Reskube Privacy Policy
1. INTRODUCTION
1.1. Welcome to Reskube Limited’s privacy policy. Reskube Limited respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you when you use one of our products or services.
1.2. We as Reskube Limited are the controller and responsible for your personal data (collectively referred to as “Reskube”, “we”, “us” or “our” in this privacy policy).
1.3. We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below:
| Full name of manager: | Christian Sookool |
| Email address: | christian.sookool@reskube.com |
1.4. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance. The UK has some of the highest data protection standards in the world, but if you are accessing our website, products, or services outside of the UK, then please contact us as soon as possible to find out more about how we comply with the data protection practices specific to your region. This does not affect your right to make a complaint.
1.5. This privacy policy is provided in a layered format so you can click through to the specific areas set out below. Please also use the Glossary to understand the meaning of some of the terms used in this privacy policy.
Document Contents
2. IMPORTANT INFORMATION
3. THE DATA WE COLLECT ABOUT YOU
4. HOW IS YOUR PERSONAL DATA IS COLLECTED?
5. HOW WE USE YOUR PERSONAL DATA
6. MARKETING
7. COOKIES
8. DISCLOSURES OF YOUR PERSONAL DATA
9. INTERNATIONAL TRANSFERS
10. DATA SECURITY
11. DATA RETENTION
12. YOUR LEGAL RIGHTS
13. GLOSSARY
2. IMPORTANT INFORMATION
2.1. This privacy policy aims to give you information on how ResKube collects and processes your personal data based on different types of interaction.
2.2. This website and our products and services are not intended for children, and we do not knowingly collect data relating to children.
2.3. It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
2.4. We keep our privacy policy under regular review. This version was last updated in January 2022.
2.5. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
2.6. This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
3. THE DATE WE COLLECT ABOUT YOU
3.1. Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data) or data about corporate entities, like a company.
3.2. We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
a) Identity Data includes first name, maiden name, last name
b) Contact Data includes billing address, delivery address, email address and telephone numbers.
c) Financial Data includes bank account and payment card details.
d) Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
e) Technical Data includes your login data and location.
f) Profile Data includes your username and password, purchases or orders made by you, feedback and survey responses.
g) Usage Data includes information about how you use our website, products and services.
h) Marketing and Communications Data includes emails, document views, email link clicks and opens, and your preferences in receiving marketing from us and our third parties and your communication preferences.
3.3. Aggregated Data. We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity.
3.4. Special Categories. We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
3.5. Data not provided. Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with products or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.
4. HOW IS YOUR PERSONAL DATA COLLECTED?
4.1. We use different methods to collect data from and about you, including through:
a) Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by webchat, post, phone, email or otherwise. This includes personal data you provide when you:
I. Use one of our products;
II. Fill out the contact form on our website;
III. Provide passwords and contact details through the remote management system portal;
IV. Make contact by telephone or through our webchat function;
V. Subscribe to publications or other forms of marketing;
VI. Enter a competition, promotion or survey; or
VII. Give us feedback.
b) Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see section titled ‘cookies’ under ‘HOW WE USE YOUR PERSONAL DATA’ for further details.
c) Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
I. Technical Data from analytics providers, such as Google based outside the EU;
II. Contact, Financial and Transaction Data from providers of technical, payment and delivery services;
III. Identity and Contact Data from publicly available sources, such as Companies House and social media accounts, like LinkedIn.
5. HOW WE USE YOUR PERSONAL DATA
5.1. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data where we need to perform the contract we are about to enter into or have entered into with you, where it is necessary for our legitimate interests (or those of a third party) or where we need to comply with a legal obligation. The meaning of Lawful Basis is further defined in the glossary.
5.2. Generally, we do not rely on consent as a legal basis for processing your personal data, although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
5.3. We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
|
To register you as a new customer | (a) Identity (b) Contact |
Performance of a contract with you |
| To process and deliver our services, including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us (c) Manage complaints | (a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications |
(a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us) |
|
To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review or take a survey |
(a) Identity (b) Contact (c) Profile (d) Marketing and Communications | (a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products and services) |
|
To enable you to complete a survey | (a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications |
(a) Performance of a contract with you (b) Necessary for our legitimate interests (to study how customers use our products and services, to develop them and grow our business) |
|
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) |
(a) Identity (b) Contact (c) Technical |
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation |
5.4. We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
6. MARKETING
6.1. We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:
a) Promotional offers from us. We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing). You may receive communications via email, phone calls and post. You will only receive marketing communications from us if you have actively opted in via the contact form on our website.
b) Third-party marketing. We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
c) Opting out. You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you, or by contacting us at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of purchases or other transactions.
6.2. By using our services, you grant Reskube Limited the right to use your company’s logo for marketing and promotional purposes. This may include, but is not limited to, showcasing your logo on our website, promotional materials, advertisements, and other marketing collateral. Reskube commits to ensuring that the use of your logo will be done in a manner that upholds the reputation and goodwill associated with your brand. If you wish to withdraw this consent at any time or have specific guidelines about the use of your logo, please notify us in writing, and we will take appropriate action promptly.
7. COOKIES
7.1. Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.
7.2. A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive. We use the following cookies:
a) Analytical, tracking or performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website or our client’s website when they are using it. This helps us to improve the way website works, for example, by ensuring that users are finding what they are looking for easily. Tracking cookies
b) Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
c) Targeted cookies. These are used to show you targeted adverts on third party websites.
7.3. You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.
8. DISCLOSURES OF YOUR PERSONAL DATA
8.1. We may share your personal data with the parties set out below for the purposes set out in the table ‘Purposes for which we will use your personal data’ above:
a) External Third Parties as set out in the Glossary;
b) Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
8.2. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
9. INTERNATIONAL TRANSFERS
9.1. We do not transfer your personal data outside the UK.
10. DATA SECURITY
10.1. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors
and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
10.2. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
11. DATA RETENTION
11.1. We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
11.2. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
11.3. By law we must keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
12. YOUR LEGAL RIGHTS
12.1. Under certain circumstances, you have rights under data protection laws in relation to your personal data as follows (please check the Glossary for further information on each right):
a) Request access to your personal data.
b) Request correction of your personal data.
c) Request erasure of your personal data.
d) Object to processing of your personal data.
e) Request restriction of processing your personal data.
f) Request transfer of your personal data.
g) Right to withdraw consent.
If you wish to exercise any of the rights set out above, please contact us.
12.2. Fees. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
12.3. Specific Information. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
12.4. Response time. We try to respond to all legitimate requests within one month. Occasionally, it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
13. GLOSSARY
LAWFUL BASIS
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service or product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.
THIRD PARTIES
In addition to any third parties specifically mentioned throughout this document, External Third Parties can be summarised as follows:
a) Service providers acting as processors based in the UK who provide IT and system administration services, including Amazon Web Services, Logistics Provider, GoDaddy, Office 365, Teltonika and Salesforce.
b) Professional advisers, acting as processors, including lawyers, bankers, auditors and insurers based in the UK, who provide consultancy, banking, legal, insurance and accounting services.
c) HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
YOUR LEGAL RIGHTS
You have the right to:
a) Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
b) Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
c) Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
d) Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
e) Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
i. if you want us to establish the data’s accuracy;
ii. where our use of the data is unlawful but you do not want us to erase it;
iii. where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
iv. you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
f) Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
g) Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or Services to you. We will advise you if this is the case at the time you withdraw your consent.