Any questions regarding this policy and our privacy practices can be sent by email to firstname.lastname@example.org or by writing to Clientshare, 4 Bury Street, London, EC3A 5AW.
Who are we?
We are Clientshare. We help suppliers retain and grow their most precious asset – their clients. Our registered address is 12-18 Hoxton Street, London, N1 6NG (company number 08681337).
How we collect personal information
Information you give us directly
For example, we will obtain personal information about you if you sign up as a user of our software services or register your interest with us, for example via our website or at business networking events.
Information you give us indirectly
Your information may be shared with us indirectly by third parties, which might include, for example, a colleague or business contact who invites you to use our software services.
When you visit this website or use our software services
We, like many companies, automatically collect the following information through cookies:
Technical information, including the type of device you’re using, the IP address, browser and operating system being used to connect your computer to the internet. This information may be used to improve the services we offer and assist in identifying a returning user.
Information about your visit to this website, for example we collect information about pages you visit and how you navigate the website, e.g.. length of visits to certain pages, products and services you viewed and searched for, referral sources.
When you interact with us on social media platforms, such as LinkedIn, we may obtain information about you (such as you contact details). The information we collect will depend on the privacy preferences you have set on those platforms. Some of our software services also allow you to connect your LinkedIn profile to your Clientshare account, allowing access to your profile picture.
What type of personal information is collected from you?
The types of personal information we collect, store and use might include:
- your name and contact details including phone number and email address
- your company details and job title
- links to your social media accounts
- information about your activities on our website and about the device used to access it, for instance your IP address and geographical location
Some of these details are mandatory in order to provide access to our software services, with the remainder being optional.
Data protection laws recognise certain categories of personal information as sensitive and therefore requiring greater protection, for example information about your health, ethnicity and religion. We do not collect sensitive data about you when you visit our website, but if you choose to share such information when you use our software services (either through your contribution to feeds or contained in documents you upload) it will be processed in the same manner as non-sensitive data.
How and why your personal information is used?
We may use your personal information for a number of different purposes, which may include:
- inviting you to join our software services following an introduction by a colleague or business contact
- providing you with access to our software services that you have signed up for
- operating our software services and performing our obligations in respect of contract(s) entered into between us and the organisation you represent
- notifying you of changes to our software services
- logging support tickets and responding to such queries
- responding to your enquiries via our website or social media
- sending you communications which you have requested and / or that may be of interest to you
- keeping a record of your relationship with us and contact preferences
- conducting analysis to better understand how we can improve our software services and our website and its functionality
Where and for how long is your information kept?
Clientshare stores the majority of its data, including personally identifiable information, in password-protected environments on servers located in the UK or European Union. Documents and media file attachments can be stored in a region agreed between the parties. All servers are subject to Clientshare’s information security policies, standards, and procedures.
We keep your information for no longer than is necessary for the purposes it was collected for. Your personal account information will be anonymised after 90 days if you cease to be a user of our software services, rendering it unidentifiable. Contributions to feeds and uploaded documents are retained unless specifically deleted by the user.
Who has access to your information?
Clientshare maintains the information it receives online in strict confidence; information you submit to Clientshare is not sold or shared with third parties for marketing purposes.
We reserve the right to notify you about administrative matters that pertain to our software services. We may disclose your personally identifiable information, as required by law or regulation, in connection with law enforcement, fraud prevention, or other legal action; or if Clientshare reasonably believes it is necessary to protect Clientshare, our customers, or the public. Although we do not currently anticipate a change in our corporate status, in the event of a merger or acquisition of the company or a substantial portion of its assets, Clientshare may disclose, transfer or sell personal information collected online to the surviving or acquiring party, respectively. Personal information collected online will remain subject to promises made in this Privacy Notice.
What lawful grounds for processing do we rely on?
Most of the personal information we process is provided to us directly by yourself when you use our software services or contact us via our website. We may also receive personal information from your colleagues or business contacts when they use, or invite you to use, our software services.
Under the GDPR, the lawful bases we rely on for processing your personal information are:
Where you have provided specific consent to us using your personal information in a certain way, such as to send you email, text and/or telephone marketing.
We have a legitimate interest
Where it is reasonably necessary to achieve our or others’ legitimate interests (as long as what the information is used for is fair and does not duly impact your rights).
We consider our legitimate interests to be running Clientshare as a provider of software services. For example, to:
- send digital or postal communications which we think will be of interest to you;
- understand how people choose/use our services and products;
- determine the effectiveness of our services, promotional campaigns and advertising;
- enhance, modify, personalise or otherwise improve our services /communications for the benefit of our customers;
- and better understand how people interact with our website.
When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required to by law).
You are a party to a contract
Where we are entering into a contract with you or your organisation, or are performing our obligations under it, such as when you sign up as a user of our software services.
What are your rights?
You have the following rights:
- Right to be informed – You have the right to be informed about the collection and use of your personal information
- Right of access - You have the right to ask us for copies of your personal information
- Right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
- Right to restrict use - You have the right to ask us to restrict the processing of your information in certain circumstances
- Right of erasure - You have the right to ask us to erase your personal information in certain circumstances
- Right for your personal information to be portable - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances
- Right to object to processing - You have the right to ask us to restrict the processing of your information in certain circumstances
- Right not to be subject to automated decision-making - You have the right not to be subject to decisions based solely on automated processing, including profiling
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at email@example.com or 4 Bury Street, London, EC3A 5AW if you wish to make a request.
Contact details of Data Protection Officer
Our Data Protection Officer’s contact details are:
0330 223 4922
How do I complain?
If you are unhappy with how we have used your data, you can complain to us here at Clientshare by emailing firstname.lastname@example.org or by post to 4 Bury Street, London, EC3A 5AW. You may also contact our DPO using the contact details listed above.
Alternatively, you may complain directly to the Information Commissioner’s Office via the link below, by calling 0303 123 1113 or by post to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Last reviewed and published on 20th June 2023.