Introduction

Welcome to the Sentiment 360 privacy policy.

Sentiment 360 respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our websites at sentiment360.com and qutee.com (together, “our websites”) or use our applications Octofeedback, Octopii or S360 API & Dashboard (together, “our applications”) and tell you about your privacy rights and how the law protects you. Our websites and our applications together are “our products”. This privacy policy also applies to any personal data collected or received through means other than our products – for example via email, telephone, post or face-to-face contact.

Purpose of this privacy policy

This privacy policy aims to give you information on how Sentiment 360 collects and processes your personal data, including any data you may provide when (if applicable) you sign up to one or more newsletters or mailing lists, purchase or use any of our products, take part in a competition or survey or otherwise engage with us.

Our products are not intended for children and we do not knowingly collect data relating to children. If you are below 16 you must stop using our products unless you have our express written consent to use it.

It is important that you read this privacy policy 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 policy supplements any such notices and is not intended to override them.

Controller

This privacy notice is issued on behalf of Sentiment 360 Limited, so when we mention “Sentiment 360”, “we”, “us” or “our” in this privacy notice, we are referring to Sentiment 360 Limited. Sentiment 360 Limited is the data controller and responsible for our products.

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights (as set out in paragraph 9 of this privacy policy), please contact the DPO using the details set out below.

Contact details

Our full details are:

Full name of legal entity: Sentiment 360 Limited

Name and title of DPO: Chris Randall, Head of Customer Deployment

Email address: [email protected]

Postal address: 5 Old Hall Close, Wyke Lane, Farndon, Newark, Nottinghamshire, NG24 3SQ

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 (ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

This version was last updated on 10 May 2018 and historic versions can be obtained by contacting us.

The data protection law in the UK will change on 25 May 2018. Although this privacy policy sets out most of your rights under the new laws, we may not yet be able to respond to some of your requests (for example, a request for the transfer of your personal data) until May 2018 as we are still working towards getting our systems ready for some of these changes.

It is 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.

Third-party links

Our products may include links to third-party websites, plug-ins and applications. 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 products, we encourage you to read the privacy policy/notice of every website you visit.

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).

Our Terms of Use set out that you must not provide (whether in your profile, in public or private messages with other users, in responding to a poll or in any other manner) any information or data from which you are identifiable by other users. Similarly, you must not request, encourage, pressure or otherwise seek to persuade other users to disclose to you or other users information or data from which you are personally identifiable.

Whilst our moderators will seek to remove such information or data upon discovery (and may take additional actions against you as set out in our Community Guidelines), it will not be realistically possible for us to identify and delete all such information and data, whether immediately or at all. On that basis, (i) we accept no responsibility whatsoever for any processing of such data by any third party (including other users), and (ii) we accept no responsibility whatsoever for any inadvertent processing of such personal data by ourselves (whether by storage, archiving, deletion or otherwise) which is outside the scope anticipated by this privacy policy.

We may 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, username or similar identifier, marital status, title, date of birth, gender, job title and employer.
  • Contact Data includes billing address, delivery address, email address and telephone numbers.
  • Financial Data includes bank account and payment card details.
  • Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
  • Technical Data includes internet protocol (IP) address, uniform resource locations (URL), clickstream to/through/from our products, your login data, browser type and version, device type and version, IMEI numbers, wireless network interfaces, 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 products.
  • User Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback, survey and poll responses, opinions, comments personal characteristics and any information which you have supplied to third party interfaces with whom we cooperate, such as Facebook or Hotjar.
  • Usage Data includes information about how you use our products, 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 policy.

In principle, it is likely that certain information which you post or otherwise provide when using our products would, if (when combined with other data provided) you are identifiable from it, constitute 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). The same is also true if you post or otherwise provide data regarding criminal convictions and offences. On that basis, depending upon the information that you choose to post or otherwise provide, it may be the case that we inadvertently collect Special Categories of Personal Data and/or information regarding criminal convictions and offences where you provide it to us.

If you choose to provide such information then we strongly recommend that you do not enable the function on any of our products which displays your email address to other users – this is not enabled by default in any of our products.

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.

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, including face-to-face contact. This includes personal data you provide when you:

  • use our products or services;
  • create an account on our products;
  • subscribe to our service or publications;
  • request marketing to be sent to you;
  • enter a competition, promotion or survey; or
  • give us some feedback.

Automated technologies or interactions. As you interact with our products, we may automatically collect Technical Data about your equipment, browsing actions and patterns. The same is true in relation to any website that you visit which contains an embedded “Qutee”. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.

Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:

Technical Data from the following parties:

  • analytics providers such as Google, some of whom are based outside the EEA;
  • advertising networks, some of whom are based outside the EEA; and
  • search information providers, some of whom are based outside the EEA.
  • Contact, Financial and Transaction Data from providers of technical, payment and delivery services, some of whom are based outside the EEA.
  • Identity and Contact Data from data brokers or aggregators, some of whom are based outside the EEA.
  • Identity and Contact Data from publicly available sources such as Companies House and the Electoral Register based inside the EEA.
  • Identity, Contact and Transaction Data from third party goods & services providers engaged by you and with whom we interact as part of our own contractual scope of work.
  • Identity, Contact and User Data from third party interfaces with whom we cooperate, such as Facebook or Hotjar
  • Identity and Contact Data from your employer, where you are granted access to our products as a result of the employer forming a relationship with us.

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 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 (or may in the future 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.

 

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To register you as a new customer/user (a)Identity (b)Contact Performance of a contract with you
To process and deliver your order including:(a)Manage payments, fees and charges (b)Collect and recover money owed to us (a)Identity (b)Contact (c)Financial (d)Transaction (e)Marketing and Communications (a)Performance of a contract with you (b)Necessary for our legitimate interests (including to recover debts due to us)
To manage our relationship with you which will include: (a)Notifying you about changes to our terms or privacy policy (b)Asking you to leave a review or take a survey (a)Identity (b)Contact (c)User (d)Marketing and Communications (a)Performance of a contract with you (b)Necessary to comply with a legal obligation (c)Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To enable you to partake in a prize draw, competition or complete a survey (a)Identity (b)Contact (c)User (d)Usage (e)Marketing and Communications (a)Performance of a contract with you (b)Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
To administer and protect our business and our products (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a)Identity (b)Contact (c)Technical (d)Special Categories of Personal Data and/or information relating to criminal convictions and offences (a)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) (b)Necessary to comply with a legal obligation (c)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) AND EITHER (d)Such information has been made manifestly public by you (for example by posting publicly on one of our products), or (e)You have provided explicit consent to our processing of such data
To deliver notifications, relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you (a)Identity (b)Contact (c)User (d)Usage (e)Marketing and Communications (f)Technical Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our products, products/services, marketing, customer relationships and experiences (a)Technical (b)Usage Necessary for our legitimate interests (to define types of customers for our products and services, to keep our products updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you (a)Identity (b)Contact (c)Technical (d)Usage (e)User Consent
To encourage debate, discussion and conversation amongst users of our products (a)Identity (b)Contact (c)User (d)Usage (e)Special Categories of Personal Data and/or information relating to criminal convictions and offences (a)Necessary for our legitimate interests (for administering polls, comments and other public-facing elements of our website) AND (in the case of (e)) EITHER (b)Such information has been made manifestly public by you (for example by posting publicly on one of our products), or (c)You have provided explicit consent to our processing of such data

 

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. It is entirely your choice whether you consent to us providing you with direct electronic marketing – we will only do so where you have given us your consent to do so.

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and User 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 opted in to receiving that marketing.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

Opting out

You can ask us to stop (and to ask third parties to whom we have provided your personal data to stop) sending you marketing messages by contacting us at any time.

Cookies

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 our products may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.

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.

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.

External Third Parties as set out in the Glossary.

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 policy.

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.

International transfers

Many of our external third parties are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.

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

  • We may transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
  • Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
  • Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the 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. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We refer to this as limiting each person to the “least permissions” they require to perform their functions.

All of our storage is cloud-based, using only those services recommended by Amazon Web Services.

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.

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.

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.

Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contacting us.

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.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

If you wish to exercise any of those rights (as further detailed in the Glossary), please contact us.

No fee usually required

You will not usually 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 may refuse to comply with your request in these circumstances.

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.

Glossary

LAWFUL BASIS

  • Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us
  • Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
  • Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

 

THIRD PARTIES

External Third Parties

  • Service providers based both within and outside the EEA who provide IT and system administration services (including system analytics, payment and delivery services and search information services).
  • Suppliers of goods (including components) and services comprising part of our provision to you, based both within and outside the EEA.
  • Professional advisers including lawyers, bankers, auditors and insurers based both within and outside the EEA who provide consultancy, banking, legal, insurance and accounting services.
  • HM Revenue & Customs, regulators and other authorities based both within and outside the EEA.
  • Third party goods & services providers engaged by you and with whom we interact as part of our own contractual scope of work based both within and outside the EEA.
  • Third party interfaces with whom we cooperate, such as Facebook or Hotjar based both within and outside the EEA
  • Your employer, where you are granted access to our products as a result of your employer forming a relationship with us.

 

YOUR LEGAL RIGHTS

You have the right to:

  • 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. 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 local law. 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 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. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we 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: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your 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. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

Terms last updated 10 May 2018

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