our services, contacting you and servicing our relationship with you;
     • administration, billing and other legal purposes;
     • to notify You of new or changed services offered in relation to the Service;
     • carry out marketing or training relating to the Service;
     • assist with the resolution of technical support issues or other issues relating to the Service;
     • comply with laws and regulations in applicable jurisdictions;
     • enabling you to participate in our promotions;
     • notifying you about changes to the terms on which the services are provided;
     • generating statistics on use of certain of our services and about the “traffic” visiting our websites. Before doing this your personal data is anonymised and you are not personally identifiable.

Infotek Software does not sell, trade, or rent Users personal identification information to others. Infotek Software may use certain third party service providers to help operate their business and services or administer activities on their behalf. You consent to Infotek Software engaging with third party subprocessors to process the Data for the Permitted Purpose. Infotek Software have several partners that User’s personal identifiable information may be passed through in order to fulfil their chosen services, the list of all third parties include:
     • Banking Services – Barclays PLC.
     • Payment Processing – Capita Pay360, Go Cardless
     • Accountancy – Crown & Co Accountants Limited.
     • Domain Name Registration Services – Nominet UK
     • Data hosting services – Pipeten / UKFast / Vidahost

Subprocessors:
     1. Infotek Software will maintain an up-to-date list of its subprocessors on its website and which will be updated with details of any change in subprocessors at least 30 days prior to the change;
     2. Infotek Software imposes data protection terms on any subprocessor it appoints that require it to protect the Data to the standard required by applicable Data Protection Law;

We take all reasonable care in the collection, storage, processing and disclosure of your personal data and have implemented internal security procedures to minimise the risk that unauthorised parties will be able to access and misuse the information. Transmission of personal information over the Internet is at Your own risk and You should only enter, or instruct the entering of, personal information to the Service within a secure environment.

We use a top tier, third party data hosting provider (Pipeten) to host our Services. All servers are located in the UK. All data is stored in the UK and backed up to a second offsite UK location. Pipeten operate their core services to PCI DSS standard, have Cyber Essentials certification, their data centre partners’ facilities where data resides also operate to PCI DSS and have ISO27001.

To help protect your personal data and minimise the risk of it being intercepted by unauthorised third parties our secure servers employ industry standard Secure Socket Layer (SSL) or Transport Layer Security (TLS) encryption when you submit information to us through our website. This security is signified by the “https” designation and the padlock on the URL bar.

We will advise You at the first reasonable opportunity upon discovering or being advised of a security breach where Your personal information is lost, stolen, accessed, used, disclosed, copied, modified, or disposed of by any unauthorised persons or in any unauthorised manner.

Infotek Software may require access to customer’s data during the course of its business and service provider obligations. Examples of this include but are not limited to debugging, taking backups, anti-virus scanning, upgrading systems or other general system administration tasks.

Infotek Software may access “customer’s data” when explicitly requested and authorised to-do so by its direct customers (e.g. debugging, taking manual backups, providing support assistance etc).

Infotek Software will otherwise never access, duplicate or move “customer’s data” outside of the secure environments to which it was uploaded or otherwise agreed locations.

The Service may allow You, the Subscriber, or another Invited User within the relevant subscription to the Service to transfer Data, including Your personal information, electronically to and from third-party applications. Infotek Software has no control over, and takes no responsibility for, the privacy practices or content of these applications. As the data controller You are responsible for checking the privacy policy of any such applications so that You can be informed of how they will handle personal information.

We will only keep your personal data for as long as we need to in order to fulfil the service(s) it was collected for, as set out above in this privacy policy and for as long as we are required to keep it by law. Please refer to our data retention policy.

You can contact Infotek Software at any time to:
     • Request access to information that Infotek Software has about you
     • Correct any information that Infotek Software has about you
     • Delete information that Infotek Software has about you

Infotek Software has the discretion to update this privacy policy at any time; the revision date will be updated and shown at the end of this document. Infotek Software encourages Users to frequently check this page for any changes in order to stay informed about how they are helping to protect the personal information collected. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.

By using our services or web site, you signify your acceptance of this policy and terms of service. If you do not agree to this policy, please do not use Infotek Software’s Site or Services. Infotek Software will make every effort to communicate any significant changes to You via email or notification via the Service. Your continued use of the service following the posting of changes to this policy will be deemed your acceptance of those changes.

If you have any questions about this Privacy Policy, please contact Infotek Software. To contact Infotek Software Limited | email: info@infotek-software.co.uk | tel: 0292 069 7107

14th May 2018