1. Important information and who we are
This website is not intended for children and we do not knowingly collect data relating to children.
It is also important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
2. The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes your first name and last name
- Contact Data includes your email address and, if you provide it, your telephone number
- Transaction Data includes details about the products and services you are permitted to use (ie because you or your organisation has purchased a licence to use them)
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website
- Usage Data includes information about how you use our website, products and services
- Marketing Data includes your preferences in receiving marketing information from us, such as updates on products.
We also collect, use and share statistical data in an anonymised form (“Aggregated Data”). Aggregated Data is not considered to be personal data because it 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.
We do not collect any Special Categories of Personal Data about you (this includes details 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). Nor do we collect any information about criminal convictions and offences.
3. How is your personal data collected?
We use different methods to collect data from and about you including through:
- Direct interactions. You give us your Identity Data and Contact Data, (or this information is added via an invitation by your organisation’s administrator) when you register with us. You may also provide this data if you contact us for support or participate in any marketing activities.
- Third parties or publicly available sources. We may receive personal data about you from:
- Google - standard analytics data
- Vimeo - view counts of films
4. How we use your personal data
We will only use your personal data when the law allows us to. The following information describes the ways we plan to use your personal data, the legal bases on which we do so and identified our legitimate interests where appropriate.
Note that we may process your personal data on more than one lawful basis depending on the specific purpose for which we are processing it. Please contact us if you require further details.
- To register you as a new customer we may process Identity Data and Contact Data. The lawful basis for processing this information is the performance of a contract with you;
- To process and deliver our services, including managing any payments, we may process Identity Data and Contact Data. The lawful basis for processing this information is the performance of a contract with you and because it is necessary for our legitimate interests to be able to recover payments due to us;
- To administer and protect our business and this website, including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data, we may process Identity Data, Contact Data and Technical Data. The lawful basis for processing this information is because it is necessary for our legitimate interests for the running of our business (including the provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) and the need to comply with a legal obligation;
- To use data analytics to improve our website, products/services, customer relationships and experiences we may process Technical Data and Usage Data. The lawful basis for processing this information is because it is necessary for our legitimate interests to define the types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy; and
- To make suggestions and recommendations to you about new materials that may be of interest to you we may process Identity Data, Contact Data, Technical Data and Usage Data. The lawful basis for processing this information is because it is necessary for our legitimate interests to develop our products/services and grow our business.
Generally, we do not rely on consent as a legal basis for processing although we will get your consent before sending marketing communications to you. You have the right to withdraw consent to marketing at any time.
We will get your express consent before we share your personal data with any third party for marketing purposes.
You can ask us to stop sending you marketing messages at any time by contacting us at any time.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless it is reasonable to use it for another purpose which is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. Disclosures of your personal data
We may share your personal data with:
- Google – for the provision of analytics data;
- Vimeo – for tracking of view counts of films
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We only allow our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.
6. International transfers
We do not transfer your personal data outside the European Economic Area (EEA). Our platform is hosted by Digital Ocean on servers based in the UK.
7. 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. We also 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 suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. Data retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, 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 or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
9. Your legal rights
Depending on the circumstances, you have the following rights in relation to your personal data:
- Request access to your personal data (commonly known as a ‘data subject access request’;). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on our legitimate interest for the processing and you object to this processing because you feel it impacts on your fundamental rights and freedoms or because you object to its use for direct marketing purposes. In some cases, we may still have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- if you want us to establish the data’s accuracy;
- where our use of your personal data is unlawful but you do not want us to erase it;
- where you need us to hold your personal data even if we no longer require it because you need it to establish, exercise or defend legal claims; or
- you have objected to our use of your personal data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent or where we are relying on a different legitimate basis for the processing.
If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
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.
What we may need from you
We may need you to provide specific information 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.
Time limit to respond
We try to respond to all legitimate requests within one month. It could take us longer if your request is complex or you have made a number of requests. In this case, we will notify you and keep you updated.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) , the UK supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
10. Cookie Notice
A cookie is a small file that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.
We use the following cookies:
- Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
- Analytical or performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
- Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. (We may also share this information with third parties for this purpose.])
You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.