Privacy Policy

BACKGROUND:

ApprovalDeck understands that your privacy is important to you and that you care about how your personal data is used. we respect and value the privacy of everyone who visits this website, www.approvaldeck.com (“Our Site”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with Our obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it. By using our Site, you indicate that you accept the Privacy Policy and that you agree to abide by it. If you do not agree to our Privacy Policy, please refrain from using our website..

1. Definitions and Interpretation

In this Policy the following terms shall have the following meanings:

“Account” means an account required to access and/or use certain areas and features of Our Site;

“Cookie” means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in Part 14, below; and

“Cookie Law” means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;

2. Information About us

Our Site is owned and operated by ApprovalDeck Limited, a limited company registered in England under company number 14550787.

Registered address: 124 City Road, London, EC1V 2NX.

3. What Does This Policy Cover?

This Privacy Policy applies only to your use of Our Site. Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

4. What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

5. What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

a) The right to be informed about Our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 15.

b) The right to access the personal data we hold about you. Part 13 will tell you how to do this.

c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 15 to find out more.

d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 15 to find out more.

e) The right to restrict (i.e. prevent) the processing of your personal data.

f) The right to object to us using your personal data for a particular purpose or purposes.

g) The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.

h) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.

i) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about Our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 15.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about Our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. we would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 15.

6. What Data Do You Collect and How?

As explained in more detail below, we use the services of other companies for operating some aspects of our business. These companies may have access to certain personal Data provided by you. Any Data used by such companies is used only to the extent required by them to perform the services that we request. Any use for other purposes is strictly prohibited. Furthermore, any Data that is processed by third party companies shall be processed within the terms of this Privacy Policy and in accordance with the Data Protection Act 2018.

We have set out the types of company and service we use because the precise identity of each supplier may change from time to time and we have decided it is not practical or meaningful to provide a list of companies. However, if you would like to receive further details of the third party processors used by us, please get in touch using the contact details above.

Through our website:

Our website uses third party analytics tools to provide us with an overview of the activity on the website, and as such automatically collects Cookie and usage data, as well as information about your computer or device (such as IP address and browser settings). Heat mapping services may be used to display the areas of a page where users most frequently move the mouse or click. This shows where the points of interest are. These services make it possible to monitor and analyse web traffic and keep track of user behaviour. Some of these services may record sessions and make them available for later visual playback.

We use various third party services for our technical infrastructure (i.e. hosting and monitoring our website, and traffic management), some of which may process your personal Data.

You may give us your email address through our website to register for an event, to access certain content, ask us a question or apply for a job. We may also collect your email address through our website if you contact us, e.g. to ask a question about our products. We use third party services for managing such communications, such as our email, CRM, ATS and helpdesk providers.

If you sign up for an account to use one of our services, we may ask you for additional personal data, including payment information and collect further usage Data. We use third parties to handle online payments for us.

Other ways we collect data:

We may obtain data about you from other sources, such as via email (not through our website), publicly available sources of information (e.g. your own website or LinkedIn), from meeting or speaking to you in person, or from other companies, including our sub-contractors.

How we use your data

We use your Data gathered through our website to understand how our users are using our website and to deliver relevant content to you.

If you are a user of our services, then we may use your data to provide certain functionality, for example to send or receive notifications to other users.

We use your contact details to handle our correspondence with you and we may also send you product and marketing messages related to our products. If you do not wish to receive marketing emails from us, you may opt out either by clicking the link in the footer of the email, or by contacting us. You may also manage your preferences and specify what types of email communication you do wish to receive from us

We may also use your contact details (including email address) to contact you in the normal course of business. We use third party services to carry out other business functions which may process your Data, namely for accounting, file storage, contract execution and management, audio and video conferencing, project management and scheduling,

We shall not share your Data with any other company for marketing purposes without first seeking your explicit (opt-in) consent.

7. Legal basis for processing personal data:

Our lawful basis for processing your personal data as described in this section is that it is necessary for our legitimate interest of operating our business, informing our marketing strategy and developing our products and services.

Where we process your data to operate your account with us, our lawful basis is that it is necessary for us to do so in performance of our contract with you. Equally, we process Data related to our suppliers on the same basis.

Where your contact details (name and email) have been entered into our system to invite you to join an account, we rely our legitimate interest for such processing, until you create your account, after which point we are processing your data on the legal basis that it is necessary to perform our contract with you.

We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 15.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

8. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

9. How and Where Do You Store or Transfer My Personal Data?

We may store some or all of your personal data in countries outside of the UK. These are known as “third countries”. We will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows:

We will only store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data or will use specific approved contracts which ensure the same levels of personal data protection that apply under the Data Protection Legislation. For further information about adequacy decisions and adequacy regulations, please refer to the Information Commissioner’s Office.

Please contact us using the details below in Part 15 for further information about the particular data protection safeguards used by us when transferring your personal data to a third country.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

• limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;

• procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so;

10. Do You Share My Personal Data?

W will not share any of your personal data with any third parties for any purposes, subject to the following exceptions:

If we sell, transfer, or merge parts of Our business or assets, your personal data may be transferred to a third party. Any new owner of Our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

11. How Can I Control My Personal Data?

11.1 In addition to your rights under the Data Protection Legislation, set out in Part 5, when you submit personal data via Our Site, you may be given options to restrict Our use of your personal data. In particular, we aim to give you strong controls on Our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in Our emails, at the point of providing your details and by managing your Account).

12. Can I Withhold Information?

You may access certain areas of Our Site without providing any personal data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.

You may restrict Our use of Cookies. For more information, see Part 14.

13. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 15.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover Our administrative costs in responding.

We will respond to your subject access request within 2 weeks and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of Our progress.

14. How Do You Use Cookies?

Our Site may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us and are used only by us. we use Cookies to facilitate and improve your experience of Our Site and to provide and improve Our services. By using Our Site you may also receive certain third-party Cookies on your computer or device. Third-party Cookies are those placed by websites, services, and/or parties other than us. Third-party Cookies are used on Our Site for usage metrics and behavioural tracking.

We set a Google Analytics cookie to measure traffic on our site (optional) and a cookie consent cookie to track whether you have given cookie consent (necessary).

15. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:

Email address: [email protected]

Postal Address: 124 City Road, London, EC1V 2NX.

16. Changes to this Privacy Policy

We may change this Privacy Policy from time to time. This may be necessary, for example, if the law changes, or if we change Our business in a way that affects personal data protection.

Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. we recommend that you check this page regularly to keep up-to-date.

This Privacy Policy was last updated on 30 January 2023.