‍INTRODUCTION

Welcome to StackOne’s privacy notice.

StackOne (also including StackOne Technologies Ltd.; referred to in this document as "StackOne" and as "we", "us" and "our") respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from. This policy also covers when you use our services such as the StackOne web application and its associated API(s).

This privacy notice is provided in a layered format so you can click through to the specific areas set out below. Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.

We take the right to privacy very seriously and respect your right to have your personal data protected. If you have any questions relating to any of this policy then please email us at dpo@stackone.com.

Refer to the Stackone Data Processing Addendum for more information on how StackOne processes end-customer data.

Any customers that wish to obtain more information about the data collected by StackOne should contact StackOne with any questions relating to the provision of notice and obtaining appropriate consents.

‍CONTROLLER

We are StackOne and we are registered in England and Wales with company number 14684360. We are the controller and responsible for your personal data, unless where we are your service provider as under contract.

1.  IMPORTANT INFORMATION AND WHO WE ARE

PURPOSE OF THIS PRIVACY NOTICE

This privacy notice aims to give you information on how StackOne collects and processes your personal data through your use of this website (which includes the domain www.stackone.com and all related subdomains), including any data you may provide through this website when you interact with us, sign up to our newsletter, purchase a product or service or take part in a competition.

This website is not intended for children and we do not knowingly collect data relating to children. By using the website, you confirm to use that you meet this requirement. If we discover that we have inadvertently collected personal data from a child, we will promptly take all reasonable measures to delete that personal data from our systems.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications, including social media platforms such as Linkedin, Youtube and Facebook. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

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 follows:

• Identity Data includes first name, last name, username or similar identifier, social media handle, job title and company
• Contact Data includes billing address, delivery address, email address and telephone numbers
• Transaction Data includes details of products and services you have purchased from us.
• 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.
• Profile Data includes downloads, purchases or requests made by you, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you use our website, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does 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 notice.

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.

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IF YOU FAIL TO PROVIDE PERSONAL DATA

Where we need to collect personal data 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.

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3.  HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
  • apply for or use our products or services;
  • subscribe to our service or publications;
  • request marketing or content to be sent to you;
  • attend one of our events or meet us at an event hosted by a third party;
  • correspond with our Sales or Customer Success teams;
  • enter a competition, promotion or survey; or
  • give us some feedback.
• Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. Please see our cookie section below for more information.
• Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below. We may combine personal data from other sources with personal data you've given to us.
  • Technical Data from analytics providers such as Google, Datadog or Posthog which may be based outside the EU;
• Identity and Contact Data from data brokers or aggregators such as Datafox, Zoominfo, Lead IQ based inside and outside the EU;
• Identity and Contact Data from social media platform such as Linkedin, Youtube, Google and Facebook based inside and outside the EU

4.  HOW WE USE YOUR PERSONAL DATA

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:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by Contacting us.

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground 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 where more than one ground has been set out in the table below:

PROMOTIONAL OFFERS FROM US  

We may use your Identity, Contact, Technical, Usage and Profile 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).

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

THIRD-PARTY MARKETING  

We will get your express opt-in consent before we share your personal data with any company outside the StackOne group of companies for marketing purposes.

OPTING OUT  

You can ask us or third parties to stop sending you marketing messages at any time by contacting us.

5. Cookies

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser, and which may then be sent back to the server each time the browser requests a page from the server. Cookies can be used by web servers to identify and track users as they navigate different pages on a website, and to identify users returning to a website.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies. Here are some examples of cookies we use:

• Persistent cookies: These will be stored by your browser on your computer’s hard drive. We will use the information we obtain from the cookie in the administration of this website, to improve the website’s usability and for marketing purposes. We may also use that information to recognise your computer when you visit our website, and to personalise our website for you.
• Session cookies: These cookies do not operate once you log off completely from the website whereas persistent cookies remain on your hard drive for an extended period afterwards.
• Web beacons,pixels or clear GIFs: These are tiny graphics with a unique identifier, similar in function to cookies, which track your online web movement and which may be embedded virtually invisibly on web pages. We employ pixels to better manage content on our website. Clear GIFs are used to track the online usage pattern of our users anonymously. The information is used to enable more accurate reporting, and improve the effectiveness of our website.

We use various categories of cookies. See below for a description of each category:

• Strictly Necessary Cookies:
  These are required for the operation of our website and under our terms with you. They include, for example, cookies that enable you to log into secure areas of our website or (on other sites) use a shopping cart.
• Functionality Cookies:
  These are required for the operation of our website and under our terms with you. They include, for example, cookies that enable you to log into secure areas of our website or (on other sites) use a shopping cart.
• Analytics 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 them. This helps us improve the way our website works, for example, by ensuring that users are easily finding what they are looking for. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from, and pages visited. We don’t reveal information about identifiable individuals to our advertisers but we may, on occasion, provide them with aggregate statistical information about our visitors. We will not rent or sell your personally identifiable information to others.
• Tracking/Advertising Cookies:
  Tracking cookies are used to track web browsing habits. This can also be done to some extent by using the IP address of the computer requesting the page or the referrer field of the HTTP request header, but cookies allow for greater precision. They may use the information they obtain from your use of their cookies to track your browser across multiple websites, build a profile of your web surfing, or target advertisements which may be of particular interest to you.

We use both session and persistent cookies on our website. The names of the cookies that we use on our website, and the purposes for which they are used, are set out below.‍ For the full list of cookies that are utilized, please see the cookie banner.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For the full list of cookies that are utilized, retention duration, and more details, please see the cookie banner.

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

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.

6.  DISCLOSURES OF YOUR PERSONAL DATA

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above:

• Any member of our group, which means our subsidiaries, affiliates or a parent company from time to time, who support our processing of personal data under this notice.
• Companies that we work with or partner with to deliver our content, services or events to you, such as ticketing companies, payment service providers, events companies, delivery companies and catering companies.
• Professional services and technology providers such as marketing agencies, advertising partners, website and landing page hosts, IT support services, and marketing and sales technology companies, such as CRM or Marketing Automation tools, who help us run our business.
• Analytics and search engine providers that assist us in the improvement and optimisation of our Services (this will not identify you as an individual). See our cookie banner for more information.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
• Credit reference agencies, law enforcement and fraud prevention agencies, so we can help tackle fraud.
• Companies approved by you, such as social media sites (if you choose to link your accounts to us).

We may provide third parties with aggregated but anonymised information and analytics about our customers and, before we do so, we will make sure that it does not identify you.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

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7.  INTERNATIONAL TRANSFERS

We share your personal data within the StackOne group of companies. This will involve transferring your data outside the United Kingdom (UK) and the European Economic Area (EEA).

Some of our external third parties are based outside the UK and EEA so their processing of your personal data will involve a transfer of data outside the UK and EEA.

Whenever we transfer your personal data out of the UK and EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission or equivalent authority in the UK.
• We may use specific contracts approved by the European Commission and Information Commissioner's Office which give personal data the same protection it has in the UK and EEA.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK and EEA.

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. 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 suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

‍All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of the website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, including using SSL encryption to secure our website and protection your information in transit. We cannot guarantee the security of your data transmitted to the website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

9.  DATA RETENTION

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements, and in some cases for six years after that to identify any issues and resolve any legal proceedings.

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 requirements.

In some circumstances you can ask us to delete your data: see request erasure below for further information.

In some circumstances we may 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.

We do not retain personal data on individuals, such as email addresses, longer than is necessary to achieve the purpose for which it was collected on behalf of our clients.

Unless specifically requested by a Customer, StackOne shall retain data no longer than 30 days after a Customer has ceased instructing StackOne.

Customer data is retained for as long as the account is in active status. Data enters an “expired” state when the account is voluntarily closed. Expired account data may be retained for up to 90 days. Customers that wish to voluntarily close their account should download their data manually or via the API prior to closing their account.

If a customer account is involuntarily suspended, then there is a 90 days grace period during which the account will be inaccessible but can be reopened if the customer meets their payment obligations and resolves any terms of service violations.

If a customer wishes to manually backup their data in a suspended account, then they must ensure that their account is brought back to good standing so that the user interface will be available for their use. After 90 days, the suspended account will be closed and the data will enter the “expired” state. It will be permanently removed up to 90 days thereafter (except when required by law to retain).‍

10.  YOUR LEGAL RIGHTS

You always have the right to withdraw your consent and, you also may have the right to make the below requests. To exercise these rights, please see our contact details below.

• Access, correct, delete, object or restrict the use of, and obtain a list of third-parties whom have access to your personal data
• Opt-out of the sale or sharing of your information to third-parties
• Opt-out of automated-decision making, profiling, marketing, and targeted advertising
• Right to not being discriminated against for not allowing your data to be shared

‍If your request or concern is not satisfactorily resolved by us, you may approach your local data protection authority, if you are in the EU, please see http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.html.

The Information Commissioner is the supervisory authority in the UK and can provide further information about your rights and our obligations in relation to your personal information, as well as deal with any complaints that you have about our processing of your personal information.

11.  Contact

Full name of legal entity: StackOne Technologies LTD
Postal address: Camburgh House, 27 New Dover Road, Canterbury, Kent, CT1 3DN, United Kingdom

DPO Name: Trust Keith LTD
DPO Contact email: dpo@stackone.com

DPR (Data Protection Representative): Data Protection Representative Europe, S.L.
DPR Address: Paseo de la Castellana, 19428046 Madrid, Spain
DPR Contact email: contact@dprep.eu

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