Privacy Policy

Scope of this policy

This privacy policy (the “Policy”) applies to those visiting our websites provided under hostedpmm.com domain including the HostedPMM cloud services platform (together, the “Platform”). This Policy informs you how we collect and process your personal data through your use of the Platform, including any data you may provide through the Platform or use or purchase of our products or services.

This Policy does not apply to any of the personal information that our customers and their authorized users may collect and process using the Platform (“Customer Data”). Our customers are controllers of the Customer Data and their respective privacy policies govern their collection and use of Customer Data. We act as a processor for our customers’ Customer Data and our processing of Customer Data is governed by the contracts that we have in place with our customers, not this Policy. 

Data controller and contact details

For the purpose of the relevant data protection legislation, Ivinco Ltd. of Office 2, Derby House, 123 Watling Street, Gillingham, Kent ME7 2YY United Kingdom with  Company No. 6851439, is the data controller (referred to as “we” or “us”) and is responsible for ensuring that personal data is processed in compliance with this Policy and applicable data protection laws. You may contact us in privacy related matters by email at privacy@hostedpmm.com.

Types of data we collect

When you visit and use our websites and the Platform and when you send us information or communications and through our marketing activities we may collect the following information from you:

Information you give us: any communication with us provided by you by filling in forms on the Platform, or by corresponding with us by phone, e-mail, chat, or otherwise; also any information you may provide when you use the Platform and when you report a problem with our Platform or the services available on it or provide feedback. 

Information we collect about you: any information that is processed in connection with the usage of the Platform and customer relationship (may include personal data):

• Information of the users of the Platform, such as full name, email address, job title, company name;
• Customer relationship details, such as the contract between us and the customer, start and end date of customer relationship and services ordered;
• Billing information, such as, bank account information, payments made, outstanding invoices, and invoices delivered; Please note that we do not collect credit card information from you. This will be collected directly from you by our third-party payment processor;
• Information collected using Marketing and sales campaigns and communications.

Data collected automatically: we collect some technical data automatically through the use of our Platform, which may be associated with you. For this purpose, the following information may be processed: user’s IP address; device type and ID; browser type, configuration and version; geographical location based on the IP address; service access times; statistics on page views and time spent on pages; any other automatically collectible information.

Information that we may receive from third parties: from time to time, we may obtain information about you from-third party sources, such as public databases and websites, resellers and distributors, joint marketing or business partners, security and fraud detection firms and social media platforms.

Links to third party sites. In our websites and Platform we may link to certain third-party websites and applications (e.g., such as Facebook). Your use of the third-party websites, applications will be subject solely to their respective privacy policies and not this Policy.

Special categories of personal data. We do not collect or process any special categories of personal data about you.

Cookies. Our websites and Platform use cookies to distinguish you from other users of our Platform. This helps us to provide you with a good experience when you browse our Platform and also allows us to improve our Platform. 

• By continuing to use our websites and the Platform, you are agreeing to our use of cookies.
• A cookie is a small packet of data which may include an anonymous unique identifier that we may store on your browser or your computer if you agree. We may use other forms of technology that serve a similar purpose to cookies and which allow us to monitor and improve our services.
• To the extent personal data is processed via these cookies, processing of personal data is carried out in accordance with this Policy.
• There may be five main types of cookies we use:
  • Necessary cookies are essential to enable you to login, navigate and use the features of our websites and the Platform or to provide the services requested by you. These cookies can be used for security and integrity reasons.
  • Functionality cookies allow the Platform to remember preferences you make and provide personalized features. 
  • Performance cookies collect information about your online activity (for example the duration of your visit on the Platform and websites), including behavioral data and content engagement metrics. These cookies are used for analytics, research and to perform statistics (based on aggregated information).
  • Marketing or advertising cookies are used to deliver tailored offers and advertisements to you, based on your derived interests, as well as to perform email marketing campaigns. We may use third party service providers to serve ads on other websites. These third parties may automatically collect and use certain information about your online activities. This Policy does not apply to cookies (or similar tracking technology) used in third party ads. 
• You can block certain cookies by changing your preferences settings provided by our websites or by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including the necessary cookies) you may not be able to access and use the Platform.
• Except for essential cookies, all cookies will expire within 2 years.
• Your use of our websites and the Platform may result in some cookies being stored that are not controlled by us. Here are third-party cookies we use:

How we use collected data 

We process personal information collected via the Platform (and through other means described in this Policy) for purposes described in this Policy, including using your information for the following:

• To provision our services. We process personal data when this is necessary to provide our services, and specific features selected by the customers, and to manage and maintain the customer relationship. 
• For marketing purposes. We process personal data for marketing purposes to send direct marketing via email to provide you with relevant information as part of our services and to promote our services. We (or our service providers on our behalf) may collect data about the use of our websites and the Platform and provide targeted advertising. When you receive newsletters or promotional communications from us, you will have the opportunity to “opt-out” by following the unsubscribe instructions provided in the e-mail you receive or by contacting us by email at privacy@hostedpmm.com. 
• To fulfill our legitimate interests, which include our interests to:
  • Effectively manage our relationship with our customers, including responding to queries, resolving technical issues, providing customer support and sending necessary information relating to our services. 
  • Improve our services by seeking feedback and performing data analytics on the usage of our website and services, and creating user group profiles and anonymous, aggregated statistics about the use of our website and services.
  • Protect the security, availability and integrity of our services and information systems, including by using authentication mechanisms and other security measures, monitoring our systems for security threats, keeping back-ups, and carrying out system maintenance services.  
  • Protect our legal rights, including by handling complaints and exercising or defending legal claims.
• To comply with legal and regulatory requirements. We process personal data to comply with legal requirements under applicable laws (e.g. tax and accounting obligations) and with court orders and requests by competent regulatory and governmental authorities.

Disclosure of your information

We may share your information with the following, selected third parties:

• business partners, service providers and sub-contractors for the performance of any contract we enter into with them or you; 
• service providers acting as processors who provide IT, customer management, recruitment administration and system administration services;
• analytics and other technology providers that assist us in the improvement and optimization of our Platform.

We may disclose your personal data to certain third parties in the following circumstances:

• if we have your permission to do so;
• to third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. If a change happens to our business, then the new owners may access and use your personal data;
• if we are under a duty to disclose or share your personal data in order to comply with any legal obligation;
• to third parties to market their products or services to you if you have consented. We contractually require these third parties to keep personal data confidential and use it only for the purposes for which we disclose it to them.

International data transfers 

Your personal data may be shared with our affiliated companies and certain third parties who are based outside the UK and the European Economic Area (“EEA”) and we may process your information in jurisdictions where our affiliates/partners and third-party service providers are located. Specifically, our Platform servers are located in the United States of America.

Whenever we transfer your personal data out of the UK and EEA, we use specific appropriate safeguards approved by the European Commission and the UK Government, which are designed to give personal data the same protection it has in the EEA/UK (for example, requiring the recipient of personal data to enter into the relevant form of the so-called ‘Standard Contractual Clauses’ issued or approved from time to time). Please contact us at privacy@hostedpmm.com if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Security of your information

We take reasonable and appropriate steps to ensure that your information is treated securely and in accordance with this Policy. We use technical and organizational measures to protect your personal information against loss, misuse, unauthorized access, disclosure, alteration and destruction. For example such measures may include: physical access controls, encryption, internet firewalls, intrusion detection and network monitoring depending on the nature of the information and the scope of processing. Our staff who may have access to your information are required to keep your information confidential. 

Please be aware that no system connected to the Internet is guaranteed to be 100% secure, and we cannot ensure or warrant the security of any information you provide to us. To the fullest extent permitted by applicable law, we do not accept liability for unintentional disclosure. 

Data retention

We will only retain your personal data for as long as reasonably necessary to fulfill the purposes defined in this Policy. In most cases we will only retain data for the duration of customer relationship and after that as required for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.

Your legal rights regarding your personal data

Under certain circumstances, you have rights under data protection laws in relation to your personal data, you may have the right to:

• The right to request access to your personal data;
• The right to request rectification, restriction or erasure of personal data;
• The right to object processing of personal data, that is based on legitimate interest;
• The right to object processing of personal data for marketing purposes and the right to prevent from receiving future direct marketing;
• If processing of personal data is based on consent, you have the right to withdraw consent at any time;
• The right to data portability, meaning the right to receive the personal data in a structured, commonly used machine-readable format and transmit the personal data to another data controller, to the extent required by applicable law. 

If you wish to exercise any of the rights set out herein, please contact us at privacy@hostedpmm.com.

Changes to our Privacy Policy

This Privacy Policy is subject to occasional revision, and if we make any substantial changes in the way we use your personal data, we will notify you by sending you an e-mail to the last e-mail address you provided to us. Any changes we may make to this Policy will be posted on this page. If you use our Platform after any changes to this Policy have been posted, that means you agree to all of the changes. We encourage you to review this Privacy Policy periodically to stay informed about our practices.

Contact

If you have any questions or concerns about this Privacy Policy or any privacy issues, please email us at: privacy@hostedpmm.com.

Last update: July 11, 2022