Culverdocs Privacy Policy

Last Updated: 29/05/24

1. Who we are and what we do

Who we are

We are Culvertech Ltd (“Culverdocs”, “us”, “we”, “our”). We are a limited company registered in England and Wales under registration number 10564100 and we have our registered office at Unit A2, Gemini House, Hargreaves Road Swindon, SN25 5AZ. We are registered with the UK supervisory authority, Information Commissioner’s Office (“ICO”) [or the insert which supervisory authority the client is registered with], in relation to our processing of Personal Data under registration number ZA232547.

What we do

We're IT consultants at heart focussed on improving business process and reducing costs using technology. Having worked with numerous companies who were struggling with internal communication and the inefficiencies of paperwork, we set out to build a product which was simple enough to pick up and use without training but complex enough to handle every type of data any business would need to capture and distribute. We are committed to protecting the privacy and security of the Personal Data we process about you.

Controller

Unless we notify you otherwise, we are the controller of the Personal Data we process about you. This means that we decide what Personal Data to collect and how to process it.

2. Purpose of this privacy notice

The purpose of this privacy notice is to explain what Personal Data we collect about you and how we process it. This privacy notice also explains your rights, so please read it carefully. If you have any questions, you can contact us using the information provided below under the ‘How to contact us’ section.

3. Who this privacy notice applies to

This privacy notice applies to you if:

  1. You visit our website
  2. You purchase services from us
  3. You enquire about our products and/or services
  4. You use our App
  5. You sign up to receive newsletters and/or other promotional communications from us

4. What Personal Data is

‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier.

5. Personal Data we collect

The type of Personal Data we collect about you will depend on our relationship with you. For the type of Personal Data we collect see the table below in the section entitled ‘Purposes, lawful bases and retention periods’.

6. How we collect your Personal Data

We collect most of the Personal Data directly from you in person, by telephone, text or email and/or via our website.

However, we may also collect your Personal Data from third parties such as:

  • reputable companies who provide lead generation contact lists
  • others to whom you have provided consent
  • publicly available sources such as social media platforms

7. Purposes, lawful bases and retention periods

We will only use your Personal Data when the law allows. Most commonly, we will use your Personal Data in the following circumstances:

Categories of individuals Categories of Personal Data Purpose of Processing Lawful Basis Retention Period
Customer Name, address, email address To fulfil your order Contract 6 years following the date of the transaction
Customer Name, job title, work email address, work phone number, company you work for To sent you newsletters and other promotional material Legitimate interests 2 years following last meaningful contact
Customer Name and contact details, transaction history To manage our relationship with you e.g. to keep your details up to date and notify you of any changes to our contractual documents or privacy policies Contract 6 years following the date of the transaction

Where Personal Data is processed because it is necessary for the performance of a contract to which you are a party, we will be unable to provide our services without the required information.

8. Sharing your Personal Data

The App does use third party services that may collect information used to identify you; Google Play Services, Google Analytics, Apple Play Store & Services, YouTube. We want to inform you that whenever you use our App, in the case of an error we collect data and information (through third party products) on your phone called Log Data. This Log Data may include information such as your device Internet Protocol (“IP”) address, device name, operating system version, the configuration of the app when using our Service, the time and date of your use of the Service, and other statistics.

We may employ third-party companies and individuals due to the following reasons:

  • To facilitate our Service;
  • To provide the Service on our behalf;
  • To perform Service-related services; or
  • To assist us in analysing how our Service is used.

We want to inform users of this Service that these third parties have access to your Personal Information. The reason is to perform the tasks assigned to them on our behalf. However, they are obligated not to disclose or use the information for any other purpose.

9. International Transfers

Your Personal Data may be processed outside of the UK. This is because the organisations we use to provide our service to you are based outside the UK.

We have taken appropriate steps to ensure that the Personal Data processed outside the UK has an essentially equivalent level of protection to that guaranteed in the UK. We do this by ensuring that:

  • Your Personal Data is only processed in a country which the Secretary of State has confirmed has an adequate level of protection (an adequacy regulation), or
  • We enter into an International Data Transfer Agreement (“IDTA”) with the receiving organisation and adopt supplementary measures, where necessary. (A copy of the IDTA can be found here international-data-transfer-agreement.pdf (ico.org.uk)).