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Privacy Policy

Publish Date May 17 2018

This privacy policy explains how Iplanware Ltd ("Iplanware," "we," "us," or "our") collects, uses, and discloses your information.

Iplanware offers project management tools, including our web and desktop products. We also own and operate a number of websites and offer related services like support. We refer to all of these products, together with our other services and websites as "Services" in this policy.

Where applicable, you consent to the use of your information as described in this privacy policy each time you use our products or Services, so we urge you to read this document in full and contact us if you have any questions.

If you do not agree with this policy, do not access or use our Services or interact with any other aspect of our business.

We may change this privacy policy from time to time. We will inform you of any privacy policy changes in one or more of these ways: (i) post them on this page, (ii) by adding a notice on the Services homepages / login screens (iii) by sending you an email notification.

Identity and contact details of the Data Controller

Iplanware is the Data Controller and is committed to protecting the rights of individuals in line with the Data Protection Act 1998 (DPA) and the new General Data Protection Regulation (GDPR).

You can contact us regarding anything in this privacy policy by email to privacy@iplanware.com.

Data Protection Officer

Iplanware is not required to appoint a DPO due to the nature of the information it handles and processing it carries out.

Information we collect about you

Depending on the products and Services you use, we collect different kinds of personal information from or about you.

Information you provide
We collect personal information you provide such as your name, username, address, telephone number or email address when you use our products, websites and Services, create or have us create an account for you in our Service, contact us (for example by phone or email), apply for employment, interact with us at in-person events, create or open support tickets / requests or otherwise interact with us.

Admin and payment / billing information
If you purchase our Service we will collect personal information so we can administer your account and bill you. So we will collect the contact details of people such as your nominated account administrators and your billing contact. So typically this will include name, email and telephone number.

Through our support channels
If you submit an enquiry or open a ticket with support we will collect personal information such as your name, details about the problem you are having, your organisation, your phone number and email.

Information about use of our services and products
When you visit our websites or use our Service, we may collect information about the type of device you use, your device’s unique identifier, the IP address of your device, your operating system, the type of Internet browser that you use, the pages you visit, Service usage information and diagnostic information.

Information from third parties
We may collect information from third parties, including business partners and marketing agencies. This may include your contact information from marketing partners when we engage in joint marketing or co-branding activities.

Cookies and other tracking technologies
We use cookies and similar technologies to collect additional website usage data and information about the use of our Services. We may use cookies to better understand how you interact with our Services, to monitor aggregate usage by our users, web traffic routing on our Services and to personalise your use of our Services. Although most web browsers automatically accept cookies, some browsers’ settings can be modified to decline cookies or alert you when a website is attempting to place a cookie on your computer. However, some Services may not function properly if you disable cookies. For more information please see our Cookie Policy.

Other services you link to your account
We receive information about you when you link a third-party service with our Services. The information we receive when you link or integrate our Services with a third-party service depends on the settings, permissions and privacy policy controlled by that third-party service. You should always check the privacy settings and notices in these third-party services to understand what data may be disclosed to us or shared with our Services.

How your information will be used

We need to identify a lawful basis for processing your personal information. The legal basis depends on the Services you use and how you use them.

To provide the Services
We use information about you to provide the Services to you and operate and maintain the Services. Our lawful basis is "processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract".

To communicate with you about the Service
We use your information to send communications to you via email. These communications are typically regarding your subscription expiring, responding to support requests, responding to questions, sending you technical notices, security alerts and administrative messages about your account. Our lawful basis is "processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract".

To help you on-board with the service
We may also send you emails and information to help you get started with the Service (on-board), these are typically offers of help, hints and tips. Our lawful basis is "processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child."

To help us improve our service
We use your information to help us understand how you use and interact with our Service and websites to help us improve our offerings and to help us better understand the needs and interests with respect to our products or Service of our customers and potential customers. Our lawful basis is "processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child."

Customer support
We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyse crash information, and to repair and improve the Services. Our lawful basis is "processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract".

For safety and security
We use information about you and your Service use to verify accounts and activity, to monitor suspicious or fraudulent activity and to identify violations of our terms of service. Our lawful basis is "processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract".

To bill and collect money owed to us
We use information about you to send you bills, invoices and requests for payment. Our lawful basis is "processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract".

To protect the rights, interests, property and safety of us and others
We use information about you to protect the legal rights, safety, property and interests of us and others. Our lawful basis is "processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child."

Where required by law
We use information about you if we believe that it is reasonably necessary to comply with a law, regulation, legal process or governmental request. Our lawful basis is "processing is necessary for compliance with a legal obligation to which the controller is subject"

To market to you
We may use your contact information to send email communications about products or services that we think may be of interest to you. Our lawful basis is "the data subject has given consent to the processing of his or her personal data for one or more specific purposes".

With your consent
We use information about you where you have given us consent to do so for a specific purpose not listed above, but we will ask for your consent. Our lawful basis is "the data subject has given consent to the processing of his or her personal data for one or more specific purposes"
For any of the uses of your data described above that require your prior express consent, you may withdraw your consent by contacting us.

You do not have to provide us with personal information however you should understand that if you are entering into certain business relationships with us (for example to subscribe to our Services) then this would be subject to a contract being in place between us and we will need some of your personal information to complete the contract and set up your account and your failure to provide the information would mean we could not enter into the business relationship with you.

Who receives your information

We share information we collect about you in the ways discussed below, including in connection with possible business transfers. We will not sell information about you to advertisers or other third parties.

Other service users
Other Service users (within your organisations’s account) can see your personal information including things like your name and email address.

Service providers
We work with third-party service providers to provide things like website hosting and application hosting, maintenance, backup, storage, virtual infrastructure, payment processing, analysis and other services for us, which may require them to access or use information about you. We may share your personal information with such service providers subject to obligations consistent with this privacy policy and any other appropriate confidentiality and security measures and on the condition that the third parties use your information only on our behalf and pursuant to our instructions.

Business transfers
We may share or transfer information we collect under this privacy policy in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of the Iplanware businesses to another company. You will be notified via email and/or a prominent notice on the Services if a transaction takes place, as well as any choices you may have regarding your information.

Other
We may disclose your personal information to regulatory, law enforcement or governmental bodies if we believe that it is necessary to comply with a law, regulation, legal process, or governmental request; to protect the safety of any person; to protect the safety or integrity of our platform, including to help prevent spam or abuse of our Services, or to explain why we have removed content or accounts from our Services; to address fraud, security, or technical issues; or to protect our rights or property or the rights or property of those who use our Services.

Third-Party Widgets
Some of our Services and websites contain widgets and social media features. These widgets and features may collect information about you like your IP address, which page you are visiting on the Services and may set a cookie to enable the feature to function properly. Widgets and social media features are either hosted by a third party or hosted directly on our Services. Your interactions with these features are governed by the privacy policy of the company providing it.

We also maintain presences on social media platforms. Any information, communications, or materials you submit to us via a social media platform is done at your own risk without any expectation of privacy. We cannot control the actions of other users of these platforms or the actions of the platforms themselves. Your interactions with those features and platforms are governed by the privacy policies of the companies that provide them.

Transfers to third countries and safeguards in place

The Iplanware application Service data is held on servers in the UK. Some of the service providers we use are based in the US and we may transfer personal information to them. These providers are shown at the bottom of this privacy policy. When we share the personal information of people who are in the European Economic Area or Switzerland, we make use of the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks and contractual obligations placed on the recipient of the data to safeguard the transfer.

How long your information will be retained

We will retain your personal information for as long as it is necessary to fulfil the purposes outlined in this privacy policy, unless a longer retention period is required or permitted by law.

If you have elected to receive marketing emails and communications from us, we may retain information about your marketing preferences unless you specifically ask us to delete such information. We retain marketing information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created. You can always unsubscribe / opt out from marketing communications and emails using the link in the communication or by contacting us at privacy@iplanware.com. Even after you opt out from receiving promotional communications from us, you will continue to receive transactional and administration messages from us regarding our Services.

Your rights

If you are user of our Service through another entity i.e. your company or your employer you will need to contact them to facilitate these requests as they are classed as the Data Controller in that instance.

To access your data
Upon your request, we will provide you with the personal data we hold on you. We will do this within 30 days of your request. There will be no charge unless the requests you make are unfounded or excessive. However if you can access the data yourself within our Service without us having to provide it to you, you agree that you shall access the data yourself.

To rectify incorrect data
You can login to the Service and rectify any personal data we hold about you that is incorrect. If we hold any personal data that you cannot rectify contact us at privacy@iplanware.com and we will do it for you (if it is lawful for us to do so).

To erase your data
You can login to the Service and delete any personal data we hold about you. If we hold any personal data that you cannot delete contact us at privacy@iplanware.com and we will do it for you (if it is lawful for us to do so). Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.

To restrict processing or object to processing
In some cases, you may object to our processing of your information or ask us to stop processing your information where you believe we don't have the appropriate rights to do so. When you make such requests, we may need time to investigate and facilitate your request. If there is a delay or dispute as to whether we have the right to continue using your information or if you ask us to do so, we will restrict any further use of your information until the request is honoured or the dispute is resolved.

To data portability
Data portability is the ability to obtain some of your information in a format you can move from one service provider to another. Depending on the context, this only applies to some of your information, but not to all of your information. Should you request it, we will provide you with the personal data we store that we have to provide under data processing regulations.

Further processing
If we intend to further process your personal information for a purpose other than it was originally collected, we shall provide you before the further processing with information on the purpose of the further processing and you are also able to object to or restrict the further processing of your information.

Withdraw consent and prior processing
If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place.

Withdraw consent, object to processing or restrict processing
If you withdraw consent, object to processing or restrict the processing of your information in some cases this may mean you will no longer be able to use the Service or parts of the Service.

To complain
You may lodge a complaint with the competent data protection authority regarding the processing of your personal information.

Opt out of marketing You can always unsubscribe / opt out from marketing communications and emails using the link in the communication or by contacting us at privacy@iplanware.com. Even after you opt out from receiving promotional communications from us, you will continue to receive transactional and administration messages from us regarding our Services.

iPlanWare Sub-Processors


ZendeskUSPrivacy shield
OnecomUK
PulsantUK


Cookie policy

This cookie policy explains how Iplanware Ltd ("Iplanware," "we," "us," or "our") use cookies and other tracking technologies in our Services or websites.

Updates
We may update this Cookie Statement from time to time in order to reflect, for example, changes to the cookies we use or for other operational, legal or regulatory reasons. Please therefore re-visit this Cookie Statement regularly to stay informed about our use of cookies and related technologies.

Questions
If you have any questions about our use of cookies or other technologies, please email privacy@iplanware.com.

About our usage of cookies and tracking
We use cookies, web beacons and other technologies to improve and customise our products and websites ("the Services") and your experience. So this will include things like:
  • So we know you have logged in.
  • Remembering Service preferences.
  • Remembering login preferences (not passwords) for the Service.
  • To help us understand how you use our Services.
  • Determine if you have opened emails from us.
  • Present you with advertising and marketing relevant to you.


How do we use them?

Where strictly necessary. These cookies and other technologies are essential in order to enable the Services to provide the feature you have requested, such as remembering you have logged in.

For functionality. These cookies and similar technologies remember choices you make to personalise things. We use these cookies to provide you with an experience more appropriate with your selections and to make your use of the Services more tailored.

For performance and analytics.These cookies and similar technologies collect information on how people interact with the Services and enable us to improve how the Services operate.

Targeting cookies or advertising cookies.They remember the websites you have visited and that information is shared with other parties such as advertising technology service providers and advertisers.

Social media cookies.These cookies are used when you share information using a social media sharing button or "like" button on our websites or you link your account or engage with our content on or through a social media site. The social network will record that you have done this. This information may be linked to targeting / advertising activities.

How can you opt-out?
You can set or amend your web browser controls to accept or refuse cookies. If you choose to reject cookies, you may still use our Services however your access to some functionality may be restricted.

As the means by which you can refuse cookies through your web browser controls vary from browser-to-browser, you should visit your browser’s help menu for more information.

You will not be able to opt-out of any cookies or other technologies that are “strictly necessary” for the Services.

Website cookies
Our website uses the following cookies.

CookieUsage 
IPW_cookiepolicyShow that the cookie policy has been acknowledgedFunctionality


Application cookies
Our software application (not the website) uses the following cookies.

CookieUsage 
TOneUseSSLEncryptionUse SSl preferenceFunctionality
TOneSaveLoginSave company code and user name preferenceFunctionality
TOneFullScreenFull screen mode preferenceFunctionality
TOneLoginCompanyCompany name preferenceFunctionality
TOneLoginUserNameUser name preferenceFunctionality
An asp state cookie which is uniquely named for each sessionRequired for application functionality and to prevent session hijackingStrictly necessary


 
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