Privacy Policy

This Policy outlines how personal data is handled in accordance with GDPR, as applicable: a) the General Data Protection Regulation (EU GDPR), b) UK General Data Protection Regulation (UK GDPR) and c) the Data Protection Act 2018 (DPA 18).

What we collect

Certero collects data to operate effectively and provide you with the best experiences with our products.

The type of personal data collected may include:

• Name
• Address
• Email address
• Job Title
• Telephone number
• Business name
• IP address
• Demographic information such as postcode

How we collect it

Personal data is obtained from one or more of the following:

• Visits and use of the Certero websites
• Use of Certero’s social media
• Use of Google Analytics
• Attendees of corporate events
• Subscribers to Certero Company updates
• Parties entering into agreements with Certero
• Requests for information about products and services offered by Certero, and/or quotes
• Employment enquiries
• Data obtained by third parties

Lawful Basis of Processing Data

The lawful basis of processing of data will always be determined prior to any data being processed. The laws for processing personal data under GDPR are as follows:

• Consent – the individual has given their Consent to the processing of their personal data
• Contractual – processing of personal data is necessary for the performance of a contract to which the individual is a party, or for Certero to take pre-contractual steps at the request of the individual
• Legal Obligation – processing of personal data is necessary for compliance with a legal obligation to which Certero is subject
• Legitimate Interests – processing of personal data is necessary under the Legitimate Interests of Certero or a Third Party, unless these interests are overridden by the individual’s interest or fundamental rights
• Public Task – processing of personal data is necessary for the performance of a task carried out in the public interest or in the exercise of official authority
• Vital Interests – processing of personal data is necessary to protect the vital interests of the individual or another individual

Certero processes personal data under one, or more, of the following Lawful Bases:

• Consent
• Contractual
• Legal Obligation
• Legitimate Interest

What we use it for

Certero will use the information it collects to provide legitimate business services such as:

• Marketing and promotional purposes
• For statistical analysis
• Telesales purposes,
• Product updates
• Security notifications
• Product development
• To meet our statutory monitoring and reporting responsibilities and to handle and communicate orders, billings and payment, delivery of products and services.

Your personal information, however, will never be sold to any company nor will it be shared with third parties, unless specifically stated otherwise in this policy or as required by law.

How Personal Data is Stored

Information is stored within Certero’s CRM system. Only a Certero Employee can access this information. This is ensured by the use of strict operational processes and procedures.

Customer Center

Our customer center which is used to update customers on new products and to raise product related issues and queries is covered within this privacy policy. Your account information is kept confidential and secure within the customer center via a unique username and password that is selected by you. When you enter sensitive information (such as login credentials) we encrypt the transmission of that information using transport layer security technology (TLS). Your username and password should be kept confidential because they are the key to accessing the information held by Certero about you. You are responsible for keeping your username and password. If your computer or other device is accessible to or by others, you should log out of the Certero customer center whenever you leave your computer or other device. No method of transmission over the Internet, or method of electronic storage, is 100% secure. Therefore, we cannot guarantee its absolute security. If you have any questions about security on our website, you can contact us at [email protected]

Customer Account Management

Information collected from customers is necessary in providing our service, tracking and responding to product tickets and account management purposes such as processing orders and invoicing. This information is necessary to fulfil our contractual requirements. Existing customers, may be contacted with information about goods and services similar to those which were the subject of a previous sale to you. We will always provide opportunity and instruction on how to opt-out of marketing and telesales communications should you no longer wish to receive information. If you would like to update your preferences please email [email protected]

Sharing of information

Certero only work with carefully chosen partners and ensures that all relevant terms & conditions and agreements are in place to be confident our partners meet GDPR requirements. Certero will gain consent to use personal information such as individuals’ names in all instances except those stated below:

• In instances where Certero and a partner jointly promote the Certero service, Certero may provide that partner certain information, such as name and e-mail address, for the sole purpose of allowing Certero and the partner to evaluate the promotion.
• Certero may use your information to disclose summary information to strategic and business partners: the summary information is obtained by combining data from many individuals with the name and other identifiers removed.
• Certero also may create aggregate reports on user demographics and traffic patterns. This information may be used to negotiate with service providers who complement the Certero service or assist us in our efforts to expand our customer base.
• Certero uses the information in order to provide services and may perform auditing, research, and analysis in order to maintain, protect, and improve our services, ensure the technical functioning of our network, protect the rights or property of Certero or our users, and develop new products or services.
• Certero may share your personal information with our authorized direct marketing agents unless you tell us that you do not wish this to happen.

Other than as provided above, Certero will not divulge any of your personal information to any other organization unless: (1) you give Certero explicit, and specific, prior permission; (2) we provide such information to our subsidiaries, affiliated companies or other trusted businesses or persons for the purpose of processing personal information on our behalf such as an employment partner to process job applications, a credit card processing company to bill you for events, and an email service provider to send out emails on our behalf, a data processing company to check personal information (these parties agree to process such information based on our instructions and in compliance with this Privacy Policy and any other appropriate confidentiality and security measures); (3) we have a good faith belief that access, use, preservation or disclosure of such information is reasonably necessary to (a) satisfy any applicable law, regulation, legal process or enforceable governmental request, (b) enforce applicable agreements, including investigation of potential violations thereof, (c) detect, prevent, or otherwise address fraud, security or technical issues, or (d) protect against harm to the rights, property or safety of Certero, its users or the public as required or permitted by law; (4) you make an inquiry, request or complaint that requires follow-up and we share your information with others to satisfy your inquiry; and/or if Certero is involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified via email and/or a prominent notice on our website of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.

Retention of Data

We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements, as long as your account is active or as long as it is necessary for the purposes set out above in the Privacy Policy

Correcting and Updating Your Information

Certero conform to the privacy laws in line with GDPR, you have the right to view, update, correct or delete personal information which Certero holds.

Access to Information

Individuals and accounts whose personal information is processed and stored by Certero can access their information at any time. Individuals and accounts are always fully in control of the information that we maintain. Individuals can change their personal information at any time and as often as necessary by contacting the Certero Data Protection Officer on [email protected]

Opt Out of Communication and Right to be forgotten

Certero Customers also can request to “opt out” of all communications from Certero and have the right to be forgotten in which their personal data will be deleted (requests for deletion of certain information may require closing the account). This may not be possible for Certero customers as this information is required for Certero to continue providing our contractual services. To opt out of email communication or telephone communication from Certero please email [email protected]

Information about an individual or account may be withheld or exempted from deletion if this is required by law, is part of a fraud investigation or is required for accounting and audit purposes.

Information regarding individuals is ultimately controlled by the individuals by whom the Individual is employed or for whom the Individual serves as a consultant or contractor. We will respond to all requests for access or change within 30 days.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected]

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Address

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number

+44 (0)303 123 1113

ICO website

https://www.ico.org.uk

Cookies

This website uses ‘Cookies’ which are a small text file placed on the user’s computer or device when you visit a website. Cookies help Certero to improve the website and deliver a better and more personalized experience. This allows us to:

• Estimate our website audience size
• Store information about user preferences
• Recognize users when they return to the website
• Provide Certero with business and marketing information
• Users may use their browser settings to refuse cookies.

We use both session ID cookies and persistent cookies. We use session cookies to make it easier for you to navigate our site. A session ID cookie expires when you close your browser. A persistent cookie remains on your hard drive for an extended period of time. You can remove persistent cookies by following directions provided in your Internet browser’s “help” file. We do not support Do Not Track browser settings.

Tracking cookies enable us to identify your device when you move between different Digital Properties, so that we can serve targeted advertising to you through third party platforms such as Google Ads. We do not collect personal, identifiable, or sensitive information from our visitors. Our cookies collect the following information:

• IP Address
• Pages Visited
• Email Address (If express permission is given)
• Hashed identifiers derived from email addresses for the purposes of cross device tracking targeted advertising

The use of cookies by our partners, affiliates, tracking utility company, service providers is not covered by our privacy statement. We do not have access or control over these cookies. Our partners, affiliates, tracking utility company, service providers use session ID cookies to securely identify and validate visitors to the website during your visit.

Certero for Mobile

For users of Certero for Mobile, the app collects location data even when the app is closed or not in use for the following purposes:

• To allow your Certero for Mobile administrator to track the location of the device.
• If your administrator enables geofencing, to alert them if the device moves outside the permitted area.

Location information is never sent to Certero and is only visible to your Certero for Mobile administrator.

Third Party Websites

This website contains links to other website. Certero will not share your personal information with these websites and is not responsible for their privacy practices. Certero does not control and will not be responsible for the collection of personal information by third party websites. We have no responsibility or liability for the practices and policies implemented by third parties on their websites, accordingly, they are not covered by this Privacy Policy. You should contact the owners of third-party websites directly to ask questions about their privacy practices and policies.

Commitment to the Privacy of Your Family

The Certero website is not intended for minors under the age of 16 and we do not knowingly or specifically collect information about minors under the age of 16. Protecting the safety of minors when they use the Internet is very important to us. It is our policy to comply with the Children’s Online Privacy Protection Act of 1998 and other applicable laws. We recommend that children receive permission from a parent before gaining access to the Certero service or sending personal information to Certero or anyone else online.

Limitation of Liability

CERTERO SHALL NOT BE LIABLE TO ANY CUSTOMER OR INDIVIDUAL FOR ANY INDIRECT, CONSEQUENTIAL, INCIDENTAL, SPECIAL OR PUNITIVE DAMAGES, OR ANY LOST PROFITS, REVENUE, DATA, OR DATA USE. CERTERO’S MAXIMUM LIABILITY FOR ANY DAMAGES ARISING OUT OF OR RELATED TO THIS POLICY, WHETHER IN CONTRACT OR TORT, OR OTHERWISE, SHALL BE LIMITED TO £5,000.00.

Additional Information

We may update this privacy statement to reflect changes to our information practices. We encourage you to periodically review this page for the latest information on our privacy practices.

If you have any questions regarding this Privacy Policy you can contact us via email at [email protected] or via postal mail at:

Postal address

Certero Limited
Cedarwood One
Kelvin Close
Birchwood
Warrington
Cheshire
WA3 7PB
United Kingdom

Policy version

Privacy Policy Version 15