Why do we collect your personal information?
We collect your personal data to manage your account and to:
- Deliver products and services relevant to you (whether we provide them or not).
- Improve our products and services and develop new ones.
The law also requires us to keep some personal data. The personal data we do keep relates only to your business role and would include your name, job title and contact details.
The type of information we have
The type of information we have about you includes things like who you are, your role and the products and services you have been using, including:
- Identity Data: includes first name, last name and job title.
- 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, 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 your username and password, purchases or orders 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.
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 your personal data is collected
We use different methods to collect data from and about you including:
- Filling in paper-based forms, such as interest forms and order forms, or by corresponding with us by post or telephone.
- Filling in online forms, or corresponding with us via the on-line platforms used by Hub4Leaders to deliver its portfolio of services, including:
- Purchasing our products or services:
- Creating an account:
- Subscribing to our newsletters:
- Registering for a free trial:
- Requesting marketing information to be sent to you:
- Communicating via our online chat service:
- Entering a competition, promotion or survey: or
- Providing us with feedback.
As you interact with our on-line services, 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.
We may receive personal data about you from various third parties and public sources, as set out below:
- Analytics providers such as Google Analytics and Twitter
- Advertising networks such as Google Display Network and Facebook/LinkedIn
- Identity and Contact Data from publicly availably sources such as individual school websites
Where your personal data is stored
We store your personal data in a variety of places, including in:
- Cloud-based services that deliver Hub4Leaders products and services, our financial management support, for customer support purposes and for sales CRM
- Internal company servers and personal computers
- Office filing cabinets
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 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.
We use and analyse your information to keep in touch with you and to deliver and improve our products and services. We will also use your information to tell you about products and services we believe will be of interest to you.
In particular, this means using your data to:
- Register you as a new customer and help you manage your account
- Process and deliver your order
- Manage your payments and renewals
- Contact you, for example, to help with any problems you are having with the service
- Collect or recover money you may owe us
- Notify you about changes to our services and policies
- Look into any complaints or questions you may raise
- Update you with any changes to our products and services
- Improve our products and services, and to develop new ones
- Use data analytics to improve our overall service experience
- Send you our regular customer newsletter
- Let you know about our services and products
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.
You can ask us to unsubscribe form our communications and stop sending you direct marketing messages or the customer newsletter at any time by emailing us at email@example.com.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.
How long we will use your personal data for?
By law we must keep basic information about our customers and suppliers (including Contact, Identity, Financial and Transaction Data) for tax purposes seven years after they cease being customers or suppliers.
Master user personal data (including Contact and Identity Data) will be retained for six years after their school ceases being customers, in case it is required to assist in resolving any legal disputes. The master user is defined as an authorised user who is also the main point of contact between the customer and Hub4Leaders.
Authorised user data (including Contact and Identity Data) will be retained for one year after their school ceases to be customers, to provide sufficient time for the school account to be closed without unintended loss of data. An authorised user is defined as a user of the service.
Prospect user data (including Contact and Identity Data) will be retained for two years to keep a record against publicly available data, and to ensure informed conversations in future. The prospect user is defined as a potential customer providing data through our, or named sub-processor’s, service.
In some circumstances, you can ask us to delete your data − see Request erasure below for further information about when this right applies.
At the end of our retention periods, 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.
Other important things to note
We use the following types of cookie:
Analytics cookies that anonymously remember your computer or mobile device when you visit our website. They keep track of browsing patterns and build up a profile of how our readers use the website.
Service cookies that help us to make our website work as efficiently as possible; remember your registration and login details; remember your settings preferences; and meter the number of pages you view. Service cookies are also used to administer the website (load balancing) and to secure, validate and identify authenticated user sessions.
Most browsers allow you to turn off cookies. However, switching off cookies will restrict your use of the website and/or delay or affect the way in which the website operates.
Transfer of data outside the UK
Like many companies, we may use cloud services from suppliers outside the UK. Where we transfer your information to companies outside the UK, we will make sure it’s protected in a manner that is consistent with how your information will be protected by us. This can be done in a number of different ways, for instance:
- The recipient company might have signed up a contract obliging them to protect your information.
- The recipient company has certified to a privacy scheme recognised as compliant with the EEA GDPR.
We will always ensure that any transfer of your information is compliant with data protection law.
You can obtain more details of the protection given to your information when it is transferred outside the UK by emailing us at firstname.lastname@example.org.
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.
You have a number of legal rights in relation to the information that we hold about you, including:
The right to request details of the information we have about you.
The right to withdraw your consent to the use of your information where we are relying on that consent (for example, you can opt out of receiving marketing messages from us). Please note that we may still be entitled to process your information if we have another legitimate reason (other than consent) for doing so.
In some circumstances, you have the right to receive some of your information in a usable format and/or request we transmit that data to a third party where this is technically feasible. Please note that this right only applies to information which you have provided to us.
The right to ask that we update your information if it is inaccurate or incomplete.
The right to ask that we erase your information in certain circumstances. Please note that there may be circumstances where you ask us to erase your information but we are legally entitled to retain it.
The right to request that we restrict the processing of your information in certain circumstances. Again, there may be circumstances where you ask us to restrict the processing of your information, but we are legally entitled to refuse that request.
The right to make a complaint with the Information Commissioner www.ico.org.uk if you think that any of your rights have been infringed by us.
We make use of External Third Parties:
Service providers acting as processors based outside the UK who provide IT and system administration services.
Professional advisers acting as processors, including lawyers, bankers, auditors and insurers, based in the EU, who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities, acting as processors, based in the United Kingdom who require reporting of processing activities in certain circumstances.
Changes to the privacy notice and your duty to inform us of changes
We want to ensure that we provide you with the best possible service. Therefore, please always keep us updated of any changes to your personal information, for example, if your email address changes.