This Privacy Policy sets out how Mysoft Limited (“We“, “Us”) will process your personal data in connection with our business, including our website at www.mysoftx3.com (the “Site”), and our services (the “Services”).
This Privacy Policy also explains how We process your personal data if you are an individual that interacts with Us, including if you work for businesses to which We provide Services or that provide products or services to us, or if you apply to work for us, visit our premises or attend events that We host.
We primarily process personal data relating to employees, representatives and contractors of our business customers and suppliers rather than consumers. Where We provide software, support or consultancy services to customers, We may process personal data on behalf of our customers as a data processor. In those circumstances, the customer remains the data controller and our processing is governed by the relevant customer agreement and data processing agreement.
Please take a moment to read this Privacy Policy as it provides you with important information about your personal data, including the rights you have in relation to it. Your access to and use of the Site is also subject to our Terms and Conditions, and your subscription for any of our Services will be subject to our standard terms and conditions.
This Privacy Policy is intended to meet the requirements of privacy laws of the United Kingdom (“UK”) and the European Union (“EU”), in particular the EU’s General Data Protection Regulation and the UK GDPR (together, “GDPR”). However, as We may provide Services internationally, including outside of the UK and EU, We may be subject to other privacy laws and process personal data relating to individuals located in other territories – if this applies to you, please see section 4 below.
We may collect and process some or all of the following types of information from you in the course of your use of the Site or providing our Services:
From you:
Registration Information: information that you provide by filling in forms on the Site or at events or otherwise provided when subscribing for our Services, or requesting further information about our business or Services. We may also ask you for information when you report a problem with the Site. This information may include your name, your employer’s name, your job title, your email address, your telephone/mobile number and/or any other information you input when using the Site, completing our registration or survey forms and/or using our Services.
We will process this Registration Information so We can deal with your registration, or other communications or to address your query or concern in order to ensure the proper administration of your registration and our business (our legitimate interest).
Customer Account Information: information about you which relates to your or your employer’s account with us. This information may include your name, your employer’s name, your email address, your telephone/mobile number and/or any other information you input when using our Services.
We will process this Customer Account Information to maintain your account with us, to provide our services to you, to communicate with you and to back up our database in order to fulfil our contractual obligations to you (where you have entered into a contract with us) and to ensure the proper administration of your account and our business (our legitimate interest).
Procurement Information: information We store which enables us to communicate with our suppliers. This information may include the name, email address, company details, job title, telephone/mobile number of the individuals at our suppliers who are involved in the management of our relationship with the relevant supplier.
We will process this Procurement Information to maintain our account with the supplier and to communicate with the supplier in order to fulfil our contractual obligations to the supplier.
Communication Information: information contained in any communication received by you, of which We may keep a record. This information may include your name and contact information, the content of your communication and any metadata our Site generates where you communicate with us using the contact form available on our Site.
We will process this Communication Information so We can correspond with you, respond to your query and keep records of such correspondence to ensure the proper administration of our business (our legitimate interest).
Notification Information: where you have purchased products or services from us, and/or where you subscribe to receive our email notifications and/or newsletters, where We have assessed that you would benefit from our products and services, We will process your data so that We can send information about our products and services to you, and/or to send such email notifications, survey requests and/or newsletters to you.
The legal basis for us processing this Notification Information is to ensure the proper administration of our business (our legitimate interest), and/or you have consented to such processing.
From other sources:
We automatically collect certain information about you (including Internet Protocol (IP) address and interaction with the Site), on each of your visits to our Site. Please see the section 7 in respect of Cookies below.
We may also receive names and contact details of individual contacts at customers and prospective customers from third parties including our customers, business partners, third party data providers, search information providers, advertising networks, analytics providers and/or public sources such as company websites and other online sources.
We may also collect information about prospective employees and counterparties from credit reference agencies and other third parties in the context of due diligence checks.
We may also receive names and contact details of individual contacts at customers and prospective customers from Sage and other Sage partners. As We are an authorised Sage reseller, We are passed information by Sage where customers and potential customers have expressed an interest in a Sage product, and Sage has determined that We are well placed to deal with such customer enquiry. A copy of Sage’s Privacy Policy can be found at: https://www.sage.com/en-gb/legal/privacy/.
Purpose of processing:
We may process your personal data as described above and for the following purposes:
Lawful basis for processing:
We may process your personal data as described above and in order:
Marketing
We may use your information, to notify you about products or services which may be of interest to you. We may send marketing communications to business representatives and contacts where permitted by applicable law. You may opt out of receiving marketing communications from Us at any time by either (i) ticking the relevant box situated on the form on which We collect your data (for example, the registration form); (ii) unsubscribing from our electronic communications using the method indicated in the relevant communication; or (iii) informing Us at any time by contacting Us at the contact details set out below.
Automated decision making/profiling
We may use limited profiling and analytics to better understand business interests and tailor marketing communications. We do not carry out solely automated decision-making that produces legal or similarly significant effects.
We may disclose your personal data to third parties as follows:
Security
We will take appropriate security measures to safeguard and prevent unauthorised access to personal data. These measures may include access controls, encryption, authentication controls, monitoring and regular backup procedures. These security measures are regularly reviewed.
We have procedures in place to deal with any suspected data security breach. We will notify you and the relevant regulatory authority of a suspected data security breach in accordance with applicable laws.
Please be aware that the transmission of information via the internet is not completely secure. Although We will do our best to protect your personal data, We cannot guarantee the security of your data transmitted to the Site.
Where We store or transfer your personal data
Information We hold about you may be stored on secure servers and/or in the cloud. Our Site and some of our products/services, or parts of them, may be hosted outside the EEA or UK, which means that We may transfer personal data to third countries which do not have an EU or UK adequacy determination in some circumstances. In addition, We may use service providers located outside the EEA or UK to help us provide our Site, the Services or other services to you and this means that We may transfer your personal data to these regions In doing so, We will comply with our legal and regulatory obligations in relation to your personal data, including putting appropriate safeguards in place to ensure an adequate level of protection for the personal data. Where personal data is transferred outside the UK or EEA, We implement appropriate safeguards such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or reliance on adequacy regulations. We will take reasonable steps to ensure the security of your personal data in accordance with applicable data protection laws.
Where We have given you (or where you have chosen) a password which enables you to access certain parts of the Site or otherwise in connection with our Services, you are responsible for keeping it confidential. We ask you not to share the password with anyone.
Keeping your personal data up to date
If your personal details change you may update them by contacting Us using the online Contact form on our Site or contact Us in one of the ways set out in section 8 below.
How long We keep your personal data
We will only keep your personal data for as long as necessary for the purposes set out in this Privacy Policy, including to satisfy legal, regulatory, accounting, contractual and reporting requirements. Retention periods may vary depending on the nature of the data and the purpose for which it is processed. Typically, (a) customer account records, contractual records, support records, maintenance records and technical service records are retained for the duration of the customer relationship and for up to 7 years thereafter; and (b) supplier and financial records are retained in accordance with applicable accounting and tax requirements, typically for 6 to 7 years. We may retain information for longer where necessary to establish, exercise or defend legal claims or to comply with legal obligations.
Under applicable data protection and privacy laws, you have the following rights under applicable data protection laws:
Please note that these rights may be subject to certain legal exemptions and limitations.
Any changes We make to this Privacy Policy, including to reflect any changes to our use of personal data or to comply with applicable law or regulatory requirements, will be posted on our Site. Where possible We may notify you of these changes by email, but We encourage you to check this page regularly to keep up to date.
Our Site uses cookies to distinguish you from other users of our Site. This helps Us to provide you with a good experience when you browse our Site and also allows Us to improve the Site. For detailed information on the cookies We use and the purposes for which We use them, please see our Cookie Policy.
If you would like more information or have any questions about our processing of your personal data or this Privacy Policy, you can contact Us by sending an email to: info@mysoftx3.com or writing to Us at Mysoft Ltd, Systems House, Blue Prior Business Park, Redfields Lane, Church Crookham, Hampshire GU52 0RJ.
If for any reason you are not entirely satisfied with how your data has been processed, please contact our Data Protection Lead at: brian.martin@mysoftx3.com. We will endeavour to respond to you as soon as possible. We may need to carry out investigations to enable Us to understand and address your concerns, and We will update you on the progress of any such investigations.
This Privacy Policy only applies to personal data processed by Us. Our Site may contain links to third party websites, apps or services which will have their own privacy policies and terms of use, for which We do not accept any responsibility or liability. Please check these policies before you submit any personal data to these websites, apps or services. We have no control over these third-party websites, apps or services and this Privacy Policy does not apply to your interaction with the relevant third parties.
Our Site and Services are not intended for use by, or targeted at, minors (individuals under the age of 18). We therefore request that any minors do not provide any personal data to Us; in the event that such information is received, We will process it in accordance with applicable data protection and privacy legislation
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