Blue Tahiti Software Ltd, registered in England and Wales under company registration number 04952377, our registered office is at Hunters Accountants, Little King St, Bristol BS1 4HW.

We are registered with the Information Commissioners Office, our data protection registration number is ZA152876.

Operating as Increasability, we are a provider of software solutions to the not-for-profit sector.

You can contact us by phone on 0117 908 4616 where you can speak to The Compliance Department or email [email protected] with your questions.

This policy relates to you if you visit our website, you apply to work with us, if you are a client, supplier, partner or enquirer, or if you are attending one of our events. It also applies to you if we have approached you regarding our services or if we have acquired your details through events, networking or a referral.

Contents

This Privacy Notice explains in detail the types of personal data we may collect directly from you, receive from or share with third parties about you. It also explains how we’ll store and handle that data and keep it safe.

We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how we use your data. We hope the following sections will answer any questions you have but if not, please do get in touch with us.

1. Legal basis for processing

Data protection law states there are several legal reasons why a company may collect and process personal data. We work on the following bases for certain situations:

Contract – We will process your personal data to fulfil an order, deliver a service, essentially comply with our contractual obligations. An example might be, if you order a service for email delivery, we’ll collect your email address to deliver your purchase or pass them to the delivery company.

Legal Compliance – If the law or government requires us to, we may need to collect and process your data. An example might be passing on details of fraud to law enforcement.

Legitimate Interest – In some cases, we require personal data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business. This does not impact your freedom or rights. Examples might be using postal or email details to send direct marketing information by post telling you about products and services that we think might interest you. We may also use your purchase history to send or make available personalised offers.

We do not share the data that we collect directly from you with third parties for their own sales and marketing activity.

2. When do we collect personal data

• When you visit any of our websites or speak to an account manager on the phone.
• When you create a credit account with us. When you purchase a product or service by phone but don’t have (or don’t use) an account.
• When you engage with us on social media.
• When you contact us by any means with queries, complaints etc.
• When you enter prize draws or competitions.
• When you book any kind of appointment with us or book to attend an event, for example a meeting to discuss an opportunity, or an event we have organised.
• When you choose to complete any surveys we send you.
• When you comment on or review our products and services. Any individual may access personal data related to them, including opinions. So, if your comment or review includes information about the Partner who provided that service, it may be passed on to them if requested.
• When you’ve given a third-party permission to share with us the information they hold about you.
• Details that you provide us at networking events directly or where you have confirmed to the event organiser or other referring party that you are happy for your details to be shared.
• From publicly available sources such as Companies House, websites, industry specific directories, press releases and so on.

3. The data we collect

• Details of your interactions with us through phone contact, email or online. An example might be notes from conversations with you, complaint details, comments, purchase details and web visits.
• Copies of documents you provide to prove marketing compliance This will include details of your full name, work address, telephone number, ICO number, data protection contact name.
• Details of your visits to our websites, and which site you came from to ours.
• Information gathered by the use of cookies in your web browser.
• Payment card information. This is not stored for longer than it takes to transact.
• Your comments and product reviews.
• To deliver the best possible web experience, we collect technical information about your internet connection and browser as well as the country and telephone code where your computer is located, the web pages viewed during your visit, the advertisements you clicked on, and any search terms you entered.
• Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.
• Information about you that we need to manage your place and attendance on an event we have organised.

4. How we use your details

• To process any orders that you make by using our sales team. If we don’t collect your personal data during ordering, we won’t be able to process your order and comply with our legal obligations. An example may be that your details are passed to a third-party, so they can deliver your purchased product or service that you ordered. We would then keep those details for reasonable period afterwards in order to fulfil obligations such as refunds, guarantees etc.
• To respond to your queries, refund requests and complaints. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience.
• To protect our business and your account from fraud and other illegal activities. We’ll also monitor your browsing activity with us to quickly identify and resolve any problems and protect the integrity of our websites. We’ll do all of this as part of our legitimate interest.
• To process payments and to prevent fraudulent transactions. We do this on the basis of our legitimate business interests. This also helps to protect our customers from fraud.
• We will use your personal data, preferences and details of your transactions to keep you informed by post, email or telephone about relevant products and services including tailored special offers, discounts, promotions, events, competitions and so on.
• To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy Notice, marketing data misuse issues, and contractually required information relating to your orders. These service messages will not include any promotional content and do not require prior consent when sent by email or text message.
• To administer any of our prize draws or competitions which you enter, based on your consent given at the time of entering.
• To develop, test and improve the systems, services and products we provide to you. We’ll do this on the basis of our legitimate business interests.
• To comply with our contractual or legal obligations to share data with law enforcement.
• To send you survey and feedback requests to help improve our services. These messages will not include any promotional content and do not require prior consent when sent by email or text message.
• To manage your attendance on any event that we have organised that you have chosen to take part in.

5. How are your details protected

6. Website users & cookies

• Browser used (Bing, Chrome, Internet Explorer etc.)
• Location (based on IP address)
• Gender
• Age group
• Site searches
• Device(s) used
• Frequency on Site
• Session duration (time spent on the site)
• Page(s) visited
• Page session duration (time spent on specific page)
• Web Surfing Behaviours

7. The information we hold

• Full Name
• Job title/function
• Company Name
• Company Address
• Company Website Address
• Email Address
• Phone Number
• Initial Requirement
• Transaction history
• Credit/finance history

8. How long will we keep your details

9. Who might we share your details with

• Direct marketing companies who help us manage electronic communications, social media platforms such as Google or Facebook to show products that might interest you. This is based on consent or your acceptance of cookies on our website. • Data Insight companies to ensure your details are up to date and accurate. • IT Companies who support our website and business systems. • Data Suppliers who would deliver your ordered product. • Transport and hospitality and other service providers that we use to deliver to our events.

10. International transfers

• CRM systems • Data cleansing and validation service providers • Credit reference agencies • Data management software solution providers • Online/virtual server/back-up service providers

11. Automated decision making

12. Your rights

• The right to be informed. This obligates us to tell you when we collect your details what we will do with them, how we hold them and for how long for example within a data collection notice and this privacy policy.
• The right of access. If you ask us, we are obliged to let you know what details we have about you.
• The right to rectification. You can ask us to update or change the information we hold about you.
• The right to erasure. You can ask us to delete or suppress your details which we will do unless there is an overriding reason that means we must keep all or part of them.
• The right to restrict processing. You can ask to limit the way in which we use your details.
• The right to data portability. You can ask us for a copy of your details in a format suitable for you to provide to another organisation.
• The right to object. You can object to us holding your details, or the way in which we make use of them.
• Rights in relation to automated decision making and profiling.

13. Opting out

14. Our contact details

15. The Information Commissioner’s Office