You have the right to contact the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
In discharging the responsibilities of the Data Controller, we have Processors who deal with your data on behalf of the Data Controller. Therefore, the responsibilities described below may be assigned to an individual, or may be taken to apply to the organisation as a whole. The Data Processor has the following responsibilities:
Personal Data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of Personal Data about you which we have grouped together below. Not all of the following types of data will necessarily be collected from you but this is the full scope of data that we collect: If you sign up to use Prosopo and create a profile this will include:
If you purchase a product on the platform this will include:
If you log onto the platform or contact us through our live-chat software:
Technical Data: internet protocol (IP) address, browser type and version, time zone setting and location, operating system and platform, and other technology on the devices you use to access this website.
Customer Support Data includes feedback and survey responses. If you have done a webchat or contacted us by email or on live-chat we will retain a record of that conversation
Usage Data includes information about how you use our website, products and services.
There are a number of justifiable reasons under the GDPR that allow collection and processing of Personal Data. The main avenues we rely on are:
You may give us your identity, contact and financial data by filling in forms or by corresponding with us by phone, email or otherwise. This includes Personal Data you provide when you:
We will receive Personal Data about you from various third parties including:
We will only use your Personal Data when the law allows us to. Set out below is a table containing the different types of Personal Data we collect and the lawful basis for processing that data. Please refer to section 2.2 for more information on the lawful basis listed in the table below. Examples provided in the table below are indicative in nature and the purposes for which we use your data may be broader than described but we will never process your data without a legal basis for doing so and it is for a related purpose. For further inquiries please contact our Data Protection Officer.
|Type of data
|Lawful basis for processing including basis of legitimate interest
|User visiting the public website for the first time
|(a) Legitimate interest: We need to understand where you are logging in from, so we know whether you can take advantage of our services, and what browser you are using. This data allows us to understand our customer demographic and helps diagnose service provision issues, to keep our records up-to-date and analyse how customers use our services.
|When a non-registered User uses our live chat support
|(a) Potentially identity/contact (depending on the contents of the conversation)
(d) Marketing and communication
|(a) Consent: We ask you for your email, so we can easily get back in touch with you and connect the conversation history to an individual. It also allows us to register you as a User to be able to enter into a contract with you. You must volunteer this information. We will not extract it from you without your consent.
(b) Legitimate Interest: We need to understand where you are logging in from so we know whether you can take advantage of our services, and what browser you are using so we can understand our customer demographic to help diagnose service provision issues, to keep our records up-to-date and analyse how customers use our services.
|When a User uses our live chat support and voluntarily leaves their email address or has previously logged into the Platform
(d) Marketing and communication
|(a) Consent: We ask you for your email so we can easily get back in touch with you and connect the conversation history to an individual. It also allows us to register you as a User to be able to enter into a contract with you.
(b) Legitimate Interest: We need to understand where you are logging in from so we know whether you can take advantage of our services, and what browser you are using so we can understand our customer demographic to help diagnose service provision issues, to keepour records up-to-date and analyse how customers use our services.
|A User requesting and attending a live demo of our products/services or inquiring into our services through a call with members of our sales/support team
|(a) Consent: Certain company information will be taken at this time, including names of team members on the call.
(b) Legitimate Interest: We need this information to be able to contact you. (We will sometimes record audio or video calls with you so that both of us can refer back to it if necessary
|User signing up to the platform and creating an account
(f) Marketing and communications
|(a) Consent: You will need to include Personal Data when filling in your User profile on the platform.
(b) Contractual Obligation: In order to use our Platform you need to contract with us under our Terms of Service and so this data is necessary to form the contract between us.
(c) Legitimate Interest: We need to understand where you are logging in from so we know whether you can take advantage of our services, and what browser you are using so we can understand our customer demographic to help diagnose service provision issues, to keep our records up-to-date and analyse how customers use our services.
|User makes a purchase on the Website
|(a) Consent: You will need to include Personal Data when filling in the Company profile on the Platform so the content you create is linked to your profile. We will retain the name that is stated on the credit/debit card you enter into our third party card payments API but all other card details are stored by them and not retained by us.
(b) Contractual Obligation: In order to use our Platform you need to contract with us under our Terms of Service and so this is necessary to form the contract between us. We need to retain your Transactional Data so that we can comply with our legal obligation to send you an invoice following a purchase.
(c) Legitimate Interest: We need to know who you are so that we know who to deliver the service to once it has been purchased. It also enables us to provide support to the right individual in case there is an issue with the purchased product.
|User support with specific products
|(a) Consent: We may need your telephone number or other further contact details if reaching out to you is best achieved via those details instead of our live chat.
(b) Legitimate Interest: We will retain records of the transactions you have made with us and what you have used on the Platform so when you come to us with an issue we can quickly identify what your issue relates to and provide you with the most efficient support
|Sharing Personal Information with third parties and of third parties
|(a) Legitimate interest: The user has inputted certain Personal Data about connected third parties and circulated that Personal Data to other connected third parties because those third parties have indicated that they wish to enter into another contractual relationship. The User will have obtained consent from the third parties prior to entering the data into the Platform
|To administer and protect our business (the Site and Platform) including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data
|(a) Legitimate interest: For running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise.
(b) Contractual Obligation: To be able to comply with all legal obligations surrounding data collection, processing and retention.
|To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
|(a) Legitimate interest: To define types of customers for our products and services, to keep our Site and Platform updated and relevant, to develop our business and to inform users about marketing strategy
You will receive marketing and new content communications from us if you have created an account and by doing so opt into receiving those communications. From time to time we may make suggestions and recommendations to you about goods or services that may be of interest to you.
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 our Data Protection Officer. If we need to use your Personal Data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
You may delete your account at any time – this will remove your account page from the Platform and our related software. We do not guarantee the ability to delete all stored data. If you would like us to delete/correct personally identifiable data, let us know and we will action your request as soon as practicable. Your account information will be protected by a password for your privacy and security. You need to prevent unauthorized access to your account and personal information by selecting and protecting your password appropriately and limiting access to your computer or device and by signing off after you have finished accessing your account. You can access information associated with your account by logging into Prosopo. California Privacy Rights: Under California Civil Code sections 1798.83-1798.84, California residents are entitled to ask us for a notice identifying the categories of personal customer information which we share with our affiliates and/or third parties for marketing purposes, and providing contact information for such affiliates and/or third parties. If you are a California resident and would like a copy of this notice, please submit a written request to [email protected]
We are concerned with keeping your data secure and protecting it from inappropriate disclosure. We implement a variety of security measures to ensure the security of your Personal Data on our systems. Any Personal Data collected by us is contained behind secured networks and is only accessible by a limited number of employees who have special access rights to such systems and are bound by obligations of confidentiality. Where sensitive data is collected by us it will be transmitted and protected via a secure protocol and encrypted in our databases to be accessed only as stated above. If and when we use subcontractors to store your data, we will not relinquish control of your Personal Data or expose it to security risks that would not have arisen had the data remained in our possession. However, unfortunately, no transmission of data over the internet is guaranteed to be completely secure. It may be possible for third parties not under the control of Prosopo to intercept or access transmissions or private communications unlawfully. While we strive to protect your Personal Data, we cannot ensure or warrant the security of any Personal Data you transmit to us. Any such transmission is done at your own risk. If you believe that your interaction with us is no longer secure, please contact us.
You can ask us to stop sending you marketing messages at any time by contacting us at any time at [email protected]. Where you opt out of receiving these marketing messages, we will continue to retain Personal Data provided to us as a result of a product/service purchase, product/service experience or other transactions.
You will not have to pay a fee to access your Personal Data (or to exercise any of the other rights). However, if your request is clearly unfounded, we could refuse to comply with your request. We may need to request specific information from you to help us confirm your identity (for example we may ask how you are related to the User in question) and ensure you have the right to access your Personal Data (or to exercise any of your other rights). This is a security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We will only retain your Personal Data for as long as reasonably necessary to fulfil the purposes we collected it for. For example, we are bound to retain your User profile information so that we can monitor the bot protection service we are providing to your website. In contrast, conversations you have with us over email or through our live chat software will be retained while the matter is ongoing, but once our conversation ends we may delete the record of that conversation. We may retain your Personal Data for a longer period than usual in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
Your information may be stored and processed in the US or other countries or jurisdictions outside the US where Prosopo has facilities. We are currently storing data in the EU and so, by using Prosopo, you are permitting and consenting to the transfer of information, including personal data, outside the US.
All uses of the word "including" mean "including but not limited to" and the enumerated examples are not intended to in any way limit the term which they serve to illustrate. Any email addresses set out in this policy may be used solely for the purpose for which they are stated to be provided, and any unrelated correspondence will be ignored. Unless otherwise required by law, we reserve the right to not respond to emails, even if they relate to a legitimate subject matter for which we have provided an email address. As a matter of common sense, you are more likely to get a reply if your request or question is polite, reasonable and there is no relatively obvious other way to deal with or answer your concern or question (e.g. FAQs, other areas of our website etc.). Our staff are not authorised to contract on behalf of Prosopo, waive rights or make representations (whether contractual or otherwise). If anything contained in an email from a Prosopo address contradicts anything in this policy, our terms or any official public announcement on our website, or is inconsistent with or amounts to a waiver of any Prosopo rights, the email content shall be read down to grant precedence to the latter. The only exception to this is genuine correspondence expressed to be from the Prosopo legal department.
Please also see our Terms and Conditions for our Site, Platform, and Services which set out the terms, disclaimers, and limitations of liability governing your use of Prosopo.