What information do we collect?
We do not collect or hold any data on external parties that could be classified as sensitive personal data.
As part of our sales and marketing activities, we collect and hold in our CRM system information that has been voluntarily supplied through various sources such as email enquiries direct or through our website, meetings, telephone conversation and details supplied at conferences and marketing events.
We also compile information through public sources, these will include but are not limited to Google and/or other search engines or publicly available data from LinkedIn.com and similar social media or other information in the public domain, or discoverable online. This typically also includes undertaking data research pieces to find relevant contacts at organisations we deem appropriate to have an interest in our products and services, and adding them to our prospect databases. We may contact our prospect databases based on the lawful reason for processing ‘Legitimate Interests’, to learn more about this read the dedicated section in this policy, or contact us below.
In order to support customers, Openitio holds contact details of the customers’ representatives who are authorised to raise support calls.
Legitimate Interests: Under the General Data Protection Regulation, we have a number of lawful reasons that we can use (or ‘process’) your personal information. One of the lawful reasons is called ‘legitimate interests’. Broadly speaking Legitimate Interests means that we can process your personal information if:
- We have a genuine and legitimate reason
- We are not harming any of your rights and interests
So, what does this mean? We use your information for our legitimate business interests to provide the best service possibke, and in improving and growing our business, we will process information to:
- Provide you with a personalised service
- Improve our products and services
- Understand our customer base and purchasing trends
- Defend against or exercise legal claims and investigate complaints
- Provide effective and professional technology marketing to our customers and prospects
- Assist you in exercising any of your data subject rights, regarding our processing in particular
Before doing this, though, we will also carefully consider and balance any potential impact on you and your rights. Some typical examples of when we might use the approach are for preventing fraud, direct marketing, maintaining the security of our system, data analytics, enhancing, modifying or improving our services, identifying usage trends and determining the effectiveness of our campaigns and support.
Information in our CRM system on prospects and customers may be used, to share information that we think you may be interested in. This could include literature and information about our products and services, information on events, seminars, etc.
We will never sell your information to any other parties.
Information held in our Customer Support Database is only used to confirm we are dealing with an authorised representative of the customer or supplier.
Special Categories of Data: Openitio will only process sensitive data where the Data Subject has expressly consented to such processing or where one of the following conditions apply. The processing:
- Relates to Personal information which has already been made public by the Data Subject
- Is necessary for the establishment, exercise or defence of legal claims
- Is specifically authorised or required by law
- Is necessary to protect the vital interests of the Data Subject or of another natural person where the Data Subject is physically or legally incapable of giving consent
- Further conditions, including limitations, based upon national law related to the processing of genetic data, biometric data or data concerning health.
Children: If you are under 13 please ensure you obtain your parent/guardian’s consent before sending any personal information to this or any other website.
Please note that we only look to capture information relating to business employees and their organisations, we will not knowingly market to or accept orders for goods or services from persons aged under 16 years. The only processing of children’s data that we would actively undertake would be to remove their details from our systems, upon discovery of their erroneous entry.
As a parent or guardian, we encourage you to be aware of the activities in which your children are participating, both offline and online. If your children voluntarily disclose information, this may encourage unsolicited messages. We suggest that you discourage your child from providing any information without your consent.
Job applicants: As part of the recruitment process, we will gather personal information on you, this may include contacting the referees whose details you have provided and/or a security check including criminal records and financial status. The security check will only be made with your agreement and should you not be successful in your applications the details will be deleted after a period. Your CV, details and job interview notes may be retained for a longer period where there are further opportunities for you to join the company or if there are any disputes or outstanding issues.
Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
Personal Information collected by Openitio: Openitio uses information that we collect from our visitors and subscribers to improve your visit and shopping experience at the Site. We may gather the following types of information:
- Information You give to Us: We may collect Personal Information that is provided by Site users. “Personal Information” includes company, your name, position, address, telephone number, e-mail address, IP address. Personal Information is collected when you establish an account with us, place an order on the Site, or when you communicate with any of our departments such as customer service, sales or technical services through the Site, telephone, mail or fax. In some instances, we may obtain other people’s names and email addresses that you may choose to provide as part of our “email a friend” feature.
- Use of Information collected by us: In no event will Openitio or its parent, affiliates, licensees or any party involved in creating, producing or delivering the site or its products or services be liable in any manner whatsoever for any incidental, consequential, indirect, special or punitive damages arising out of your access, use or inability to use the site, or in connection with any failure or performance, error, omission, interruption, defect, delay in operation or transmission, computer virus or line or system failure (including loss of profits, loss of business or data, business interruption, and damages that result from inaccuracy of the information or inconvenience, delay, or loss of the use of the site).
How long do we keep your information? How long we keep your personal information depends on why we have it and what we’re doing with it:
- We keep records of any dealings you have with us or our partner companies for up to six years after the last contact. This is so that we can respond to any complaints or disputes that may arise.
- We will keep other personal information about you if it is necessary for us to do so to comply with the law.
- We will only keep your data for a period of time that is reasonable for processing in terms of benefit to us as a business and you as a prospect, website visitor, or customer, past or present. To find out what data we hold on you, or your company, if any, please contact us using the options below to exercise any of your rights as a data subject.
Aggregate Information: We provide aggregate information to some of our business partners. This information is used in a collective manner and does not identify you individually in any way. We collect and share aggregate information in order to know more about the general profile of our customers so that we can improve your shopping experience.
Law Enforcement and Protection of Users: To the extent permitted by law, we will disclose Personal Information to government authorities or third parties pursuant to a legal request, subpoena or another legal process. We may also use or disclose your information as permitted by law to perform charge verifications, report or collect debts owed, fight fraud or protect our rights or property as well as those of our affiliates, customers, or its users. You should be aware that, following disclosure to any third party, your Personal Information may be accessible by others to the extent permitted or required by applicable law.
Corrections/Information Removal/Opt-Out/Access – Your rights as a data subject: You can request a copy of all the personal information we hold about you and other data relating to how we use your information by contacting our Marketing team. Here we detail your data subject rights, please get in touch if you wish to learn more, or to exercise any of them.
Awareness (‘Right to be Informed’): You have the right to be informed about the collection and use of their personal data. This is a key transparency requirement under the GDPR. When receiving email communications from us you will receive a layered privacy notice in the footer, linking you to this policy in order to exercise your right to be informed about exactly what data we may hold on you, where it came from and our purposes for processing, and/or any of your other data subject rights.
Correction (‘Right to Rectification’): We always aim to avoid discrepancies to improve the personalised experience we offer. If you don’t think we have the most up to date or inaccurate information about you so please get in touch and we will update your records.
Deletion (‘Right to be Forgotten’): Where required you have a right to request us to delete your information. We may need to keep your email address alone for suppression purposes, so that you don’t accidentally end up back on one of our lists without your permission, thus causing us to breach your right to be forgotten. All other held data would, however, be deleted as requested.
‘Right to Portability’: In no event will Openitio or its parent, affiliates, licensees or any party involved in creating, producing or delivering the site or its products or services be liable in any manner whatsoever for any incidental, consequential, indirect, special or punitive damages arising out of your access, use or inability to use the site, or in connection with any failure or performance, error, omission, interruption, defect, delay in operation or transmission, computer virus or line or system failure (including loss of profits, loss of business or data, business interruption, and damages that result from inaccuracy of the information or inconvenience, delay, or loss of the use of the site).
‘Right to Object’ and ‘Right to Restriction of Processing’: If we are using your data for activities under the ‘legitimate interest’ justification and in other circumstances where the processing is not strictly necessary, i.e. if required for fulfilment of a contract or by law, then you have a right to request restriction of processing and also a right to object to that processing.
Right to obtain human intervention: Where automated processing has taken place and where the processing has a legal or similarly significant effect.
Complain: you have the right to lodge a complaint with the Information Commissioner’s Office if you think that our use of your information doesn’t meet the law. For more information, visit the ICO website.
Contact Information: We are registered in England and Wales under registration number 12166309. Our registered office is at PO Box 86-90, Paul Street, London, EC2A 4NE, London.
Limitations on Liability: In no event will Openitio or its parent, affiliates, licensees or any party involved in creating, producing or delivering the site or its products or services be liable in any manner whatsoever for any incidental, consequential, indirect, special or punitive damages arising out of your access, use or inability to use the site, or in connection with any failure or performance, error, omission, interruption, defect, delay in operation or transmission, computer virus or line or system failure (including loss of profits, loss of business or data, business interruption, and damages that result from inaccuracy of the information or inconvenience, delay, or loss of the use of the site).
This document was last updated: February 2020.