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Website Privacy Notice

What do we do with your data handled via this website?

Let’s start with the basics. First, ‘we’ are Phoenix Software Limited, a company registered in England and Wales under company number 02548628. We will be what’s called the ‘Data Controller’ of your Personal Data collected via this website. Our registered address is Bytes House, Randalls Way, Leatherhead, Surrey, KT22 7TW.

What sort of personal data do we collect?

To provide services via this website (and others), we will collect typically the following information (but not always):

  • Name
  • Address
  • Email Address
  • Job Title
  • Telephone Number
  • Business Name
  • IP Address
  • Demographic information such as postcode

How do we collect personal data?

Personal data is obtained from you via one or more of the following:

  • Visits and use of our websites, and Company Portals
  • Use of Phoenix’s social media
  • Use of Google Analytics
  • Attendees of corporate seminars and webinars hosted by Phoenix
  • Subscribers to Phoenix Company updates
  • Parties entering into agreements with Phoenix
  • Requests for information about products and services offered by Phoenix and/or quotes
  • Employment enquiries

Why do we use your personal data?

Personal data is collected to provide legitimate business services which include:

  • For Marketing purposes
  • For us to review and reply to your enquiry
  • To provide an opinion for a service you have requested
  • To meet our statutory monitoring and reporting responsibilities
  • To handle and communicate orders, billings and payment, delivery of products and services
  • To improve Phoenix services and product offering

Where indicated, however, some of the information is optional and you can choose not to complete.

How do we use your personal data?

Personal data may be used to:

Meet our contractual obligations. For example:

  • Carry out our obligations arising from any contracts agreed to by you and us
  • Process orders, process a request for further information, to maintain records and to provide pre and after-sales service
  • Pass to another organisation to supply/deliver products or services you have purchased and/or to provide pre or after-sales service
  • Notify you of changes to our services

Meet our legal obligations. For example:

  • Fraud prevention, tax, accounting, employment, health and safety or other applicable legislation

Support our legitimate interests as a software company. For example:

  • Carry out security checks (this may involve passing your details to our Identity Verification partners, who will check details we give them against public and private databases – this helps to protect us from credit risk and both you and us from fraudulent transactions)
  • We may need to pass the information we collect to other companies within our Group for administrative purposes
  • We may use third parties to carry out certain activities, such as processing and sorting data, monitoring how customers use our site and issuing our emails for us
  • Process a job application

Or with your consent to action something. For example:

  • Seek your views or comments on the services we provide
  • Send you communications which you have requested and that may be of interest to you. These may include information about product updates, newsletters, events, webinars
  • To inform you of various promotions, goods and services that may be of interest to you. You may be contacted by post, email, telephone, SMS or such other means with carefully selected marketing communications we deem relevant to send to you in the legitimate interests of Phoenix as an IT service provider. Each marketing communication sent to you by Phoenix will provide you with the option to unsubscribe and manage your data profile and communication preferences from Phoenix at any time
  • Create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively

Where do we store your personal data?

Information collected is stored on the Company’s CRM system.

As part of any services offered by Phoenix, information provided may be transferred to countries outside the European Economic Area (‘EEA’) i.e. our servers, or third-party servers that are used to provide Phoenix services located in a country outside the EEA. By submitting your data, you consent to the transfer, storage and/or processing of your data wherever it be stored. However, if your data is transferred outside the EEA, steps will be taken to ensure appropriate security measures are in place to ensure your privacy rights continue to be protected as outlined in this Policy.

Phoenix websites – Previous browsing history is available to Phoenix employees only, to determine your interests in order that we can engage with you more effectively and improve our site. If Cookies are switched off then your previous browsing history is no longer be available to Phoenix (See “Cookies” below). If you do not wish for us to have your personal information, please do not fill out any of the web forms on these sites.

How long do we store your personal data?

We review our retention periods for personal data on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold personal data on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who has access to your personal data?

Only our employees are granted access to customer information. This is ensured by the use of strict operational processes and procedures.

Staff are trained on security systems and relevant processes and procedures which are reviewed regularly for ongoing effectiveness and suitability for purpose. All employees are kept up-to-date on the Phoenix security and privacy practices. Employees are notified and/or reminded about the importance we place on privacy, and what they can do to ensure that customer information is protected.

Personal information provided via the Company’s portals is secured using Secure Socket Layer (SSL) server and is encrypted before being transmitted. Secure pages have a lock icon or key on the bottom of web browsers such as Microsoft Internet Explorer, information supplied by you on these webpages is securely stored and can only be accessed for the purposes for which it was provided.

All IT systems are kept in a secure environment with appropriate access control. We are audited on a regular basis by various independent security companies, plus internal audits by the Company’s Parent company (Bytes).

Non-sensitive details (your email address and other requested information) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

We will not sell or rent your information to third parties.

Third-Party Service Providers working on our behalf:

We may pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure.

Third-Party Product Providers we work in association with:

We work closely with various third-party product providers to bring you a range of quality and reliable products and services designed to meet your needs. When you enquire about or purchase one or more of these products, the relevant third-party product provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered with them. In some cases, they will be acting as a data controller of your information and, therefore, we advise you to read their Privacy Policy. These third-party product providers will share your information with us which we will use in accordance with this Privacy Policy.

We may transfer your personal information to a third party as part of a sale of some or all our business and assets to any third party including for a merger, acquisition, divestiture, or similar transaction or as part of any business restructuring or reorganisation.

We may also further transfer data if we are under a duty to disclose or share your personal data to comply with any legal obligation or to law enforcement. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

What rights do you have over your personal data?

Different rules apply depending on the type of Lawful Processing being undertaken. Many of the following individuals’ rights apply, however, whatever the basis of processing:

  • The right to be informed how personal data is processed
  • The right of access to their personal data
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling

The accuracy of personal data is imperative. We aim to keep it updated at all times. The personal data we hold on you is available upon request by contacting [email protected]. You can request that your data is updated and/or deleted at any time, unless Phoenix can justify that it is retained for legitimate business or legal purpose. When updating your personal data, you may be asked to verify your identity before your request can be actioned.

You can change your marketing preferences at any time by calling your Phoenix Software Account Manager, emailing [email protected], clicking here, or by clicking on the ‘Unsubscribe’ link at the bottom of any of our emails.

Links to other websites/from other websites

Phoenix websites may contain links to other websites run by other organisations. Phoenix Privacy Policy only applies to Phoenix websites and you are encouraged to read the Privacy Statements on the third-party websites that you visit such as Google. Phoenix is not responsible for the Privacy Policies and practices of other websites even if they were accessed via a Phoenix website. Equally, if you link to a Phoenix website from a third-party site, Phoenix is not responsible for the Privacy Policies and practices of that third-party site.

If you are 13 or under

We don’t offer services to anyone under the age of 18. However, we are concerned to protect the privacy of children aged 13 or under should you browse or use our site. If you are aged 13 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.

Cookie Notice

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Last revised: 9 January 2023