Privacy and Data Principles

PLEASE READ THIS PRIVACY POLICY CAREFULLY BEFORE USING OUR SITE

X:drive Computing Limited (we) are committed to protecting and respecting the privacy of our customers, their staff and other guest users of our site.

This policy (together with our Terms of Website Use and Cookie Policy) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting www.whosoffice.com (our site) you are accepting and consenting to the practices described in this policy.

If you are a staff member of one of our customers your employer is the data controller for the purpose of the Data Protection Act 1998 (due to be replaced by the General Data Protection Regulation ((EU) 2016/679) from 25 May 2018) (the Act), and we merely process data on their behalf as part of your and their use of our services. Otherwise we are the data controller for the purposes of the Act. We are a company registered in England and Wales with company number 03736333 whose registered office is at The Beer Cart Building, Beer Cart Lane, Canterbury, Kent CT1 2NY.

INFORMATION WE MAY COLLECT FROM YOU

We may collect and process the following data about you:

  • Information you give us.
    You may give us information about you, including personal data, by filling in forms on our site or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you subscribe to the WhosOffice service and use such service, sign up to our mailing list, participate in social media functions on our site and when you report a problem with our site or provide other feedback to us. The information you give us may include your name, address, e-mail address and phone number, any optional details you choose to add to the “edit my details” area of our site, and staff leave information relating to holiday, sickness and other absences.
  • Information we collect about you.
    With regard to each of your visits to our site we automatically collect the following information:
    • technical information, including the internet protocol (IP) address used to connect your device to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; and
    • information about your visit, including the full uniform resource locators (URL) clickstream to, through and from our site (including date and time); information you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to contact us.
    This information is statistical data and does not identify any individual, however, it may do so if we combine it with other data you provide to us about you or that we may receive from third parties.
  • Information we receive from other sources.

    We may work with third parties (including, for example, analytics providers and search information providers) and may receive information about you from them.

    If you are a staff member of one of our customers then we may receive information about you from your employer as part of your and their use of our services.

COOKIES

Cookies are small pieces of information stored by your browser on your device’s hard drive. 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 our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy .

USES MADE OF THE INFORMATION

We use information held about you in the following ways:

  • Information you give to us.
    We will use this information:
    • to correspond with you and to provide any information you may request from us;
    • to process your organisation’s application to use our services and carry out our obligations under any contract;
    • to register each staff member as a user and process all requests, approvals, declines, sickness, out of office and meeting information in relation to their out of office times, as set up and managed by their employer;
    • to deal with any enquiries, problems or complaints you may have about our services or our site;
    • to provide you with information about how to get the best out of our services;
    • to provide you with information about other services we may offer that are similar to those that you have already ordered or enquired about (please note this is the only type of marketing you will receive from us);
    • to notify you about changes to our service; and
    • to ensure that content from our site is presented in the most effective manner for you and for your device

    We only use your data for marketing purposes in the very limited circumstances set out above. If we ever choose to do further marketing in the future, we will only send you the types of marketing communications through such methods (e.g. post, email) as you have agreed to receive.

    You can exercise your right to opt out of receiving marketing at any time, see the your rights section below for details.

    If you are a staff member of one of our customers your personal data entered into the “enter my details” area of our site will never be used for marketing purposes and will only be shared with other members of your organisation in accordance with this policy or as may be required by law.

  • Information we collect about you.
    We will use this information:
    • to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
    • to improve our site to ensure that content is presented in the most effective manner for you and for your device;
    • to allow you to participate any interactive features of our service, when you choose to do so;
    • as part of our efforts to keep our site safe and secure; and
    • to measure and understand the effectiveness of our advertising by seeing where you signed up from when you select an advertising source.
  • Information we receive from other sources.

    We may combine this information with information you give to us and information we collect about you. We may us this information and the combined information for the purposes set out above (depending on the types of information we receive).

    We will retain the information we hold about you for as long as is reasonably necessary for the purposes listed above.

DISCLOSURE OF YOUR PERSONAL DATA

Whilst using our services, other members of your organisation who wish to contact you will be able to identify you by your name and any other personal data you may make available about yourself on the “edit my details” page of our site. Please note we have no responsibility or control over the contents of any communications made between members of your organisation whilst using our services.

We may disclose your personal data to third parties including:

  • in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets;
  • if X:drive Computing Limited or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets; and
  • if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Website Terms of use or Terms and Conditions of Supply and any other agreements; or to protect the rights, property, or safety of X:drive Computing Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

We may also share anonymised aggregate information about our users, for example the number of users of our website or services on a given day, however we never share personal data with third parties for marketing purposes.

WHERE WE STORE YOUR PERSONAL DATA

All information you provide to us is stored on our secure servers in the UK which only a limited number of our employees can access. All information transmitted will be encrypted using SSL technology.

Unfortunately, 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 our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

If you are a staff member of one of our customers we shall comply with our obligations under the Act in that relate to the security of your personal data.

YOUR RIGHTS

You have the right to ask us not to process your data for marketing purposes. You can exercise this right at any time by contacting us at support@whosoffice.com.

We never share personal information with third parties for marketing purposes.

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

ACCESS TO INFORMATION

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act by contacting us at support@whosoffice.com.

As a staff member of one of our customers you may access the personal information stored about you through the “edit my details” area of our site. It is your responsibility to ensure the personal information stored about you is correct and up-to-date at all times. Any subject access requests you may wish to make in accordance with the Act should be directed to your employer as data controller.

CHANGES TO OUR PRIVACY POLICY

Any changes we may make to this policy in the future will be posted on this page. Please check back frequently to see any updates or changes to this policy.

CONTACT

Questions, comments and requests regarding this policy are welcomed and should be addressed to support@whosoffice.com.

Thank you for visiting our site.


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