Privacy Policy

Scafol.io Survey Solutions Ltd, ("we", "us", "our") is committed to protecting and respecting your privacy.

This privacy policy, ("Privacy Policy") and any other documents referred to in it, sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us as a data controller when you use our website, apps or services.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting our , ("Site") or using our services or apps, ("Services") you are accepting and consenting to the practices described in this Privacy Policy.

Please note:
This Privacy Policy does not apply to any data you provide to us when we process personal data on your behalf as your data processor i.e. where we process customer data within the cloud service we provide to you, as a business to business service provider.

1. Data Controller

For the purpose of EU and UK data protection laws and any applicable implementing laws, regulations and secondary legislation relating to the processing of personal data, (together "Data Protection Law"), the data controller is Scafol.io Survey Solutions Ltd of Sumpter House, Station Road, Histon, Cambridgeshire, CB24 9LQ, England.

2. Legal basis for processing

We will only use your personal data when the law allows us to. Most commonly we will use your personal data in the following circumstances:

To fulfil our contractual obligations to you;

Where it is necessary for our legitimate business interests (or those of a third party) and your interests and fundamental rights do not override those interests;

To comply with a legal obligation.

To the extent we process your personal data for any other purposes, we ask for your consent in advance or require that our partners obtain such consent.

3. Personal Data we may collect about you and how we use it

We may collect and process personal data about you. Personal data, or personally identifiable information, means any information about an individual from which that individual can be identified. It does not include data where the identity has been removed (anonymous data). We collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows.

Identity data: includes first name, maiden name, last name, user name or similar identifier, marital status, title, date of birth and gender. The legal basis for this processing is consent and or our legitimate interests, namely the proper administration of the Site, Services and our business and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

Contact data: Includes billing address, delivery address, email address and telephone numbers, business name. The legal basis for this processing is consent and or our legitimate interests, namely the proper administration of the Site, Services and our business and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

Financial data: Includes bank account and payment card details. The legal basis for this processing is consent and or our legitimate interests, namely the proper administration of the Site, Services and our business and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

Technical data: Includes internet protocol (IP) address, your login data, browser type and version, time zone setting and geographical location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this Site or the Services. The legal basis for this processing is our legitimate interests, namely the proper administration of the Site, Services and monitoring and improving our Stie and Services.

Usage data: Includes information about how you use the Site and Services, including full Uniform Resource Locators (URL) clickstream to, through and from our Site and Services (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs) and methods used to browse away from the page and any phone number used to call our customer service number. The legal basis for this processing is our legitimate interests, namely monitoring and improving our Site and Services.

Application data: Includes data provided to us to store your personal information if you have provided it to us as part of registering on our Site or within the Services as a client, customer or potential client or customer.

Application data may include your name, title, company, partnership, position in company or partnership, email address, postal address and telephone number. The source of the application data is you. The application data may be processed for the purposes of operating our Site, any business transaction including any expert witness work or support, providing our Services, ensuring the security of our Site and Services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is consent and or our legitimate interests, namely the proper administration of the Site, Services and our business and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

We may also collect and store information about you in reference to an employment application or CV and that data will be stored in accordance with the terms of this Privacy Policy.

Profile data: This is information included in your personal profile or application on our Site or in an email . Profile data may include your name, username and password, address, telephone number, email address, profile pictures, gender, date of birth, relationship status, interests and hobbies, educational details and employment details, purchases or orders made by you, preferences, feedback and survey responses. Profile data may be processed for the purposes of enabling and monitoring your use of the Site and Services. The legal basis for this processing is consent and or our legitimate interests, namely the proper administration of the Site, Services and our business and or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

Service data: This is personal data that is provided in the course of the use of our Services. Service data may include your personal data. Service data may be processed for the purposes of operating the Site, providing the Services, ensuring the security of the Site and Services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is consent and or our legitimate interests, namely the proper administration of the Site, Services, our business and or the performance of a contract between you and us or another and/or taking steps, at your request, to enter into such a contract.

Publication data: This is information that you post for publication on the Site or through the Services. Publication data may be processed for the purposes of enabling such publication and administering the Site and Services. The legal basis for this processing is consent and or our legitimate interests, namely the proper administration of the Site, Services, our business and or the performance of a contract between you and us and/or another and taking steps, at your request, to enter into such a contract.

Marketing and communication data: This is information contained in any enquiry you submit to us regarding goods and/or services Marketing and communication data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you and includes your preferences in receiving marketing from us and our third parties and your communication preferences. The legal basis for this processing is consent.

Notification data: This is information that you provide to us for the purpose of subscribing to our email notifications. Notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

Correspondence data: This is information contained in or relating to any communication that you send to us. The correspondence data may include the communication content and metadata associated with the communication. The Site will generate the metadata associated with communications made using Site contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users and candidates.

Location data: We also use GPS technology to determine your current location. Some of our location-enabled Services require your personal data for the feature to work. If you wish to use the particular feature, you will be asked to consent to your data being used for this purpose. You can withdraw your consent at any time by disabling location data in your settings.

Aggregated data: We also collect, use and share statistical or demographic data for any purpose. This 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. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy.

Special category data: We do not collect, store and/or use special category data about you. This is data 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.

Note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data.

If you fail to provide personal data

Where we need to collect personal data in order to provide the services to you, 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 goods 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.

Please note that we may process your personal data without your knowledge or consent, where this is required or permitted by law.

4. How personal data is collected

We have summarised the different methods used to collect data from and about you below:

Direct Interactions

You may give personal data identified in this Privacy Policy when you fill in forms or correspond with us by post, phone, email or otherwise. This includes personal data you provide when you register to use our Site or to receive our newsletter, subscribe to use our Services, create an account to use our Site or Services, request marketing to be sent to you, search for a product or place an order on our Site, participate in discussion boards or other social media functions on our Site, enter a competition, promotion or survey, attend a conference or webinar, give us feedback or contact us and when you report a problem with our Site or Services.

Purchases: If you make purchases via our Site or within any Services, or register for an event or webinar, we may require you to provide your personal data identified in this Privacy Policy .

Community: If you register for an online community that we provide, we may ask you to provide us with your personal data identified in this Privacy Policy.

Automated Technologies or Interactions. As you interact with our Services, Sites or emails, we automatically collect Technical Data, Location Data and Usage Data. We collect this personal data by using cookies, server logs, web beacons, pixels and similar technologies about your device and your use of our Site and Services. We may also receive Technical Data and Location Data about you if you visit other websites using our cookies. Please see the cookie section below for further details.

Third Party Suppliers. We work closely with the third parties set out in our Third Party Supplier List which includes for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies. We may receive personal data about you from them for the purposes set out in our Third Party Supplier List.

5. Cookies

We use cookies or similar tracking technology, on our Site and in the Services to distinguish you from other users of our Site and Services. This helps us to provide you with a good experience when you browse our Site and also allows us to improve the Site and Services.

What are cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the website. Cookies can be "persistent" or "session" cookies. We use persistent cookies and session cookies.

Persistent cookies

A persistent cookie is stored on a user's device in between browser sessions which allows the preferences or actions of a user across the Site (or in some cases across different websites) to be remembered. We use persistent cookies to save your login information for future logins to the Site or Services.

Session cookies

A session cookie allows the Site or Services to link your actions during a browser session. We use session cookies to enable certain features of the Site or Services, to better understand how you interact with the Site or Services and to monitor aggregate usage by users and web traffic routing on the Site. Unlike persistent cookies, session cookies are deleted from your computer when you log off from the Site or Services and then close your browser.

Which cookies we use and why

The table below explains the cookies we use and why we use each of them.

Cookie

Type

Purpose

Duration

Google Analytics Tracking Cookies

Google sets these third party cookies to collect information about how users and visitors use our Site and Services. We use the information to complile reports and to help us improve the Site and Services.

The cookie collect inforamtion in an anonymou form, including the number of visitors to the Site and Services, where visitors have come to the Site and Services from and the pages they visited. If you do not allow these cookies we will not be able to include your visit in the statistics. You can read the full Google Analytics privacy policy at www.google.com/policies/privacy

2 years

Managing cookies

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

https://support.google.com/chrome/answer/95647?hl=en (Chrome);

https://support.mozilla.org/en-US/kb/enable-and-disable-cookies- website-preferences (Firefox);

http://www.opera.com/help/tutorials/security/cookies/ (Opera);

https://support.microsoft.com/en-gb/help/17442/windows-internet- explorer-delete-manage-cookies (Internet Explorer);

https://support.apple.com/kb/PH21411 (Safari); and

https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and- privacy (Edge).

If you do not accept cookies, however, you may not be able to use the whole of the Site or all functionality of the Services.

Do not track

We do not support Do Not Track ("DNT").

Do Not Track is a preference you can set in your web browser to inform websites that you do not want to be tracked. You can enable or disable Do Not Track by visiting the "Preferences" or "Settings" page of your web browser.

6. Disclosure of your personal data

We may share your personal data with the third parties set out below for the purposes outlined in this Privacy Policy.

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

We do not sell, rent, or otherwise make personal information commercially available to any third party unless specified in this Privacy Policy.

7. International transfers of your personal data

Our Services are accessible via the Internet and your personal data may be stored and processed in any country where we have operations, our staff are located or where we engage service providers engaged in, among other things, the fulfilment of your order, the processing of your payment details or the provision of support services. This will involve a transfer of your personal data to countries outside of your country of residence, where data protection rules are different from those of your country of residence. Processing of your personal data will involve a transfer of data to countries outside the European Economic Area ("EEA"), Switzerland or the UK.

We will take all steps reasonably necessary to ensure that your personal data is treated securely and in accordance with this Privacy Policy. In particular this means that your personal data will only be transferred to a country that provides an adequate level of protection (for example, where the European Commission or the UK Data Protection Authority, ("ICO") has determined that a country provides an adequate level of protection) or where the recipient is bound by standard contractual clauses according to conditions provided by the European Commission or ICO.

Our Site and Services are accessible via the internet and may potentially be accessed by anyone around the world. Other users may access the Site or Services from outside the EEA, Switzerland or the UK. This means that where you chose to post your personal data on our Site or within the Services, it could be accessed from anywhere around the world and therefore a transfer of your personal data outside of the EEA, Switzerland or the UK may be deemed to have occurred.

8. Data security

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. For example all information you provide to us is stored on our secure servers. Any credit card information or payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of the Site or Services, you are responsible for keeping this password confidential. We ask you not to share any password with anyone. 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.

We have put in place procedures to deal with any personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will endeavour to protect your personal data, we cannot guarantee the security of your personal data transmitted to our Site or the Services. Any transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.

9. Links to other websites

Our Site and Services may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

10. Your rights

You have the right under Data Protection Law, free of charge, to make a request:

To access to your personal data;

For rectification of your data;

For deletion of your data;

For a restriction on the processing of your data;

To object to the processing of your personal data;

To transfer your personal data (data portability) in a structured, machine readable and commonly used format;

To withdraw your consent to us processing your personal data at any time.

If you wish to exercise any of the above rights, please contact us as set out at the end of this Privacy Policy. We will respond to such queries within 30 days and deal with requests we receive from you, in accordance with the provisions of Data Protection Law. Occasionally it could take us longer, 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.

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.

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.

11. Marketing communications

Marketing: We may use your personal 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).

Promotional Offers from us: We will send you marketing emails if you "opt in" to receive marketing emails when registering on our Site, or if you have enquired about, or purchased any of our goods or services from us and you have not opted out of receiving such marketing.

Third Party Marketing: We will obtain your express opt-in consent before we share your personal data with any third party for marketing purposes.

Opt out: Please note that, if you change your mind about being sent marketing emails you can "opt out" at any time by clicking the "unsubscribe" link at the bottom of any marketing email. Once you "opt out", you will no longer receive any marketing emails from us. We will continue to communicate with you regarding your service billing and support via email and where we send push notifications from time to time in order to update you about any service updates, events and promotions we may be running. If you no longer wish to receive these communications, please disable these in the settings on your device.

12. Data retention

This section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary to fulfil the purposes for which it was provided or collected, 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, if we reasonably believe there is a prospect of litigation in respect of our relationship with you, to comply with law enforcement requests, maintain security, prevent fraud and abuse, resolve disputes, enforce our legal agreements, or fulfil your request to "unsubscribe" from further messages from us.

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.

This will be for as long as we provide access to the Site or Services to you, your account with us remains open or any period set out in any relevant contract you have with us. After you have closed your account or ceased using the Services as set out below.

We will retain some anonymised information after your account has been closed and we may use this for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Please note: After you have closed your account or deleted information from your account, any information you have shared with others will remain visible. We do not control data that other users may have copied from the Site or Services. Your profile may continue to be displayed in the services of others (e.g. search engine results) until they refresh their cache.

13. Complaints

Our intention is to meet the highest standards when collecting and using personal data. For this reason, we take complaints we receive very seriously. We encourage users to notify us if they think that our collection or use of personal data is unfair, misleading or inappropriate. If you have any complaints about our use of your personal data, please contact us as set out at the end of this Privacy Policy or contact your local data protection supervisory authority.

For UK individuals: The Information Commissioner's Office at, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.

Our EU representative is: insert name and address

14. Age of users

This Site and the Services are not intended for and shall not be used by anyone under the age of 18.

15. Changes to our Privacy Policy

Any changes we may make to our Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by email or via the private messaging system within the Services. Please check back frequently to see any updates or changes to our Privacy Policy.

This Privacy Policy was last updated on 13 February 2023 and this version replaces any other Privacy Policy previously applicable from this date.

16. Contact

If you have any questions, comments or requests regarding our privacy practices or about this Privacy Policy please contact us:

(a) by post at 3 Dock Lane, Horningsea, Cambridgeshire, CB25 9JF, England.

(b) using our website contact form

(c) by telephone, on the contact number published on our website from time to time or

(d) by email at: enquiries@scafol-io.com.

Third Party Supplier List

Jotform - https://www.jotform.com/privacy