Last updated 7 November 2022
Engage with us in other elated ways, including any sales, marketing, or events.
Questions or concerns?
Summary of key points
This summary provides key points from our privacy notice, but you can find out more details about any of these topics by using our table of contents below to find the section you are looking for.
What personal information do we process?
When you visit, use, or navigate our Services, we may process personal information depending on how your interact with Retain Access Limited and the Services, the choices you make, and the products and features you use. See “What information do we collect?”
Do we process any sensitive personal information?
We do not process sensitive personal information.
Do we receive any information from third parties?
We do not receive any information from third parties.
How do we process your information?
We process your information to provide, improve and administer our Services, communicate with you, for security and fraud presentation, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. See “How do we process your information?”
In what situations and with which types of parties do we share personal information?
We may share information in specific situations and with specific categories of third parties. See “When and with whom do we share your personal information?”
How do we keep your information safe?
We have organisational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal or modify your information. See “How do we keep your information safe?”
What are your rights?
Depending on where you are located geographically, the applicate privacy law may mean you have certain rights regarding your personal information. See “What are your privacy right?”
How do you exercise your rights?
The easiest way to exercise your rights is by filling out our data subject request form available here: https://www.retainacces.com/contact, or by emailing firstname.lastname@example.org. We will consider and act upon any request in accordance with applicable data protection laws.
Table of contents
What information do we collect?
How do we process your information?
What legal bases do we reply on to process your personal information?
When and with whom do we share your personal information?
How long do we keep your information?
How do we keep your information safe?
Do we collect information from minors?
What are your privacy rights?
Controls for do-not-track features
Do California residents have specific privacy rights?
Do we make updates to this policy?
How can you contact us about this policy?
How can you review, update or delete the data we collect from you?
1. What information do we collect?
Personal information your disclose to us.
In short: we collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.
Personal information provided by you.
The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:
Contact or authentication data
We do not process sensitive information
All personal information that you provide to us must be true, complete and accurate and you must notify us of any changes to such personal information.
Information automatically collected.
In short: some information - such as your Internet Protocol (IP) address and/or browser and device characteristics - is collected automatically when your visit our Services.
We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information and how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.
Like many businesses, we also collect information through cookies and similar technologies.
The information we collect includes:
Log and usage data: Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called ‘crash dumps’), and hardware settings).
Device data: We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser types, hardware model, Internet service provider and/or mobile barrier, operating system, and system configuration information.
Location data: We collect location data such as information about your device’s location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information by disabling your Location setting on your device. However, if you choose to opt out, you may not be able to use certain aspects of the Services.
2. How do we process your information?
In short: we process your information to provide, improve, and administer our Services, communicate with your, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.
We process your personal information for a variety of reasons, depending on how you interact with our Services, including:
To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
To respond to use inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
To send administrative information to you. We may process your information to send your details about our products and services, changes to our terms and policies, and other similar information.
To enable user-to-user communications. We may process your information if you choose to use any of our offerings that allow for communication with another user.
To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Services.
To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes, if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any times. For more information, see “What are your privacy rights?"
To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
To determine the effectiveness of our marketing and promotional campaigns. We may process your information to better understand how to provide marketing and promotional campaigns that are most relevant to you.
3. What legal bases do we reply on to process your information?
In short: we only process your personal information when we believe it is necessary and we have valid legal reason (i.e. legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfil our contractual obligations to protect your rights, or to fulfil our legitimate business interests.
If you are located in the EU or UK, this section applies to you.
The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal basis we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:
Consent. We may process your information if you have given us permission (i.e. consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
Performance of a contract. We may process your personal information when we believe it is necessary to fulfil our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
Legitimate interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for some of the purposes described in order to:
Analyse how our Services are used so we can improve them to engage and retain users.
Support our marketing activities.
Understand how our users use our products and services so we can improve user experience.
Legal obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to co-operate with a law enforcement body or regulatory agency, exercise or defend our legal right, or disclose your information as evidence in litigation in which we are involved.
Vital interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.
If you are located in Canada, this section applies to you
We may process your information if you have given us specific permission (i.e. express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e. implies consent). You can withdraw your consent at any time.
In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including, for example:
If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way.
For investigations and fraud detection and presentation for business transactions provided certain conditions are met.
If it is contained in a witness statement and the collection is necessary to assess, process or settle an insurance claim.
For identifying injured, ill or deceased persons and communicating with next of kin.
If we have reasonable grounds to believe an individual has been, is, or may be victim of financial abuse.
If it is reasonable to expect collection and use with consent would compromise the availability or the accuracy of the information and the collection is reasonable for purposes related to investigating a breach or an agreement or a contravention of the laws of Canada or a province.
If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records.
If it was produced by and individual in the course of their employment, business or professional and the collection is consistent with the purposes for which the information was produced.
If the collection is solely for journalistic, artistic or literary purposes.
If the information is publicly available and is specified by the regulations.
4. When and with whom do we share your personal information?
In short: we may share information in specific situations described in this section and/or with the following categories for third parties.
Vendors, consultants and other third-party service providers.
We may share your data with third-party providers, contractors or agents (“third parties”) who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organisation apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct. The categories of third parties we may share personal information with are as follows:
Data Analytics Services
Sales & Marketing Tools
We also may need to share your personal information in the following stations:
We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or portion of our business to another company.
6. How long do we keep your information?
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or, if this is not possible, for example, because your personal information has been stored in backup archives, then we will securely store your personal information and isolate it from any further processing until deletion is possible.
7. How do we keep your information safe?
In short: we aim to protect your personal information through a system of organisational and technical security measures.
We have implements appropriate and reasonable technical and organisation security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal or modify your information. Although, we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.
8. Do we collect information from minors?
In short: we do not knowingly collect data from or market to children under 18 years of age.
We do not knowingly solicit data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at email@example.com.
9. What are your privacy rights?
In short: in some regions, such as the European Economic Area (EEA), United Kingdom (UK), and Canada, you have rights that allow you greater access to and control over your personal information. You may review, change or terminate your account at any time.
In some regions (like the EEA, UK and Canada) you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section “How can you contact us about this notice?”
We will consider and act upon any request in accordance with applicable data protection laws.
If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: https://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.
Withdrawing your consent: If we are replying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section “How can you contact us about this notice?”
However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the email that we send, replying ’STOP’ or ‘UNSUBSCRIBE’ to the email that we send, or by contacting us using the details provided in the section “How can you contact us about this notice?” You will then be removed from the marketing lists. However, we may still communicate with you - for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.
Cookies and similar technologies: Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. To opt out of interest-based advertising by advertisers on our Services visit https://www.aboutads.info/choices/.
If you have questions or comments about your privacy right, you may mail us at firstname.lastname@example.org
10. Controls for Do-Not-Track features
11. Do California residents have specific privacy rights?
In short: yes, if you are a resident of California, you are granted specific rights regarding access to your personal information.
California Civil Code Section 1798.83, also known as the ‘Shine The Light’ law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information and categories or personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided below.
If you are under 18 years of age, reside in California and have a registered account with our Services, you have the right to request removal of unwanted data that you publicly post on the Service. To request removal of such data, please contact us using the contact information provided below and include the email address associated with the account and a statement that you reside in California. We will make sure the data is not publicly displayed on the Services, but please be aware that the data may not be completely or comprehensively removed from all of our systems (e.g. backups, etc.).
CCPA Privacy Notice
The California Code of Regulations defines a ‘resident’ as:
(1) every individual who is in the State of California for other than a temporary or transitory purpose and
(2) every individual who is domiciled in the State of California who is outside the State of California for a temporary or transitory purpose
All other individuals are defined as ‘non-residents’.
If this definition of ‘resident’ applies to you, we must adhere to certain rights and obligations regarding your personal information.
What categories of personal information do we collect?
We have collected the following categories of personal information in the past twelve (12) months:
We may also collect other personal information outside of these categories through instances where you interact with us in person, online, or by phone or mail in the context of:
Receiving help through our customer support channels;
Participation in customer surveys or contests; and
Facilitation in the delivery of our Services and to respond to your inquiries.
How do we use and share you personal information?
Retain Access Limited collects and shares your personal information through:
Targeting cookies/marketing cookies
Social media cookies
You may contact us by email at email@example.com, or by referring to the contact details at the bottom of this document.
If you are using an authorised agent to exercise your right to opt out we may deny a request if the authorised agent does not submit proof that they have been validly authorised to act on your behalf.
Will you information be shared with anyone else?
We may disclose your personal information with our service providers pursuant to a written contract between us and each service provider. Each service provider is a for-profit entity that processes the information on our behalf.
We may use your personal information for our own business purposes, such as for undertaking internal research for technological development and demonstration. This is not considered to be ‘selling’ of your personal information.
Retain Access Limited has not sold any personal information to third parties for a business of commercial purpose in the presiding twelve (12) months. Retain Access Limited has disclosed the following categories of personal information to third parties for a business or commercial purposes in the preceding twelve (12) months:
The categories of third parties to whom we disclosed personal information for a business or commercial purposes can be found under “When and with whom do we share you personal information?”
You rights with respect to your personal data
Right to request deletion of the data - request to delete
You can ask for the deleting of your personal information. If you ask us to delete your personal information, we will respect your request and delete your personal information, subject to certain exceptions provided by law, such as (but not limited to) the exercise by another consumer of his or her right to free speech, our compliance requirements resulting from a legal obligation, or any processing that may be required to protect again illegal activities.
Right to be informed - request to know
Depending on the circumstances, you have a right to know:
Whether we collect and use you personal information;
The categories of personal information that we collect;
The purposes for which the collected personal information is used;
Whether we sell your personal information to third parties;
The categories of personal information that we sold or disclosed for a business purpose;
The categories of third parties to whom the personal information was sold or disclosed for a business purpose; and
The business or commercial purpose for collecting or selling personal information.
In accordance with applicable law, we are not obligated to provide or delete consumer information that is de-identified in response to a consumer request or to re-identify individual data to verify a consumer request.
Right no non-discrimination for the exercise of a consumer’s privacy rights
We will not discriminate against you if you exercise your privacy rights.
Upon receiving your request, we will need to verify your identity to determine you are the same personal about whom we have the information in our system. These verification efforts require us to ask you to provide information so that we can match in with information you have previously provided us. For instance, depending on the type of request you submit, we may ask you to provide certain information so that we can match the information you provide with he information we already have eon file, or we may contact you through a communication method (e.g. phone or email) that you have previously provided to us. We may also use other verification method as the circumstances dictate.
We will only use personal information provided in your request to verify your identity or authority to make the request. To the extent possible, we will avoid requesting additional information from you for the purposes of verification. However, if we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud prevention purposes. We will delete such additionally provided information as soon as we finish verifying you.
Other privacy rights
You may object to the processing of your personal information.
Your may request correction of your personal data if it is incorrect or no longer relevant, or ask to restrict the processing of the information.
You can designate an authorised agent to make a request under the CCPA on your behalf. We may deny a request from an authorised agent that does no submit proof that they have been validly authorised to act on your behalf in accordance with the CCPA.
You may request to opt out from future selling of your personal information to third parties. Upon receiving an opt-out request, we will act upon the request as soon as feasibly possible, but no later than fifteen (15) days from he date of the request submission.
To exercise these rights, you can contact us by email at firstname.lastname@example.org, or by referring to the contact details at the bottom of this document. If you have a complaint about how we handle your data, we would like to hear from you.
12. Do we make updates to this policy?
In short: yes, we will update this policy as necessary to stay compliant with relevant laws.
13. How can you contact us about this notice?
If you have questions or comments about this notice, you may email us at email@example.com or by post to:
44/46B Estover Close
Forresters Business Park
14. How can you provide, update, or delete the data we collect from you?
Based not he applicable laws of your country, you may have the right to request access to he personal information we collect from you, change that information, or delete it. To request to review, update, or delete your personal information, please visit: https://www.retainaccess.com/contact.