Canopy Privacy Notice

Canopy Cloud Limited

This privacy notice sets out how Canopy Cloud Limited ("we", "us" or "our") uses and protects your personal data.

1. IMPORTANT INFORMATION AND HOW TO CONTACT US

Privacy notice

This privacy notice gives you information about how we collect and use your personal data including through your use of this website and when we provide services.

This website is not intended for children, and we do not knowingly collect data relating to children.

Our contact details

If you have any questions about this privacy notice or about the use of your personal data or if you want to exercise your privacy rights, please contact us in the following ways:

· By email: Privacy@canopycloud.io

· Via the contact form on our website: https://www.canopycloud.io/contact

2. THE TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

· Identity Data includes first name, last name, marital status, title, gender and the name of the organisation you work for.

· Contact Data includes postal address, email address, and telephone numbers.

· Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, operating system and platform, and technology on the devices you use to access this website.

· Profile Data includes your feedback, survey responses and other information you provide to us.

· Usage Data includes information about how you interact with and use our website and services.

· Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We may also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

3. HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

· Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

· engage with us on behalf of your employer;

· request marketing or information to be sent to you; or

· contact us.

· Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie notice at https://www.canopycloud.io/cookie-policyfor further details.

· Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:

· Technical Data is collected from the following parties:

· analytics providers such as Google based outside the UK

· advertising networks which may be based inside or outside the UK; and

· search information providers which may be based inside or outside the UK.

· Identity and Contact Data is collected from publicly available sources such as Companies House and the Electoral Register based inside the UK, or from social media websites which may be based inside or outside the UK such as LinkedIn.

· Identity and Contact Data may be collected from your employer.

· Technical Data may be collected from our website service provider.

4. HOW WE USE YOUR PERSONAL DATA

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

· Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example, to enable us to provide services and to prevent fraud. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

· Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.

· Consent: Generally, we do not rely on consent, although we will get your consent before sending third party direct marketing communications to you or where we need your consent under applicable law.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Use

Type of data

Legal basis

To contact you and communicate with you regarding our services

(a) Identity

(b) Contact

Necessary for our legitimate interests (to enable us to provide information about our services and to communicate with you)

To provide services to our clients

(a) Identity

(b) Contact

Necessary for our legitimate interests (to enable us to provide services)

To manage our relationship with you and/or your employer which will include:

(a) Notifying you about changes to our terms or privacy notice

(b) Dealing with requests, complaints and queries

(a) Identity

(b) Contact

(d) Marketing and Communications

(a) Necessary to comply with a legal obligation

(b) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you and/or your employer

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity

(b) Contact

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

To deliver relevant website content and online advertisements to you and measure or understand the effectiveness of the advertising we serve to you

(a) Identity

(b) Contact

(d) Usage

(e) Marketing and Communications

(f) Technical

Necessary for our legitimate interests (to study how clients use our products/services, to develop them, to grow our business and to inform our marketing strategy)

To use data analytics to improve our website, products/services, client relationships and experiences and to measure the effectiveness of our communications and marketing

(a) Technical

(b) Usage

Necessary for our legitimate interests (to define types of clients for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

To send you relevant marketing communications and make personalised suggestions and recommendations to you about services that may be of interest to you or your employer based on your Profile Data

(a) Identity

(b) Contact

(d) Usage

(e) Profile

(f) Marketing and Communications

Consent, having obtained your prior consent to receiving direct marketing communications

Necessary for our legitimate interests (to carry out direct marketing, develop our products/services and grow our business)

Please see 'Direct marketing' below for further information about our legal basis for marketing communications.

To carry out market research through your voluntary participation in surveys

(a) Identity

(b) Contact

(d) Marketing and Communications

Necessary for our legitimate interests (to study how are services are used and to help us improve and develop our services).

To fulfil our legal obligations, and to establish, exercise or defend legal claims

(a) Identity

(b) Contact

(a) Necessary for our legitimate interests (to allow us to fulfil our legal obligations and to protect and defend legal claims)

(b) Necessary to comply with a legal obligation

Direct marketing

We may ask for your consent for direct marketing communications. If we ask for your consent and you provide consent, this will be our lawful basis for marketing communications. In other cases, and provided we are able to do so under applicable data protection law, we may rely on legitimate interests to send marketing communications.

In either case, you can opt out of marketing. Please see below for further information.

We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view as to which services and cloud vendors may be of interest to you or your employer so that we can then send you relevant marketing communications.

Third-party marketing

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Opting out of marketing

You can ask to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us using the contact details in section 1.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or service purposes.

Cookies

For more information about the cookies we use and how to change your cookie preferences, please see https://www.canopycloud.io/cookie-policy and click on cookie preferences in the footer.

5. DISCLOSURES OF YOUR PERSONAL DATA

We may share your personal data where necessary with the parties set out below for the purposes set out in the table Purposes for which we will use your personal data above.

· Your employer.

· Cloud vendors.

· Service and solution providers.

· Suppliers and service providers.

· Courts, law enforcement, regulatory authorities and government officials.

· Lawyers, insurers and other advisors.

· Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. INTERNATIONAL TRANSFERS

We do not currently transfer your personal data outside the UK.

7. DATA SECURITY

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 know. 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 personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. DATA RETENTION

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you and/or your employer.

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, regulatory, tax, accounting or other requirements.

In some circumstances you can ask us to delete your data: see paragraph ‎9 below for further information.

9. YOUR LEGAL RIGHTS

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

· Request access to your personal data.

· Request correction of the personal data that we hold about you.

· Request erasure of your personal data in certain circumstances.

· Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests).

· You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes.

· Request the transfer of your personal data to you or to a third party.

· Withdraw consent at any time where we are relying on consent to process your personal data (However, this will not affect the lawfulness of any processing carried out before you withdraw your consent).

· Request restriction of processing of your personal data.

· If you wish to exercise any of the rights set out above, please contact us using the details set out in paragraph 1.

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 is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. COMPLAINTS

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

11. CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES

We keep our privacy notice under regular review. When we update our privacy notice, we will make the updated version available on our website.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

12. THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Last Updated October 2024