GDRP Privacy Policy

We will collect and store personal information including contact details of our customers and their employees so that we can provide our Services in accordance with our contract with you. For those customers who pay to subscribe for the services, we will also retain that information and any information relating to the contract between us for a period of seven years following completion or termination of the contract(s) between us so that we can review our performance if any complaints or issues arise after completion or termination of the contract. For those customers that sign up for a free trial, but do not pay for a subscription, we will retain your personal information and any information relating to the trial for a period of seven years following completion of the trial and will only retain your information for a longer period where we consider we have a legitimate interest to do so.

We will also collect and store personal information about employees of the customer for whom we are providing IT support services. This information may include email addresses, user names and passwords for the IT systems which we support. We are processing this information on behalf of your employer (our customer) in order to provide them with the Services. You should therefore contact your employer for further information about how we process your information on their behalf.

In the course of providing you with the GMT Connect platform, we may sometimes have incidental access to data that is located on this system. This data may contain information about you, your organisation’s employees, clients/customers, partners, or suppliers. We are accessing this information on behalf of our customer in order to provide them with our services. The customer is the data controller in respect of this data and you should therefore contact the customer (your employer) for further information about how we process this data on their behalf.

Unless you request us not to do so, we may also contact you on an individual basis in relation to additional features and add-ons to the software system, as well as new releases and updates. We may also contact you about similar services which we offer. We will only do this if we believe that it is in our legitimate interests to keep you informed of our products and services and if we believe that you would reasonably expect us to contact you in this way. We will not send you general marketing information as part of a group e-mailing campaign unless you have consented to being contacted in this way.

Unless you request us not to, we may be required to share your information with our specialised subsidiaries, located outside of the European Economic Area. We will only share your information with these subsidiaries where it is necessary to provide the services under our contract.

We will collect and store personal information including contact details of our customers and those employees of the customer who are involved in the delivery of the contract so that we can provide our Services in accordance with our contract with you. We will also retain that information and any information relating to the contract between us for a period of seven years following completion or termination of the contract(s) between us so that we can review our performance if any complaints or issues arise after completion or termination of the contract.

We will also collect and store personal information about employees of the customer for whom we are providing IT support services. This information may include email addresses, user names and passwords for the IT systems which we support. We are processing this information on behalf of your employer (our customer) in order to provide them with the Services. You should therefore contact your employer for further information about how we process your information on their behalf.

In the course of providing technical support to you, we may sometimes have incidental access to data that is located on your system. This data may contain information about you, your organisation’s employees, clients/customers, partners, or suppliers. We are accessing this information on behalf of our customer in order to provide them with our services. The customer is the data controller in respect of this data and you should therefore contact the customer (your employer) for further information about how we process this data on their behalf.

Unless you request us not to do so, we may also contact those employees of the customer who are involved in the delivery of the contract on an individual basis about similar services which we offer, this contact may be made by telephone, e-mail or post. We will only do this if we believe that it is in our legitimate interests to keep you informed of our products and services and if we believe that you would reasonably expect us to contact you in this way. We will not send you general marketing information as part of a group e-mailing campaign unless you have consented to being contacted in this way.

Unless you request us not to, we may be required to share your information with our specialised subsidiaries, located outside of the European Economic Area. We will only share your information with these subsidiaries where it is necessary to provide the services under our contract.

We will collect and store personal information including contact details of our suppliers and those employees of the supplier who are involved in the delivery of the contract so that we can receive your services in accordance with our contract with you. We will also retain that information and any information relating to the contract between us for a period of seven years following completion or termination of the contract(s) between us so that we can review your performance if any complaints or issues arise after completion or termination of the contract.

We may also contact you about new business opportunities for us to work together with you and to keep you informed of our activities. We are processing your personal information in this way because it is in our legitimate interests to grow our business and explore new business opportunities with you. We will only do this if we believe that you would reasonably expect us to contact you in this way and that such processing does not have an impact on you in a way that would make this processing unfair.

We will not send you general marketing information as part of a group e-mailing campaign unless you have consented to being contacted in this way.

Unless you request us not to, we may be required to share your information with our specialised subsidiaries, located outside of the European Economic Area. We will only share your information with these subsidiaries where it is necessary to receive the services under our contract.

We will collect and store personal information including contact details of third parties with whom we are in contact during the delivery of Services to our customers or discussions relating to Services to prospective customers. We may receive that information from you, a customer, a supplier, an introducer or otherwise as a result of an interaction between you and our supplier or customers. We process that information because it is in our legitimate interests to do so in order for us to be able to perform our contracts for our customers or pitch for work from prospective customers. We believe that you would reasonably expect us to process your personal information in this way and that such processing does not an impact on you in a way that would make this processing unfair.

Where your personal information is kept as part of a file relating to the performance of a contract with one of our customers, we will also retain that information and any information relating to that contract for a period of seven years following completion or termination of that contract(s) so that we can review the file if any complaints or issues arise after completion or termination of the contract. Where your information is stored in our contacts database but is not kept in a customer or supplier file, we carry out a review of our contacts database every three years when we consider whether or not we still have a legitimate interest to keep your contact information. Where we consider that we no longer have a legitimate interest to keep your contact information we will delete it.

We may also contact you about new business opportunities for us to work together with you and to keep you informed of our activities. We are processing your personal information in this way because it is our legitimate interests to grow our business and explore new business opportunities with you. We will only do this if we believe that you would reasonably expect us to contact you in this way and that such processing does not have an impact on you in a way that would make this processing unfair.

We will not send you general marketing information as part of a group e-mailing campaign unless you have consented to being contacted in this way.

We will collect, store and use personal information including contact details of people who we might do business with as a supplier or a customer for the purpose of growing our business and exploring new business opportunities. We may collect this information from you, when you contact us (including through this website) or from a mutual contact. We will only collect contact information from your website or another third party website if we have identified you specifically as someone who may be interested in receiving a Service from us or delivering goods or services to us. We may contact you about new business opportunities for us to work together with you and to keep you informed of our activities.

We are processing your personal information in this way because it is in our legitimate interests to grow our business and explore new business opportunities with you. We believe that you would reasonably expect us to process your personal information in this way and that such processing does not have an impact on you in a way that would make this processing unfair.

Where your information is stored in our contacts database but is not kept in a customer or supplier file, we carry out a review of our contacts database every three years when we consider whether or not we still have a legitimate interest to keep your contact information. Where we consider that we no longer have a legitimate interest to keep your contact information we will delete it.

We will not send you general marketing information as part of a group e-mailing campaign unless you have consented to being contacted in this way.

Employees should refer to the Employee Privacy Notice for further information about our privacy policy in respect of employees.

Where an employee has provided us with personal information about a spouse, civil partner or other family member/friend (perhaps in relation to sharing a Company car, private medical insurance or other benefits or as an emergency contact), it is the employee’s responsibility to inform that person that the employee has provided us with their details and that we will be processing it in connection with the relevant benefit and/or policy in accordance with this privacy policy.

If we have received your details in response to a recruitment initiative, we will store the personal information that either you, your recruitment agent or another third party has provided us with. We process that information because it is in our legitimate interests to do so in order for us to be able to make an informed decision about whether to interview you and, ultimately, recruit you. We believe that you would reasonably expect us to process your personal information in this way and that such processing does not an impact on you in a way that would make this processing unfair. Where your personal information is kept as part of a file relating to prospective employees of the Company, we will retain that information and any information relating to that matter. This is so that we can review the file if any complaints or issues arise after the recruitment process. The length of time that we keep prospective employee files is usually 6 months after conclusion of the relevant recruitment process.

Unless you request us not to do so, we may also contact those individuals who are referred to in any information you provide us with, for example referees, this contact may be made by telephone, e-mail or post. We will only do this if we have your express permission to contact them in this way.

Where you have provided us with personal information about a referee or a previous employer, it is your responsibility to inform that person that you have provided us with their details and that we will be processing it in connection with your employment application. You should also give them our contact details (below) should they wish to discuss this with us.

If we have received your personal information from a third party, for example an introducer, your employer or service provider, that third party will be the controller in relation to that personal information and we will be processing it on their behalf. You should therefore contact that third party to review their privacy policy.

If you become a customer or a prospective customer as a result of an introduction, the Company will become a controller in relation to your personal information and the relevant sections of this policy will apply.

We may hold your contact details and personal information as a result of an interaction between you and one of our employees or prospective employees. This interaction could be as a result of business development and/or business networking. We are processing your personal information in this way because it is in our legitimate interests to retain a record of our employees’ engagement with third parties. We believe that you would reasonably expect us to process your personal information in this way and that such processing does not impact on you in a way that would make this processing unfair. We carry out a review of our contacts database every three years when we consider whether or not we still have a legitimate interest to keep your contact information. Where we consider that we no longer have a legitimate interest to keep your contact information we will delete it safely.