Last updated 1stJune 2018
At Copronet (referred to as “we”, “us”, “our”) we take privacy seriously and we are committed to protecting it.
This policy explains when and why we collect personal information about individuals, how this information is used, with whom we share that information and the rights they have over it.
This policy may change from time to time so please check this page occasionally to ensure that you are happy with any changes.
This policy was last updated on the date set out at the start of this page. Please see further the section Changes to this policy below.
We (The Tender Space Limited) are the controller in relation to the processing activities described below. A ‘controller’ is an organisation that decides why and how your personal information is processed and is responsible for such processing.
If you provide any personal information to our site located at www.copronet.com or we collect personal information when you interact with it, we will be the controller of that personal information.
We are registered in England and Wales with company registration number 09418213. Our registered office is at 22 Barn Rise, Wembley, Middlesex, HA9 9NQ.
We collect personal information from you in the following ways:
This is information about you that you give to us when:
This information is provided by you entirely voluntarily.
This includes information provided at the time of registering to use our site, subscribing to services or requesting further services and generally using our site, for example by filling in forms, uploading profile information and other content to the site, interacting with other users, managing your account online and engaging in correspondence with us by phone, email or otherwise. We may also ask you for information when you report a problem with our site. If at our request you complete any surveys for research purposes, we will collect your personal information in such circumstances as well.
The information you give to us may include your name, address, account password, email address and phone number, enquiry details and other business and contact information. If you register for access to a premium Service via the site, we will also process your payment details and billing information in order to process payment for your subscription. We may also keep records of any correspondence and responses to any surveys.
If you opt to import your address book, we receive your contacts (including contact information your service provider(s) or app automatically added to your address book when you communicated with addresses or numbers not already in your list). Synced contacts are not automatically invited to connect with you on Copronet.
If we do not receive this information, you may be unable to use or interact with certain parts of our site, communicate with us effectively or allow us to comply with our own obligations to you.
We may automatically collect the following information:
details of your visits to our site, including, but not limited to, transaction data, traffic data, location data, weblogs and other communication data, and the resources you access. We may also automatically collect technical information, including anonymous data collected by the hosting server for statistical purposes, the Internet protocol (IP) address used to connect your computer or device to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform. Please see Cookies for further information. We may also view any personal information which you allow to be shared, such as the information you upload to the site (such as your Copronet profile), and information you share on third party social networks.
We may obtain certain personal information about you from other sources (including those outside of our business) which may include our suppliers and our clients. The third parties that may send us personal information about you are as follows:
|Source of personal information||The circumstances in which we may obtain personal information (as about you from this source|
|Other users of the site||Users of the site may share information about you with us, for example if you misuse the site or breach the Content Policy. Our Content Policy requires all users registering with the site to ensure that they have permission to use personal information relating to another user before submitting or disclosing it via the site.|
|Companies House (publicly available source)||We may verify customer and company information against UK company registration information (including director and shareholder details) available from Companies House and Creditsafe.||Creditsafe Social media networks (publicly available source)||We may view your social media profile registration data where you choose to register with our site using your existing social media profile and log-in details|
We process different types of personal information about you. To make it easier to understand the information that we use about you, we have categorised this information in the table below and provided a short explanation of the type of information each category covers.
|Category||Personal information included in this category|
|Behavioural||your activities, actions and behaviours|
|Biographical||your life experiences|
|Contact||information which can be used to address, send or otherwise communicate a message to you|
|Banking/Billing and cardholder data (where applicable)||information used to send/receive funds to/from you or that appears on your bills, and your payment card details (note this may not include personal information if make payment on behalf of the organisation you represent using a corporate card)|
|Fraud||information relating to the occurrence, investigation or prevention of fraud|
|Legal||information relating to legal claims made by you or against you or the claims process|
|Sales||information relating to your subscription(s)|
|Marketing preferences||Your preferences in respect of any marketing communications form us from time to time in relation to products or services which we believe may be of interest to you|
|Correspondence||information contained in our correspondence or other communications with you about our products, services or business|
The purposes for which we use your personal information and the legal basis under data protection laws on which we rely to do this are explained below.
We may use and process your personal information where you have consented for us to do so, as follows:
You may withdraw your consent for us to use your information in any of these ways at any time. Please see Withdrawing your consent for further details.
We may use and process your personal information where it is necessary for us to pursue our legitimate interests as a business, or that of a third party, for the following purposes:
Processing necessary for us to promote our products and services and our business
Processing necessary for us to support our clients and prospects with sales and other enquiries
Processing necessary for us to respond to changing market conditions and our clients’ needs
Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively
We will use your personal information to comply with our legal obligations:
Your information may be converted into statistical or aggregated data in such a way as to ensure that you are not identified or identifiable from it. Aggregated data cannot be linked back to you as a natural person. We may use this data for analytical and research purposes.
Users of the site may view information you post to the site, including:
Some of this information will be visible to any member that searches the applicable area of the Site and we have provided notices on the site so that you can identify which of the information you submit will be accessible by all members.
Other users may share the above information about you with us or with other users of the site. Our Content Policy requires all users registering with the site to ensure that they have permission to use personal information relating to another user before submitting or disclosing it via the site.
You should avoid excessive sharing of your personal information (including your contact details) with other site users. If you intend to share any personal information, please exercise the same level of caution as you would if dealing with the user in person. Never give any personal information to anyone until you are confident that it is safe to do so. You should in any event only reveal such personal information via secure communications that cannot be viewed by people other than the intended recipients.
We may disclose your information to our third party service providers, agents, subcontractors and other organisations (as listed below) for the purposes of providing services to us or directly to you on our behalf.
|Recipient / relationship to us||Industry sector (& sub-sector)|
|Accountancy services and software providers (e.g. Kashflow)||Professional services (accountancy)|
|Outsourced customer support providers||Professional services (customer services)|
|Advertising agencies||Media (advertising)|
|Banks, credit check agencies, payment processors, subscription managers and financial services providers (e.g. Stripe, Creditsafe, GoCardless)||Financial (banking)|
|Cloud service providers including storage and live chat||IT (cloud services)|
|Data destruction and archiving service providers||IT (data lifecycle management)|
|Financial auditing services||Audit (financial)|
|Government tax administration offices||Government (tax)|
|Insurance services providers||Insurance (brokers/underwriting)|
|IT support service providers (e.g. Ex-Networks, Amazon Web Services, Yammayap)||IT (support, hosting and maintenance)|
|Legal advisers||Professional services (legal services)|
|Market research and analytics service providers (e.g. Google Analytics)||Media (research and analytics)|
|Online email marketing, campaign management and customer relationship management platform services||IT (cloud services)|
|On-site security access control services||Security (on-site)|
The recipients mentioned above are located in Europe and the USA.
When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their service and we have a contract in place that requires them to keep your information secure and not to use it other than in accordance with our specific instructions.
When we share your personal information to third parties that are controllers of that information, they may disclose or transfer it to other organisations in accordance with their data protection policies. This does not affect any of your data subject rights as detailed below. In particular, where you ask us to rectify, erase or restrict the processing of your information, we take reasonable steps to pass this request on to any such third parties with whom we have shared your personal information.
We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation. We may also transfer your personal information if we’re under a duty to disclose or share it in order to comply with any legal obligation, to detect or report a crime, to enforce or apply the terms of our contracts or to protect the rights, property or safety of our visitors and customers. We will always take steps with the aim of ensuring that your privacy rights continue to be protected.
All information you provide to us may be transferred to countries outside the European Economic Area (EEA). By way of example, this may happen if any of our servers or those of our third party service providers are from time to time located in a country outside of the EEA. These countries may not have similar data protection laws to the UK and so may not protect the use of your personal information to the same standard. Please see Others who may receive or have access to your personal informationfor details regarding the locations to which your personal information is transferred.
If we transfer your information outside of the EEA in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this policy. These steps include:
Please contact us using the details at the end of this policy for more information about the protections that we put in place and to obtain a copy of the relevant documents.
If you use our services whilst you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those services.
We do not retain personal information in an identifiable format for longer than is necessary.
If we collect your personal information, the length of time we retain it is determined by a number of factors including the purpose for which we use that information and our obligations under other laws. We determine the period of retention of your personal information based on the following criteria:
Once you have informed us of your decision to close your account, we will (unless otherwise requested) generally delete your personal information within thirty days, except in the circumstances below.
The only exceptions to the above are where:
We implement appropriate technical and organisational measures to keep your personal information safe and secure.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our website and any transmission is at your own risk. Once we have received your personal information, we put in place reasonable and appropriate controls to ensure that it remains secure against accidental or unlawful destruction, loss, alteration, or unauthorised access.
You are responsible for keeping your account password confidential. We ask you not to share your password with anyone.
Our website may contain links to other websites run by other organisations. This policy does not apply to those other websites‚ so we encourage you to read their privacy statements. We cannot be responsible for the privacy policies and practices of other websites even if you access them using links that we provide. In addition, if you linked to our website from a third party website, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party website and recommend that you check the policy of that third party website.
Our site may use your personal information such as your role or skills to put you in touch with other members based on their search requirements, however, we do not envisage that any decisions that have a legal or significant effect on you will be taken about you using purely automated means, however we will update this policy and inform you if this position changes.
You have a number of rights in relation to your personal information under data protection law. In relation to certain rights, we may ask you for information to confirm your identity and, where applicable, to help us to search for your personal information. Except in rare cases, we will respond to you within one month from either the date that we have confirmed your identity or, where we do not need to do this because we already have this information, from the date we received your request.
You have the right to ask for a copy of the information that we hold about you by emailing or writing to us at the address at the end of this policy. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.
The accuracy of your information is important to us and we are working on ways to make it easier for you to review and correct the information that we hold about you.
In the meantime, if you change your name or address/email address, or you discover that any of the other information we hold is inaccurate or out of date, please let us know by contacting us in any of the details described at the end of this policy.
Where we rely on your consent as the legal basis for processing your personal information, as set out under How we use your personal information, you may withdraw your consent at any time by contacting us using the details at the end of this policy. If you would like to withdraw your consent to receiving any direct marketing to which you previously opted-in, you can do so using our unsubscribe tools. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.
Where we rely on your legitimate business interestsas the legal basis for processing your personal information for any purpose(s), as out under How we use your personal information,you may object to us using your personal information for these purposes by emailing or writing to us at the address at the end of this policy. Except for the purposes for which we are sure we can continue to process your personal information, we will temporarily stop processing your personal information in line with your objection until we have investigated the matter. If we agree that your objection is justified in accordance with your rights under data protection laws, we will permanently stop using your data for those purposes. Otherwise we will provide you with our justification as to why we need to continue using your data.
You may object to us using your personal information for direct marketing purposes and we will automatically comply with your request. If you would like to do so, please use our unsubscribe tool.
In certain circumstances, you may ask for your personal information to be removed from our systems by emailing or writing to us at the address at the end of this policy. Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request.
You may also ask us to restrict processing your personal information where you believe it is unlawful for us to continue processing, you have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings. In these situations we may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company or in connection with legal proceedings.
Where we rely on your consent as the legal basis for processing your personal information or need to process it in connection with your contract, as set out under How we use your personal information, you may ask us to provide you with a copy of that information in a structured data file. We will provide this to you electronically in a structured, commonly used and machine readable form, such as a CSV file.
You can ask us to send your personal information directly to another service provider, and we will do so if this is technically possible. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.
You have the right to lodge a complaint with a data protection regulator in Europe, in particular in a country you work or live or where your legal rights have been infringed. The contact details for the Information Commissioner’s Office (ICO), the data protection regulator in the UK, are available on the ICO website, for you to use where your personal information has or is being used in a way that you believe does not comply with data protection law. However, we encourage you to contact us before making any complaint and we will seek to resolve any issues or concerns you may have.
We may review this policy from time to time and any changes will be notified to you by posting an updated version on our website and/or by contacting you by email. Any changes will take effect 7 days after the date of our email or the date on which we post the modified terms on our website, whichever is the earlier. We recommend you regularly check for changes and review this policy whenever you visit our website. If you do not agree with any aspect of the updated policy you must immediately notify us and cease using our services.
Please direct any queries about this policy or about the way we process your personal information to us using the details below.
If you wish to write to us, please write to Copronet, Strata House, 12-14 Castle Street, Poole, BH15 1BQ, UK or contact us using the details below..
Our email address for data protection queries is: firstname.lastname@example.org.
If you would prefer to speak to us by phone, please call +44 (0)330 122 0014.