PRIVACY STATEMENT

Your data

Introduction

Innovation Software Limited is strongly committed to protecting personal data.  This privacy statement describes why and how we collect and use personal data. It also provides information about individuals’ rights.  It applies to personal data given to Innovation Software  by the individuals or by 3rd parties.  

We may use personal data provided to us for any of the purposes described in this privacy statement or as otherwise stated when it is collected.

Personal data is any information relating to an identified or identifiable living person.  Innovation Software Limited processes personal data for numerous purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose may differ.  

When collecting and using personal data, our policy is to be transparent about the reasons why we collect it and how it is processed.  This is described in the relevant sections below.

Business contacts

Collection of personal data

Innovation Software Limited processes personal data about contacts (existing and potential Innovation Software Limited clients and/or individuals associated with them) using a customer relationship management system (the “Innovation Software Limited CRM”).

The collection of personal data about contacts and the addition of that personal data to the Innovation Software Limited CRM is initiated by an Innovation Software Limited user and will include name, employer name, contact title, phone, email address, Business, Direct and Mobile telephone numbers, and other business contact details.   

In addition, the Innovation Software Limited CRM may collect data from Innovation Software Limited email (sender name, recipient name, date and time) and calendar (organiser name, participant name, date and time of event) systems concerning interactions between Innovation Software Limited users and contacts or third parties.  Use of personal data

Personal data relating to business contacts may be visible to and used by Innovation Software Limited users to learn more about an account, client or opportunity they have an interest in, and may be used for the following purposes:

  • Making contact information available to Innovation Software Limited users

  • Administering, managing and developing our businesses and services

  • Describing the nature of a contact’s relationship with Innovation Software Limited

  • Providing information about us and our range of services

  • Performing analytics, including producing metrics for Innovation Software Limited leadership, such as on trends, relationship maps, sales intelligence and progress against account business goals

  • Identifying clients/contacts with similar needs.


Innovation Software Limited member firms do not sell or otherwise release personal data contained in the Innovation Software Limited CRM to third parties for the purpose of allowing them to market their products and services without consent from individuals to do so.

Data retention

Personal data will be retained on the Innovation Software Limited CRM for as long as it is necessary for the purposes set out above (e.g. for as long as we have, or need to keep a record of, a relationship with a business contact).  


Corporate clients (and individuals associated with our corporate clients)

Collection of personal data

Our policy is to collect only the personal data necessary for agreed purposes of:-

  • Providing Consultancy, Training, and Support services

  • Providing information about new products and services

  • Liaison during sales processes.

Use of personal data

We use personal data for the following purposes:

  • Delivering our Products and services

  • Administering, managing and developing our businesses and services
    We process personal data in order to run our business, including:
    - managing our relationship with clients;
    - developing our businesses and services (such as identifying client needs and improvements in service delivery);
    - maintaining and using IT systems;
    - hosting or facilitating the hosting of events; and
    - administering and managing our website and systems and applications.

  • Security, quality and risk management activities
    We have security measures in place to protect our and our clients’ information (including personal data), which involve detecting, investigating and resolving security threats. 


Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans to identify harmful emails.  We monitor the services provided to clients for quality purposes, which may involve processing personal data stored on the relevant client file.  We have policies and procedures in place to monitor the quality of our services and manage risks in relation to client projects.


We hold personal data as part of our client engagement and acceptance procedures. 


  • Providing our clients with information about us and our range of services
    We use client business contact details to provide information likely to be ofinterestabout us and our services.  These can include updates and insights based on Industry Sector, other services that may be relevant and invitations to Seminars, Webinars, and other events.    


  • Complying with any legal requirement.

We need to keep certain records to demonstrate that our services are provided in compliance with those obligations and those records may contain personal data.


We are continually looking for ways to help our clients and improve our business and services.  Where agreed with our clients, we may use information that we receive in the course of providing professional services for other lawful purposes, including analysis to better understand a particular issue, industry or sector, provide insights back to our clients, to improve our business, service delivery and offerings and to develop new Innovation Software Limited technologies and offerings.  To the extent that the information we receive in the course of providing professional services contains personal data, we will de-identify the data prior to using the information for these purposes. 


Data retention

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).   

In the absence of specific legal, regulatory or contractual requirements, our normal retention period for records and other documentary evidence created in the provision of services is 6 years.



Individuals whose personal data we obtain in connection with providing services to our clients

Collection of personal data

Our policy is to collect only the personal data necessary for agreed purposes and we ask our clients to share only personal data strictly needed for those purposes.

Where we need to process personal data to provide our software and services, we ask our clients to provide the necessary information to the data subjects concerned regarding its use.  

We collect and use contact details for our clients to manage and maintain our relationship with those individuals.  


 We process several categories of personal data, including:


  • Business/Organisation information

  • Contact details;

  • Business activities;

  • Information about management and employees;


Use of personal data

We use personal data for the following purposes:

  • Providing our services

Our services cover the provision of, implementation, and training in the use of our Software Products.

  • Administering, managing and developing our businesses and services
    We process personal data in order to run our business, including:

    • managing our relationship with clients;

    • developing our businesses and services (such as identifying client needs and improvements in service delivery);

    • maintaining and using IT systems;

    • hosting or facilitating the hosting of events; and

    • administering and managing our website and systems and applications.


  • Security, quality and risk management activities
    We have security measures in place to protect our and our clients’ information (including personal data), which involve detecting, investigating and resolving security threats.  Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans to identify harmful emails.  We monitor the services provided to clients for quality purposes, which may involve processing personal datastoredon the relevant client file.  We have policies and procedures in place to monitor the quality of our services and manage risks in relation to client engagements.  We collect and hold personal data as part of our client engagement and acceptance procedures.  As part of our client and engagement acceptance, we carry out searches using publicly available sources (such as internet searches and sanctions lists) to identify politically exposed persons and heightened risk individuals and organisations and check that there are no issues that would prevent us from working with a particular client (such as sanctions, criminal convictions (including in respect of company directors), conduct or other reputational issues).   


  • Complying with any requirement of law, or regulation
    As with any provider of professional services, we are subject to legal, regulatory and professional obligations.  We need to keep certain records to demonstrate that our services are provided in compliance with those obligations and those records may contain personal data.

We are continually looking for ways to help our clients and improve our business and services.  Where agreed with our clients, we may use information that we receive in the course of providing professional services for other lawful purposes, including analysis to better understand a particular issue, industry or sector, provide insights back to our clients, to improve our business, service delivery and offerings and to develop new Innovation Software Limited technologies and offerings.  To the extent that the information that we receive in the course of providing professional services contains personal data, we will remove the personal data prior to using the information for these purposes.  

Data retention

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).   

In the absence of specific legal, regulatory or contractual requirements, our baseline retention period for records and other documentary evidence created in the provision of services is 6 years.


Others who get in touch with us

We collect personal data when an individual gets in touch with us with a question, complaint, comment or feedback (such as name, contact details and contents of the communication).  In these cases, the individual is in control of the personal data shared with us and we will only use the data for the purpose of responding to the communication.




Our staff

We collect personal data concerning our own personnel as part of the administration, management and promotion of our business activities.

Staff should refer to our Employee Manual for information on why and how personal data is collected and processed.



Recruitment applicants

When applying online for a role at Innovation Software Limited via the Innovation Software Limited website, applicants should refer to the information made available when applying for a job for details about why and how personal data is collected and processed.  


Suppliers (including subcontractors and individuals associated with our suppliers and subcontractors)

Collection of personal data

We collect and process personal data about our suppliers (including sub-contractors and individuals associated with our suppliers and subcontractors) in order to manage the relationship, contract, to receive services from our suppliers.

Use of personal data

We use personal data for the following purposes:

  • Receiving services

  • We process personal data in relation to our suppliers and their staff as necessary to receive the services. For example, where a supplier is providing us with facilities management or other outsourced services, we will process personal data about those individuals that are providing services to us.

  • Providing professional services to clients

  • We do not use Sub-Contractors to provide services to our Clients.

  • Administering, managing and developing our businesses and services

  • We process personal data in order to run our business, including:

  • managing our relationship with suppliers;

  • developing our businesses and services (such as identifying client needs and improvements in service delivery);

  • maintaining and using IT systems;

  • hosting or facilitating the hosting of events; and

  • administering and managing our website and systems and applications.


  • Security, quality and risk management activities

  • We have security measures in place to protect our and our clients’ information (including personal data), which involve detecting, investigating and resolving security to threats.  Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans to identify harmful emails.  We have policies and procedures in place to monitor the quality of our services and manage risks in relation to our suppliers.  We collect and hold personal data as part of our supplier contracting procedures.  We monitor the services provided for quality purposes, which may involve processing personal data.

  • Providing information about us and our range of services

  • Unless we are asked not to, we use business contact details to provide information that we think will be of interest about us and our services.  For example, industry updates and insights, other services that may be relevant and invites to events.

  • Complying with any requirement of law, regulation or a professional body of which we are a member

  • As with any provider of professional services, we are subject to legal, regulatory and professional obligations.  We need to keep certain records to demonstrate that our services are provided in compliance with those obligations and those records may contain personal data.

Data retention

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).   

Personal data may be held for longer periods where extended retention periods are required by law or regulation and in order to establish, exercise or defend our legal rights.


Visitors to our offices

We have security measures in place at our offices.

We require visitors to our offices to sign in at reception and keep a record of visitors for a short period of time.  Our visitor records are securely stored and only accessible on a need to know basis (e.g. to look into an incident).



Visitors to our website

Collection of personal data

Visitors to our websites are generally in control of the personal data shared with us.  We do not capture any information via the use of cookies on our website.  


We receive personal data, such as name, title, company address, email address, and telephone and fax numbers, from website visitors; for example when an individual subscribes to updates from us.

Visitors are also able to send an email to us through the website. Their messages will contain the user’s screen name and email address, as well as any additional information the user may wish to include in the message.    

We ask that you do not provide sensitive information (such as race or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; physical or mental health; genetic data; biometric data; sexual life or sexual orientation; and, criminal records) to us when using our website; if you choose to provide sensitive information to us for any reason, the act of doing so constitutes your explicit consent for us to collect and use that information in the ways described in this privacy statement or as described at the point where you choose to disclose this information.

Use of personal data

When a visitor provides personal data to us, we will use it for the purposes for which it was provided to us as stated at point of collection (or as obvious from the context of the collection).  Typically, personal data is collected to:


  • register for certain areas of the site;

  • subscribe to updates;  

  • enquire for further information;

  • distribute requested reference materials;

  • submit curriculum vitae;

  • monitor and enforce compliance with our terms and conditions for use of our website;

  • administer and manage our website, including confirming and authenticating identity and preventing unauthorised access to restricted areas, premium content or other services limited to registered users; and

  • aggregate data for website analytics and improvements.

Unless we are asked not to, we may also use your data to contact you with information about Innovation Software Limited’s business, services and events, and other information which may be of interest to you. Should visitors subsequently choose to unsubscribe from mailing lists or any registrations, we will provide instructions on the appropriate webpage, in our communication to the individual, or the individual may contact us by email with the subject line "Unsubscribe Me" to: unsubscribe.me@innovationsoftware.uk.com



Our websites do not collect or compile personal data for the dissemination or sale to outside parties for consumer marketing purposes or host mailings on behalf of third parties.  If there is an instance where such information may be shared with a party that is not an Innovation Software Limited member firm, the visitor will be asked for their consent beforehand.

Data retention

Personal data collected via our websites will be retained by us for as long as it is necessary (e.g. for as long as we have a relationship with the relevant individual).  

 

+44 1634 812 300

49 Avocet Way Finberry, Ashford, Kent, TN25 7FR, UK

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©2020 by Innovation Software Limited.