Privacy Policy

(Revision 16 May 2023)

This privacy and cookies notice for Addresscloud Limited ('Company', 'we', 'us', or 'our') describes how and why we might collect, store, use, and/or share ('process') your information when you use our websites, products and or services ('Services'), such as when you visit our websites www.addresscloud.com; www.maps.addresscloud.com; https://api.addresscloud.com; https://batch.addresscloud.com or any website of ours that links to this privacy notice or engage with us in other related ways, including any sales, marketing, or events.

If you do not agree with our policies and practices, please do not use our Services. If you have any questions or concerns, please visit our FAQ or contact us at support@addresscloud.com

1. What information do we collect?

1.1. Personal information you disclose to us. We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

1.2. Personal information provided by you. The personal information we collect depends on the context of your interactions with the Services and us, your choices, and the products and features you use. The personal information we collect may include the following: names; phone numbers; email addresses; mailing addresses; job titles; usernames; passwords; contact preferences; billing addresses; contact or authentication data; bank account numbers and sort codes; or debit/credit card numbers.

1.3. Sensitive information. We do not process sensitive information. All personal information you provide must be true, complete, and accurate, and you must notify us of any changes to such personal information.

1.4. Information automatically collected. We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include your user name and password, device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services and for our internal analytics and reporting purposes. Like many businesses, we also collect information through cookies and similar technologies (see paragraph 10).

2. Why do we process your information?

2.1 Depending on how you interact with our Services, we process your personal information for a variety of reasons, including:

2.1.1. To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.

2.1.2. To deliver and facilitate the delivery of services to the user. We may process your information to provide you with the requested service.

2.1.3. To respond to user inquiries/offer support to users. We may process your information to respond to your queries and solve any potential issues you might have with the requested service.

2.1.4. To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.

2.1.5. To fulfil and manage your orders. We may process your information to fulfil and manage your orders, payments, returns, and exchanges made through the Services.

2.1.6. To audit our services. We may process your information to demonstrate compliance with third party suppliers.

2.1.7. To request feedback. We may process your information when necessary to request feedback and contact you about using our Services.

2.1.8. To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.

2.1.9. To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.

3. What legal basis do we rely on to process your information?

3.1. The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on to process your personal information. As such, we may rely on the following legal bases to process your personal information:

3.1.1. Consent. We may process your information if you have given us permission (i.e. consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.

3.1.2. Performance of a Contract. We may process your personal information when we believe it is necessary to fulfil our contractual obligations to you, including providing our Services or at your request before entering a contract with you.

3.1.3. Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests, and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for some of the purposes described, to:

3.1.3.1. Analyse how our Services are used so we can improve them to engage and retain users

3.1.3.2. Diagnose problems and/or prevent fraudulent activities

3.1.3.3. Understand how our users use our products and services so we can improve user experience

3.1.4. Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.

3.2. In legal terms, we are generally the 'data controller' under European data protection laws of the personal information described in this privacy notice since we determine the means and/or purposes of the data processing we perform. However, this privacy notice does not apply to the personal information we process as a 'data processor' on behalf of our customers. In those situations, the customer we provide Services to and with whom we have entered into a data processing agreement is the 'data controller' responsible for your personal information, and we merely process information on their behalf in accordance with your instructions. To know more about our customers' privacy practices, you should read their privacy policies and direct any questions you have to them.

4. When and with whom do we share your personal information?

4.1. Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents ('third parties') who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means they cannot do anything with your personal information unless we have instructed them to do so. They will also not share your personal information with any organisation apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct. The categories of third parties we may share personal information with are as follows: Finance & Accounting Tools; Payment Processors; Testing Tools; User Account Registration & Authentication Services; Website Hosting Service Providers; Data Storage Service Providers; Cloud Computing Services; Product Engineering & Design Tools; Performance Monitoring Tools.

4.2, We also may need to share your personal information in the following situations: Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

5. Where do you store and retain your data?

5.1. We are ISO 27001 certified, meaning that we observe industry standards for information security. Our main servers are in the United Kingdom and EEA, with some third-party administration applications hosting their data in the United States. If you are accessing our Services from outside the United Kingdom, EEA and the United States, please be aware that your information may be transferred to, stored, and processed by us in our facilities and by those third parties with whom we may share your personal information (see When and with whom do we share your personal information?' above), in the United Kingdom, United States, EEA and other countries.

5.2. If you are not a resident of the European Economic Area (EEA) or the United Kingdom (UK), then your country may not necessarily have data protection laws or other similar laws as comprehensive. However, we will take all necessary measures to protect your personal information in accordance with this privacy notice.

5.3. Please bear in mind that the transmission of information via the internet is not completely secure, and whilst we will do our best to protect your personal data, we cannot guarantee the security of data transmitted via our website, or by email, and any such transmission is at your own risk.

6. How long do we keep your information?

6.1. We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us to keep your personal information for longer than three (3) months past the termination of the user's account.

6.2. When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

7. How do we keep your information safe?

We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, the transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

8. What are your privacy rights?

8.1. In some regions (like the EEA and UK), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to processing your personal information. You can make such a request by contacting us using the contact details provided in the section 'How can you contact us about this notice?' below.

8.2. We will consider and act upon any request in accordance with applicable data protection laws.

8.3. If you are located in the EEA or UK, and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: https://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.

8.4. If you are located in Switzerland, the contact details for the data protection authorities are available here: https://www.edoeb.admin.ch/edoeb/en/home.html.

8.5. Withdrawing your consent: If we rely on your consent to process your personal information, you can withdraw your consent at any time. You can withdraw your consent anytime by contacting us using the contact details provided in the section 'How can you contact us about this notice?' below.

8.6. However, please note that this will not affect the lawfulness of the processing before its withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

8.7. Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send or by contacting us using the details provided in the section 'How can you contact us about this notice?' below. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

8.8. Account Information:

8.8.1. If you would at any time like to review or change the information in your account or terminate your account, you can contact us using the contact information provided.

8.8.2. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

8.9. Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually set your browser to remove and reject cookies. If you choose to remove or reject cookies, this could affect certain features or services of our Services. To opt out of interest-based advertising by advertisers on our Services, visit http://www.aboutads.info/choices/.

9. Do we make updates to this notice?

We may update this privacy notice from time to time. The updated version will be indicated by an updated 'Revised' date, and the updated version will be effective as soon as it is accessible. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

10. Cookies and web beacons

10.1. We use cookies in connection with the operation of our website. A cookie is a small file that is sent by a web server (where we host our website) to a web browser (from where you view our website), and which is then stored by the browser. Usually, cookies do not hold any data by which you can be identified, although if we do hold personal data about you (for example, because you have subscribed to a service that we offer) the cookie may be linked to that data.

10.2. We use cookies for the following purposes: for authentication purposes, to identify users who are using a membership service, personalising the web-browsing experience, security, advertising, analysis. The information we collect includes the following:

10.2.1. Log and Usage Data. Log and usage data are service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services, which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called 'crash dumps'), and hardware settings).

10.2.2. Device Data. We collect device data such as information about your computer, phone, tablet, or another device you use to access the Services. Depending on the device used, this data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.

10.2.3. Location Data. We collect location data, such as information about your device's location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your Location setting on your device. However, if you choose to opt-out, you may not be able to use certain aspects of the Services.

10.3. In addition to cookies used by us, our service providers may also use cookies, and those cookies may also be stored in your browser when you visit our website.

10.4. If you wish to do so, then usually you can prevent cookies from being downloaded to your browser and may delete those that have already been downloaded. How this is achieved varies between different browsers. You should be aware that if you block or delete cookies this may have a detrimental impact upon your ability to access our website and the services that we provide. It may mean that not all of the facilities on our website will be accessible by you, or it may mean that you are unable to access any member services which we provide. We regret that we cannot, for technical reasons, supply the products and or services unless your browser is set to accept cookies.

10.5. We may use other, similar technologies from time to time, like web beacons (sometimes called "tracking pixels" or "clear gifs"). These tiny graphic files contain a unique identifier that enables us to recognise when someone has visited our Website or opened an email including them. This allows us, for example, to:

10.5.1. monitor traffic patterns of users from one page within a website to another

10.5.2. deliver or communicate with cookies

10.5.3. understand whether you have come to the website from an online advertisement displayed on a third-party website

10.5.4. improve site performance

10.5.5. measure the success of email marketing campaigns.

11. How can you contact us about this notice?

If you have questions or comments about this notice, you may contact our Data Protection Officer (DPO) by email at support@addresscloud.com.

12. How can you contact us about this notice?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it. To request to review, update, or delete your personal information, please submit a request to support@addresscloud.com.