Privacy Notice

November 2019

We are committed to protecting and respecting your privacy. This notice describes the basis on which we process your personal data and tells you about your privacy rights.

This privacy notice is provided in a layered format so you can click through to the specific areas set out below:

  1. Introduction
  2. The types of data that we collect and how we collect it
  3. How we use your personal data
  4. Providing your personal data to others
  5. International transfers of your personal data
  6. Data security
  7. Retaining and deleting personal data
  8. Your rights

Introduction

"We", "us" and "our" refer to Kollektive.io Ltd. We are registered in England and Wales under registration number 11661845, and our registered office is at The Bristol Office, 2nd Floor, 5 High Street, Westbury-On-Trym, Bristol BS9.

Kollektive.io Ltd is the controller and responsible for your personal data.

Please contact us at [email protected] with any questions in relation to this notice or your privacy rights.

Any changes we make to our privacy notice in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy notice.

Our website may from time to time contain links to and from the websites of other businesses. If you follow a link to any of these websites, please note that these websites have their own privacy notices and that we do not accept any responsibility or liability for their privacy obligations. Please check their privacy notices before you submit any personal data to these websites.

The types of data that we collect and how we collect it

Personal information, or personal data, 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 collect from various sources as described below:

  • Identity Data includes first name, last name and email address We collect this data from you when you create an account to access our services.
  • Account/Contact Data includes name, email address, address and telephone numbers. We collect this data from you when you create an account to access our services
  • Publication Data includes details you choose to publish via our website to others including your Identity Data when you contribute to Kollektives.
  • Transaction Data includes details of services you have purchased from us and confirmation of payments that you have made to us. We do not collect your card details as these are handled for us by our payment processor. The source of Transaction Data is yourself and our payment processor.
  • Technical Data includes internet protocol (IP) address, 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 our website. We collect this data by the use of cookies. See our Cookie Notice for details of the cookies we use.
  • Usage Data includes information about how you use our website and services. The source of the usage data is [Google Analytics] and is collected by way of cookie. See our Cookie Notice for further details.
  • Marketing and Communications Data includes your preferences in receiving marketing communications from us. We collect this information when you create an account via our website and when you update us with your marketing preferences at any time.

We may 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 statistics to understand usage of our website.

Kollektive.io does 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.

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 you have given your consent to the processing of your personal data for a particular purpose.
  • Where it is necessary for the performance of a contract 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.

Purposes for which we will use your personal information

The purposes for which we will process your personal information and the lawful bases of processing on which we rely are described below.

Purpose/Activity Lawful basis for processing including basis of legitimate interest
To register you as a user of Kollektive.io and create your user account Performance of a contract with you
To provide you with Kollective.io services you have requested or purchased from us including sending service notifications, managing the provision of your services, managing and collecting payments and exercising our legal rights. Performance of a contract with you

Necessary for our legitimate interests (the efficient running of our business and services, to recover amounts due to us and to protect and assert our legal rights)
To manage our relationship with you which will include: (i) notifying you about changes to our terms or privacy notice; (ii) asking you to update your information; and (iii) dealing with any issues or feedback you may have or asking you to complete a survey Performance of a contract with you

Necessary to comply with a legal obligation

Necessary for our legitimate interests (to keep our records updated, to manage and improve our services and the efficient running of our business)
To build a database of contacts and prospects who might be interested in our products and services and to inform our marketing and sales activities. Necessary for our legitimate interests (so that we can market and sell our products and services)
To invite you to our events and send you our marketing communications. Your consent (if your consent is required)

Necessary for our legitimate interests (so that we can market our products and services to B2B customers)
To deliver relevant website content and advertisements to you and measure and understand the effectiveness of the advertising we serve to you Necessary for our legitimate interests (to study how people use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To administer and protect our business and website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

Necessary to comply with a legal obligation
To use data analytics to improve our website, products/services, marketing, user relationships and experiences Necessary for our legitimate interests (to define types of users for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

Marketing and Opting out

You may receive our marketing communications in your business capacity if you have requested information from us, if you provided us with your details or if we have identified you as someone who may be interested in our services and you have not unsubscribed from our marketing communications.

Otherwise, you will only receive our marketing communications if you have consented to receive them and you have not unsubscribed from our marketing communications.

You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by emailing [email protected] at any time.

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Notice.

Automatic decision-making and Profiling

Our payment processor (Stripe) uses technology to help it make decisions about financial transactions and your card payments which may prevent you from accessing our service or continuing to use our service. In this role, Stripe acts as controller and may monitor insights and patterns of payment transactions and other online signals to reduce the risk of fraud, money laundering and other harmful activity. This activity is carried out in accordance with the Stripe Global Privacy Policy.

We may use your Identity Data and Technical Data to deliver particular advertisements to you which we think may be of interest to you. We do not make any decisions based on such profiling which produce legal effects on you.

Providing your personal data to others

We may share your personal data with the following parties:

  • service providers acting as processors who we use to help manage our business. We currently use Amazon Web Services EMEA Sarl to host our Kollektive.io platform and to manage and store our contacts and email communications.
  • our payment provider which processes all payments made through our website. We do not have access to payment card details at any time. We currently use Stripe Payments Europe, Ltd as our payment provider which uses the services of its parent company based in the US to process payments.
  • insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims.
  • HMRC, regulators, law enforcement agencies and other authorities if required by such authorities or by due process of law.
  • third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets.

International transfers of your personal data

Some of your personal data may be transferred, stored and/or processed outside of the UK and the European Economic Area (EEA) as our suppliers sometimes operate from outside of these jurisdictions. We will only transfer your data outside of the UK and the EEA in compliance with data protection laws and provided appropriate or suitable safeguards are in place to protect your data, these being either an adequacy decision, Standard Contractual Clauses, Binding Corporate Rules or, in the case of transfers to the US, a Privacy Shield certification.

Please email [email protected] if you would like details of the appropriate safeguards we have in place for transfers of data outside of the UK or EEA.

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.

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.

Retaining and deleting personal data

We will retain your personal data for as long as necessary to provide you with our services. We will also retain your personal data as necessary to fulfil our contractual obligations and to comply with our legal obligations, resolve disputes, and enforce our agreements.

Where we no longer need to process your personal data for the purposes set out in Section 3 of this privacy notice, we will delete your personal data from our systems unless we need to retain a limited amount of information to make sure that we act in accordance with your wishes.

Where permissible, we will also delete your personal data on your request. Information on how to make a deletion request can be found in Section 8, Your rights.

Please email [email protected] if you would like details of our data retention policies.

Your rights

You have certain legal rights with respect to your personal information which you can exercise at any time by contacting us at [email protected]

Your Rights What does this mean?
Right of access You have the right to access any personal data we hold about you: we will provide a copy of your personal data that we hold together with details of the purposes of the processing, the types of personal data we hold and the people to whom your personal data has been disclosed.
Right to rectification You have the right to have inaccurate or incomplete personal data corrected or to restrict the processing of personal data whilst the accuracy is checked.
Right to erasure You have the right to ask to have personal data we hold about you erased. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with law.
Right to data portability In certain circumstances, you have the right to have data we hold about you transferred to yourself or another data controller. Note, this right only applies to information that is processed by automated means which you initially provided consent for us to use or where we used the information to perform a contract with you.
Right to object You have the right to:
  • ask us not to process your personal data for direct marketing purposes
  • object to the processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
Right to withdraw consent You have the right to 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.
Right to complain You have the right to lodge a complaint with the UK Information Commissioner's Office or other data protection supervisory authority applicable to you if you are unhappy with the way we are handling your personal data.

What we may need from you

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.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month 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.

We don't sell data

We never sell any data, including your email address, to any third party.