Privacy Notice

Who are we?

This notice sets out the basis on which any personal data we collect from you, or from others, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

For the purpose of the Data Protection Acts 1998-2018 (as amended) and the General Data Protection Regulation (the GDPR) (the Acts):the data controller is Baycloud Systems (Ireland) Limited

Baycloud Systems Ltd is for the purpose of the Data Protection Act 2018 (UK Act) and the UK General Data Protection Regulation (UK GDPR) the data controller of your personal data and registered in the UK with the Information Commissioner's Office with the registration number ZA071015

Our data protection contact may be contacted at michael.oneill@baycloud.com

What PERSONAL information do we collect from you?

We process the name of your website, email address and credit card or other payment details in order to register you for our services or when you choose to contact us. We also process some necessary personal data from visitors to your website. We only collect limited data about these visitors, namely their IP Source Address and in some cases the web page they have visited. Further data may be inferred from this, including, but not be limited to, the country in which the visitor is located, the pages that are visited, the device and browser with which these pages are visited and how someone arrived at these pages. We use this information to provide an insight in visits to your website and to keep you satisfied during the term of our agreement. When you delete your account, we will delete both your and your visitors' data. A backup of this data is stored for up to 30 days after the end of our agreement. After these 90 days, the data will be permanently deleted.

For administration purposes, we process your name, email and credit card details. We are not able to process your payment without this information. We will delete this information as soon as you delete your account. If desired, we can send you an invoice. We will then process your company name, address and VAT under legal obligation.

In the unlikely event that you have a complaint about our services, we will process your name, email and the content of and communication regarding this complaint in order to find the best possible solution for you..

We have a commercial interest in using some of your personal data for marketing purposes. We may process your email for direct marketing. You can opt out by emailing support@baycloud.com with the subject line “unsubscribe”. If you want to send an email report to your clients, we will also process your client's email address. Your client can unsubscribe by emailing support@baycloud.com with the subject line “unsubscribe”.

We may process your name, email address and bank account number for affiliate marketing. We delete this data as soon as the affiliate's cookie period has ended or you stop being a member of the affiliate program.

Furthermore, we will process a password for your account. We encrypt and store this password in combination with your email address. We do this to prevent security fraud. We keep this account information until you delete your account.

What information about you do we obtain from others?

When you use our services, we may obtain personal data from others: to include Government Agencies and /or your authorised Representatives or through our payment provider Stripe when we validate your VAT number

Why do we collect this information?

We collect the information in order to provide you with our services, to market our services, to improve our website and to recruit staff We will use this information:

• To set your up as a name on our systems so as to provide you with our services
• To liaise with you about services that we are providing to you.
• To deliver information about our services, where you have subscribed to receive same;
• To fulfil our statutory function.
• To create a candidate profile for you if you are a prospective employee and volunteer;
• To process employment applications, including by assessing qualifications, verifying information, conducting reference or other employment-related checks, and notifying you of future opportunities that might be of interest to you.
• To administer and improve our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
• As part of our efforts to keep our website safe and secure;
• To make suggestions and recommendations to you and other users about services that may interest you or them;

The legal bases for the processing of your data are:

• That you have provided consent for the processing for one of more specified purposes such as marketing for example when you subscribe to our newsletter;
• Processing necessary for the performance of a contract which you have entered into with us or to take steps at your request prior to entering into a contract;
• Processing necessary for compliance with a legal obligation to which we are subject;

Special Category Data and the lawful basis for that processing activity.

The processing of your Personal Data can reveal your political opinions such as your membership or affiliation with a political party or otherwise which is regarded as Special category of Personal data under the GDPR

The legal bases for the processing of your special category data or sensitive data are: That you have explicitly provided consent. Processing necessary for compliance with a legal obligation to which we are subject.

Who Do we share this information with?

We may share your personal data with our selected business associates/ suppliers and contractors to provide you with our services. For example, these business partners may include our web hosting provider and our IT service providers

In addition, we may disclose your personal information to third parties:

• If we are under a duty to disclose or share your information in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect our rights, property, or safety, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction;
• Business partners, suppliers, and sub-contractors for the performance of any contract we enter into with them or you.]
• We attach at Schedule 1 a list of some entities with whom your personal data may be shared
• Statutory and regulatory bodies (including central and local government) and law enforcement authorities in order to comply with any applicable laws, grant applications and / or court orders
• Your Authorised representatives
• Third parties with whom: (i) we need to share your information to facilitate transactions you have requested, or (ii) you have asked us to share your information with.

How long do we keep hold of your information?

The time periods for which we retain your information depends on the type of information and the purposes for which we use it. We will keep your information for no longer than is required or permitted.

We keep your Data for as long as is necessary for the performance of the contract between you and us and to comply with our legal obligations. If you no longer want us to use your Data to provide this service to you, you can request that we erase your Data. Please note that if you request the erasure of your Data:

• We may retain some of your Data as necessary for our legitimate business interests, such as fraud detection and prevention and enhancing safety
• We may retain and use your Data to the extent necessary to comply with our legal obligations.
• Because we maintain our records to protect from accidental or malicious loss and destruction, residual copies of your Data may not be removed from our backup systems for a limited period of time.

Marketing

We may communicate with you, information about certain events and fundraising events via email and or text message if you have consented to this. Such consent can be withdrawn at any time. by emailing support@baycloud.com with the subject line “unsubscribe”

Do we transfer your information outside the European Union or European Economic Area?

We may, from time to time, make use of services provided by 3rd parties for the delivery of our services which may necessitate the transfer of personal data outside the EU/EEA. For example, we use a variety of cloud-based tools such as Office 365/Microsoft and Google. Where data needs to be transferred or processed outside the EU/EEA, we chose providers who process data on the basis of

• SCC
• An Adequacy Decision from the European Commission.

Links Pages

Some of the pages on this Website contain hypertext links to websites not maintained by us. They are merely suggested websites which may be of interest to visitors to our Website. Please be reminded that different terms and conditions of use will apply to you as a user of these websites. In addition, such websites may not have the same privacy standards that we maintain.

WHAT ARE YOUR RIGHTS WITH RESPECT TO YOUR PERSONAL DATA?

You have the following rights:

• The right to access the personal data we hold about you.
• The right to require us to rectify any inaccurate personal data about you without undue delay.
• The right to have us erase any personal data we hold about you in circumstances such as where it is no longer necessary for us to hold the personal data or, in some circumstances, if you have withdrawn your consent to the processing.
• The right to object to us processing personal data about you such as processing for profiling or direct marketing.
• The right to ask us to provide your personal data to you in a portable format or, where technically feasible, for us to port that personal data to another provider provided it does not result in a disclosure of personal data relating to other people.
• The right to request a restriction of the processing of your personal data.

Where our processing of your personal data is based on your consent to that processing, you have the right to withdraw that consent at any time but any processing that we have carried out before you withdrew your consent remains lawful.

You may exercise any of the above rights by contacting us at michael.oneill@baycloud.com

You may lodge a complaint with your local supervisory authority with respect to our processing of your personal data.

The local Supervisory Authority in Ireland is the Data Protection Commission. The website is www.dataprotection.ie. The local Supervisory Authority in Scotland is The Information Commissioner’s Office – Scotland, and they may be contacted by emailing Scotland@ico.org.uk. The local Supervisory Authority in England and Wales is The Information Commissioner, and website is ico.org.uk

What will happen if we change our privacy notice?

This notice may change from time to time, and any changes will be posted on our website and will be effective when posted. Please review this notice each time you use our website or our services. This notice was last updated on

How can you contact us?

Our Data Protection Contact can be contacted sending an email to: michael.oneill@baycloud.com

Date November 1st 2021