Privacy Policy

Introduction

This notice is set out to give guidance and help you understand what information we collect at Connect IB (A SmartSpace Software Plc company), how we use it, and what choices you have.

Maintaining data privacy and data protection is a priority for us. This Privacy notice sets out the legal basis on which any personal data that we collect from you, or that you provide to us, will be processed by us.

Please read this privacy notice carefully to understand our views and practices regarding your personal data and how we treat it.

Any questions relating to this document should be sent to datamanagement@smartspaceplc.com.

We never have, and never will, sell your personal data to other parties.

Connect IB are part of SmartSpace Software Plc. Where below we refer to ‘group’ we are referring to SmartSpace Software Plc and its subsidiary companies. Where we refer below to, ‘we’, ‘us’ or ‘our’ we are referring to Connect IB Ltd.

Personal Data

Content and information submitted by yourself to Connect IB is referred to in this notice as ‘personal data’.

Types of personal data collected by us include:

Client Accounts & Contracts : include names, addresses, phone numbers, emails, company registration number, company VAT number.

Sales enquiries . If you contact us, we will ask for your name, email, address and phone number so that we can provide you with the information you’re looking for.

Sales / Purchase Orders . If we need to send you a formal quote or purchase order, we’ll need your name, address, contact email and phone number as well as any contact information for other relevant departments within your business, such as account payable, procurement and IS. The amount of information required will change depending on what is necessary in order to carry out the requested contract.

Marketing . Where you have given us your consent, we will collect: name, address, job title, email and phone in relation to our marketing activity.

Third Party Information . We may carry out a credit check on your company. If this does happen, we’ll collect some additional information from a credit checking agency specifically for this purpose.

Website . We collect, and store information about all visitors who come and take a look at our website. Whether you actively provide us with information by filling in an enquiry form or are merely browsing, the IP address of the computer you are using, the browser software and operating system, the date and time you access our website and the internet address of the website from which you visited website. This information is really helpful to us and lets us track website usage, measure the number of visitors to the different sections of our website and helps us make our website more useful.

Our Cookie Policy

Like most people, we use "cookies," small files that websites use to store information on your computer. We may also use them to track users as they travel through our website - for instance, we might use cookies to count the total number of unique users who are accessing the website over a particular period of time.

Why we use your Personal Data

We process personal data only where the purposes are justified. The lawful basis for doing so depends on the different types of data and what we need it for.

If we provide you with a quote or you ask us to send you some information about our products and solutions, then as we have, or may end up having a contract to provide services, we use this as the basis to store and process your data. This also applies if you are an existing client of ours.

If, when you fill in one of our online forms, you actively ‘opt in’ to receive future marketing communications from us, this means you have given us consent to store and process your data.

As part of a larger group of companies, it may be better if one of them gets in touch to provide you with the information you require or to help us deliver the services you’re asking for. In these situations, it’s in our legitimate interest to share your data and/or for them to provide us with your data.

Should you decide to use any of our solutions and become a client then we’ll need to enter put a contract in place. This will explain in more detail the data we need to store and process in order to carry out the services covered in the contracts. Your information will not be further processed beyond this unless you have given us clear permission to do so.

To understand and improve our services. We carry out research and analyse trends to better understand how users are using the services and improve on them.

Respond to your requests . If you contact us with a question or problem, we will use the information you provide to respond. Your information will not be further processed beyond this unless you have given us clear permission to do so.

Billing and account management. We use account data to administer accounts and keep billing records and payment processing up to date.

Website Visiting. We may perform statistical analyses of user behaviour (for example, by analysing the website usage data gathered passively from all users) in order to measure interest in the various areas of our website. This analysis will s assist us in making improvements to our site and services.

Our website may contain links to websites operated and controlled by third parties. Those third parties have their own information collection practices. We are not responsible for their information collection practices or for the content of their sites. We encourage you to review carefully the privacy policies of all websites, including those websites which can be accessed from this site.

Transferring to third parties. Personal data will not be transferred to third parties unless the following situations apply. Where we do need to pass on data, we will only provide the minimum amount of information necessary.

i. If we need to arrange to have something delivered to you, we will need to supply an address, contact name and number to a courier in order for them to be able to make the delivery.

ii. With third party service providers and agents. We may engage third party companies or individuals to process data if necessary specifically under the terms of a contract. If we do need to do this, it will be clearly referenced.

iii. With affiliates. We may engage affiliates in our corporate group to process data.

iv. With third party integrations. We may, acting on your behalf, share data with the provider of an integrated service. Connect IB is not responsible for how the provider of an integration may collect, use, and share such data.

All Connect IB suppliers, affiliates and any other third parties that we may use to process your data are subject to a strict due diligence process to ensure they operate in accordance with GDPR.

Your Data, Your Rights

Your consent and options. If you have provided consent through ‘opting in’ you can change your mind at any time by either updating your preferences, giving us a call +44 (0) 845 0945 686 or emailing us at datamanagement@smartspaceplc.com.

If we do send you any marketing emails, they will all have an ‘unsubscribe’ link at the bottom which will also allow you to update or withdraw your consent to receiving any future correspondence.

Other information . If you have any questions about your information, our use of this information, or your rights when it comes to any of the foregoing, contact us at datamanagement@smartspaceplc.com.

You have many rights under GDPR with regards to how your personal data is handled by us;

i. Right to be informed. About how we collect and use your personal data

ii. Right of access. To what data we hold about you and how we are using it

iii. Right to rectification. If any personal data is incorrect you can ask us to update it

iv. Right to removal. If you wish us to remove your details from our systems, also referred to as the ‘right to be forgotten’

v. Right to restrict processing. You can request the restriction of how we process your personal data if certain criteria under the GDPR are met

vi. Right to data portability. Gives you the option to ask for your personal data if you wish to provide it to another provider

vii. Right to object. To us using your personal data for legitimate interests, direct marketing and research and statistics.

viii. Right to opt out of automated decision making. We don’t use computers to make our decisions for us, but if we did, you could ask that a nice, friendly human reviews your information and makes a decision themselves instead.

If any of your personal data changes, or if you have any questions about how we use data and/or how it relates to you, please contact us by email at datamanagement@smartspaceplc.com. We normally update your personal data within ten (10) working days of any new or updated personal data being provided to us, to ensure that the personal data we hold about you is as accurate and up to date as possible.

Other Information

As part of our GDPR compliance obligations we are duty bound to check when considering sharing your personal data with any third parties that they apply the same or greater controls in terms of data protection. The use of non-disclosure agreements forms part of our third-party data sharing controls.

We may disclose your personal data to third parties in the following circumstances:

i. During changes to our business structure. If we engage in a merger, acquisition, bankruptcy, dissolution, reorganisation, sale of all of some of our assets, financing, acquisition of all or a portion of our business, a similar transaction or proceeding, or steps in contemplation of such activities (e.g. due diligence)

ii. To comply with laws. To comply with legal or regulatory requirements and to respond to lawful requests, court orders and legal processes.

iii. To enforce our rights, prevent fraud and for safety. To protect and defend the rights, property, or safety of us or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud.

Security and Retention

We take appropriate measures to ensure that any personal data collected from you is kept secure. We take steps to protect your personal data from loss, misuse and unauthorised access or disclosure. These steps take into account the sensitivity of the personal data we collect, process and store, and the current state of technology.

All personal data is stored in accordance with Connect IB’s retention policy and is only kept for as long as deemed necessary for the purpose of which it was used. You can ask us to let you know what data we hold about you at any time.

Changes to this Privacy Notice

We may change this policy from time to time, and if we do we will post any changes on this page. If you continue to use our services after those changes are in effect, you agree to the revised policy.

We have taken every step to ensure compliance with the General Data Protection Regulations with respect to collection, use and retention of data. We may process some personal data from individuals or companies via other compliance mechanisms, including data processing agreements based on the EU Standard Contractual Clauses.

Contact us

If you would like to contact us to enquire about any details listed in this policy, you can contact us by:

Email: datamanagement@smartspaceplc.com

Post: Data Protection Officer

Connect IB Limited

Units A21/22, Basepoint Innovation Centre

110 Butterfield, Great Marlings

Luton

Bedfordshire

LU2 8DL

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