Privacy & Cookies Policy
Your privacy is extremely important to us and it’s important that you read this Privacy Policy as it explains what personal information we have, how we use it and how you can check and update any of your personal information.
About this Policy:
This Privacy Notice relates to ComplyEd Limited (Company No.15622524) and our product. This Policy, together with our Website Terms of Use and contractual Terms and Conditions sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
Legal Bases:
We rely on the following legal bases for collecting and processing your data:
- Consent - We can collect and use your data with your consent. For example, when you submit a request for us to contact you to arrange a product demonstration.
- Contractual obligations - We may need to collect your data to fulfil our contractual obligations. For example, we will need to ask for your details to allow us to set up access to the ComplyEd Web App.
ComplyEd Limited will collect and process your data on these legal bases for the purposes of:
- Running our business and maintaining a relationship with you, our customer.
- Providing a service to you when you have subscribed to ComplyEd Limited.
In the case of providing a service to you when you have subscribed to ComplyEd Limited, we are operating as the data processor on behalf of our subscribers who are the data controllers.
When we collect your data:
- When you enter information about yourself into our databases via our external website complyed.co.uk and any sub-domains.
- When you purchase services from us.
- When you engage with us on social media.
- When you write to, email, talk to us, or call us.
- When you register for a trial.
- When you open an email that we have sent to you.
- When you sign up to receive newsletters from us.
- When you or other users enter information about you into your ComplyEd Web App.
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 X.
- Advertising networks such as Google Display Network and Facebook/LinkedIn.
- Identity and Contact Data from publicly availably sources such as individual school websites.
The data that we may collect:
- Your name, address, email address, telephone number and social media contact information.
- Information gathered by the use of cookies in your web browser.
- A record of your communications with us.
- 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.
- At ComplyEd, we utilise Auth0 as our identity management service to ensure secure and efficient authentication for our users. Auth0 helps us manage user logins and access controls, providing robust security features such as multi-factor authentication and threat detection. When you log in to our systems, Auth0 collects and processes personal information such as your name, email address, and login credentials. This data is used solely for authentication purposes and to enhance the security of our services. We are committed to protecting your privacy and ensuring your data is handled in compliance with applicable data protection regulations. For more details on how Auth0 manages your information, please refer to https://auth0.com/docs/secure/data-privacy-and-compliance/data-processing
- Information about how effectively your school uses its ComplyEd Web App.
- Quantitative information about how much your school uses the ComplyEd Web App.
- Whether and when you have opened an email that we have sent you.
- Any information that you or other users enter into your ComplyEd Web App.
How we use your personal data:
- To process any orders that you place by using our website, in person, by email, or by telephone.
- To respond to your communications with us.
- To provide a quality service to you.
- To help you make the most effective use of your ComplyEd Web App.
- To manage your payments and renewals.
- To protect our business from illegal activities.
- To notify you about changes to our services and policies.
- With your consent to keep you informed of relevant information about our business and services.
- To comply with our legal obligations.
- To improve your customer experience when using our website.
- To investigate any complaints or questions you may raise.
Where your personal data is stored:
We store your personal data in a variety of places, including in:
- Cloud-based services that deliver ComplyEd products and services, our financial management support, for customer support purposes and for sales CRM.
- Internal company servers and personal computers
How long we keep your data:
The precise periods for which we keep your personal information vary depending on the nature of the information and why we need it. Factors we consider in determining these periods include the minimum required retention period prescribed by law or recommended as best practice, the period during which a claim can be made with respect to an agreement or other matter, whether the personal information has been aggregated or pseudonymised, and other relevant criteria.
Who we share your personal data with:
- ComplyEd is a subscription service that will provide a premium service to our subscribers. In order to fulfil our obligations to you, your data may be viewed or processed by third parties, including, but not limited to:
- Our employees and independent contractors who provide support and training services.
- Third party software developers who build and maintain the ComplyEd system.
- Third party database and application hosting service providers.
- Other authorised users of your ComplyEd Web App.
Your rights over your personal data:
- Access to the personal data we store about you.
- Correction of inaccurate personal data.
- Deletion of data we store about you, once the purpose for which we hold the data has come to an end. 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.
- That we stop direct marketing to you.
- You may withdraw a prior consent for us to use your personal data.
- 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.
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and have not opted out of receiving that marketing.
Unsubscribing:
You can ask us to unsubscribe from our communications and stop sending you direct marketing messages or the customer newsletter at any time by emailing us at enquiries@complyed.co.uk.
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 six years after they cease being customers or suppliers.
Authorised user data (including Contact and Identity Data) will be retained for one year after the school ceases to be a customer, 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.
In some circumstances, you can ask us to delete your data − see Request erasure below for further information about when this right applies.
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 at enquiries@complyed.co.uk.
Contacting the Regulator:
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. You can contact them by calling 0303 123 1113.
Alternatively, go online to www.ico.org.uk/concerns.
Contacting us:
If you have any questions or comments regarding this Privacy Policy, please contact us at enquiries@complyed.co.uk.
To exercise any of your rights in accordance with the Data Protection Act (2018) and the General Data Processing Regulations (2018) please contact us at enquiries@complyed.co.uk.
Cookies:
Cookies are small pieces of data that websites store on a device. Cookies can improve your browsing experience because they help websites remember preferences and understand how people use different features.
ComplyEd Limited (complyed.co.uk) incorporates cookies from Google Analytics to enable Performance and Usage reporting. More information about cookies in Google Analytics is available here.
