This Privacy Notice was last updated on 25th April 2022.
Hence Technologies Ltd (“Hence”, “we” “us” or “our”) is committed to protecting the privacy and security of your personal data.
This privacy notice describes how we collect and use personal data about you in accordance with the UK General Data Protection Regulation (GDPR).
This privacy notice applies to all users of our software and services and our website.
Hence is a “data controller”. This means that we are responsible for deciding how we hold and use personal data about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. Our Information Commissioner’s Office registration number is ZB315730.
We are a company registered in England and Wales under company registration number 12512588. Our registered office address is at Acre House, 11/15 William Road, London, United Kingdom, NW1 3ER. You can contact us by writing to us at that address. Alternatively, you can email us at [email protected].
This notice applies to all users of our services and website. We may update this notice at any time by posting the updated version online, and the most recent version of this notice applies to our use of your personal data.
It is important that you read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are aware of how and why we are using such information and what your rights are under the data protection legislation.
We will comply with data protection law. This says that the personal data we hold about you must be:
1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
3. Relevant to the purposes we have told you about and limited only to those purposes. 4. Accurate and kept up to date.
5. Kept only as long as necessary for the purposes we have told you about.
6. Kept securely.
Personal data, or personal data, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We will collect, store, and use the following categories of personal data about you:
● Business contact details such as name, title, address, telephone numbers, and email address.
● Your job title and / or profession.
● Details of the organisation you work for or are engaged by.
● Information about the services we are providing to you.
● Information about the requests and replies you create in Hence.
● Your username and password details.
● Your Internet Protocol (IP) address, browser type, browser version, the pages of our software that you visit, the time and date of your use of our software, the time spent on the functions you use and pages you visit, your unique device identifiers and other diagnostic data.
● Information about your use of our services.
We collect personal data about you when you complete forms to use our services or on our website and through your use of the services and website such as when you create your user account.
We will also collect personal data about you during your use of our services and website.
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
1. Where we have your consent. You are able to remove your consent at any time.
2. Where we need to comply with a legal obligation.
3. Where it is necessary for legitimate interests pursued by us or a third party and your interests and fundamental rights do not override those interests.
4. Our carefully selected partners and service providers may process personal information about you on our behalf as described below:
Digital Marketing Service Providers
We periodically appoint digital marketing agents to conduct marketing activity on our behalf, such activity may result in the compliant processing of personal information. Our appointed data processors include:
We need all the categories of information in the list above primarily to allow us to supply our services to you. The situations in which we will process your personal data, and the lawful basis for the processing, include those listed in the table below.
|Situations in which we process personal data||Lawful basis for processing|
|To set up your user account and to access and make use of our services.||Our legitimate interests to allow users to subscribe to our services.|
|To provide you with support in using our services.||Our legitimate interests to ensure effective use of our services.|
Performance of our contract with you to deliver our services to you.
|To deal with complaints.||Our legitimate interests to ensure the proper operation of our business.|
|To comply with our regulatory obligations and to bring and defend legal claims.||To comply with our legal obligations.|
Our legitimate interests to comply with regulatory obligations and to bring and defend legal claims.
|To make decisions about your continued use of our services.||Our legitimate interests to ensure the proper operation of our business.|
|To keep the services safe and secure.||To comply with our legal obligations.|
Our legitimate interests to ensure the proper operation of our business.
|To prevent fraud.||To comply with our legal obligations.|
Our legitimate interest to protect our business from fraud.
|To detect, prevent and address technical issues.||Our legitimate interests to ensure the proper operation of our business.|
|To develop and improve our software, services and technologies.||Our legitimate interests to ensure the continued improvement of our business.|
|To ensure that content on the services is presented in the most effective and relevant manner for you and for your device and to tailor the service’s experience and content based on the way that you use the services.||Our legitimate interests to ensure the continued improvement of our business.|
|To conduct data analytics studies to review and better understand use of our services.||Our legitimate interests to ensure the continued improvement of our business.|
|To notify you about changes to our services.||Our legitimate interests to ensure you are aware of changes to our services.|
|To store cookies on your device.||Consent.|
Our legitimate interests to promote our business and services.
|To provide you with communications marketing.||Consent.|
Our legitimate interests to promote our business and services.
|To allow you to book demonstrations or make enquiries through the website.||Consent.|
Our legitimate interests to promote our business and services.
If you fail to provide certain information when requested, we may not be able to provide our services to you.
“Special categories” of particularly sensitive personal data, such as information about your health, racial or ethnic origin, religious beliefs, sexual orientation or trade union membership and genetic and biometric data require higher levels of protection.
We do not process special categories of personal data in your use of our services.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.
We may share your data with third parties, including other entities in our group and our service providers.
We require third parties to respect the security of your data and to treat it in accordance with the law.
We may transfer your personal data internationally. If we do, you can expect a similar degree of protection in respect of your personal data.
We will share your personal data with third parties where required by law, where it is necessary to administer our relationship with you or in order for a third-party service provider to provide a service related to your use of our services, or where we have another legitimate interest in doing so.
“Third parties” include our third-party service providers (including our contractors) and other entities within our group.
We will share your personal data with our service providers including those providing administration, analytics, hosting and IT services.
All our service providers and other entities within our group are required to take appropriate security measures to protect your personal data. They must only process your personal data for specified permitted purposes and in accordance with data protection law.
We may share your personal data with other entities in our group as part of our regular reporting activities on company performance, in the context of a business reorganisation or group restructuring exercise, for system maintenance and support and hosting of data.
We may share your personal data with other third parties, for example in the context of the possible investment into or sale or restructuring of our business. In this situation we will, so far as possible, share anonymised data with the other parties before the transaction completes. Once the transaction is completed, we will share your personal data with the other parties if and to the extent required under the terms of the transaction.
We may need to share your personal data with a regulator or to otherwise comply with the law.
We may need to share your personal data with our professional advisors, the authorities and the courts in certain situations (for example, to enforce our legal rights or to defend ourselves against allegations or claims made against us, or to prevent or investigate wrongdoings or suspected wrongdoings or to protect users of our software, services and website).
We may transfer the personal data we collect about you internationally.
However, to ensure that your personal data receives an adequate level of protection we will make sure that we take steps necessary to protect your data as required by applicable laws.
We have put in place measures to protect the security of your information.
Our third-party service providers will only process your personal data on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to access your personal data. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach as required by law.
However, you should be aware that the transmission of information and data is never completely secure and there is a measure of risk associated with the use of any online service.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal data so that it can no longer be associated with you, in which case we may use such information without further notice to you.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.
Under certain circumstances, by law you have the right to:
● Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
● Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
● Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
● Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
● Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
● Request the transfer of your personal data to another party.
If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal data to another party, please let us know in writing.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal data is not disclosed to any person who has no right to receive it.
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us at the postal or email address set out above. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
The withdrawal of your consent will not affect the lawfulness of any processing carried out before your consent was withdrawn.
You have the right to make a complaint at any time to the UK Information Commissioner’s Office (“ICO”), the UK supervisory authority for data protection issues.
Information Commissioner’s Office Wycliffe House
Cheshire SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
We may update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal data.