1. Who are we?
HAYNE Solutions Limited, Company No. 07041545
Registered address: Orchard House, Pettiphers Farm, Pebworth, Stratford-upon-Avon, CV37 8AW
Office address: 6 Arden Court, Arden St, Stratford-upon-Avon CV37 6NT
Tel: 01789 868796
E-mail: [email protected]
Our Data Protection Officer: Kevin Fryer
Contact email address: [email protected]
We aim to respect your privacy and are committed to protecting the confidentiality of your personal information. Our aim is to be as clear and open as possible about what we do and why, which is why we go in-depth below to explain what information we collect, how we use your data, and what your rights are.
2. General basics
These definitions should help you understand this policy and add clarity to any terms/labels we use. When we say “we,” “us,” “our” and “HAYNE Solutions” we are referring to HAYNE Solutions Limited. and their subsidiaries. We are incorporated in England and Wales, providing financial and corporate performance management software, consultancy, support, and training services. These solutions (commonly referred to as Financial Performance and Corporate Management Solutions) are commonly used by an organisation to monitor the performance of their business and manage legislation requirements. When we say “Customer,” we are referring to the person or entity that is registered with us to use the Service. With regards to “Service” we are referring to our products/software and physical services, like consultancy, training, or software development. When we say “you,” we are referring either to a Customer or to some other person who visits our Website. “Personal Information” means any information that identifies or can be used to identify you directly or indirectly, including, but not limited to, first and last name, email address, occupation, or other demographic information. “Legitimate Interest” means the lawful basis for processing Personal Information and includes both commercial interests, and individual interests. This may include business development activities such as sending you information about our services, articles, or news regarding topics which may be of interest; enables us to evaluate our marketing strategy and plan future events or business development activities; develop our networks and business relationships; enables us to identify and advance new business opportunities and enables us to track the use of our website and interaction with its content.
We keep a record of our Legitimate Interest assessment to justify the basis for our decision.
You will see we are committed to protecting any data that we collect concerning you.
If you have any questions or comments, or if you want to update, delete, or change any Personal Information we hold, or you have a concern about the way in which we have handled any privacy matter, please contact our Data Protection Officer (DPO) through the following ways:
Data Compliance Officer: Kevin Fryer
Email: [email protected]
Post: 6 Arden Court, Arden St, Stratford-upon-Avon CV37 6NT
Tel: 01789 868796
3. Why we process your personal data.
We process your Personal Information primarily on the basis of a Legitimate Interest (contact us for more detail) as a business but only if necessary, for the purpose we collected it for. We will also process data on the basis of contractual and transactional obligation where necessary. We may process your data for;
- Sales and marketing activities such as telephone calls, emails, and other types of communications.
- Understanding how you interact with the website and social media.
- Account activity such as, email, written and verbal communications and agreements.
- Financial activity, such as billing communications.
- To perform obligations under a contract with you or a business you may work for.
We will only store your Personal Information, for as long as we need it to undertake any of the processes listed above.
4. How we collect information about you.
a. About You:
When you sign up for and use the website or Service, consult with our customer service team, send us an email, post on our blog, or communicate with us in any way, you are voluntarily giving us information that we collect.
c. IP address lookup:
We use third parties to provide information about visitors to our websites. When you visit our website, we will record your IP address. This address will be matched against public and proprietary IP address databases to provide us with information about your visit. This information may identify the organisation to whom the IP address is registered but not individuals. In some limited cases i.e., single person companies, it may be possible to identify personal data from publicly available ICANN data.
d. Cookies, tracking, APIs & beacons:
We may use various technologies to collect and store information when you use our website or Service, and this may include using cookies and similar tracking technologies, such as pixels and web beacons, to analyse trends, administer the website, track users’ movements around the website and Service, serve targeted advertisements, and gather demographic information about our user base as a whole.
Cookies allow us to provide important site functionality, so you do not have to re-enter lots of information. They also allow us to remember what links and pages have been clicked or viewed during a session. If you have provided us with Personal Information, completing a contact form for example, we may associate this Personal Information with other information. This will allow us to identify and record what is most relevant to you. By using your browser controls, you are always in control of the cookies we store and access on your computer. More information on how to control cookies and limit Personal Information processing can be found in our cookies policy here. For comprehensive information on how to change your cookie settings in a wide variety of different web browsers, visit www.aboutcookies.org.
This website uses application programming interfaces (APIs) to communicate with web services provided by third parties for the purpose of gathering and correlating data.
Data transmitted may include personally identifiable details such as email addresses.
e. Data sources:
Other than the aforementioned ways of obtaining data (form fills on the website, cookies, verbal and written) we may obtain information about you from third party sources, such as public databases, data service companies, social media platforms, third party data providers and our joint marketing partners. We take steps to ensure that such third parties are legally permitted or required to disclose such information to us.
Examples of the information we may receive from other sources include; demographic information, device information (such as IP addresses), location, email address, contact number, technographics, and online behavioural data (such as information about your use of social media websites, page view information, and search results and links). We use this information, alone or in combination with other information (including Personal Information) we collect, to enhance our ability to provide relevant marketing and content to you and to develop and provide you with more relevant products features, and services.
f. Who will see your data:
Your Personal Information will only be seen and used by employees of HAYNE Solutions on a role-based policy. What this means, is that an employee will only have access to Personal Information if they need that access to do their job/deliver their service.
On the occasions that we work with third parties to carry out marketing activities such as telesales campaigns, we also work on a role-based policy and only provide the necessary information required to carry out the required marketing services.
We do not share the Personal Information of prospects or customers with any third parties who are not working with us.
5. Our software partners
We work with various software providers to deliver our services to customers. We do not handle any data which is hosted on our partners software or servers.
For more information about how our partners handle data privacy visit the links below.
- IBM – https://www.ibm.com/privacy/us/en/
- LucaNet – https://www.lucanet.com/en/law/data-protection
- Tagetik – https://www.tagetik.com/uk/about/privacy-policy
- QUBEdocs – https://www.qubedocs.com/data-privacy
- Microsoft – https://privacy.microsoft.com/en-us/PrivacyStatement
6. How we use your information.
We may disclose Personal Information and use personal data acquired from and provided by yourself to fulfil any of your requests and to send you appropriate and useful communications. You should be aware this includes, but not limited to, the types of communications explained in section 6, b, point 1.
A copy of our Legitimate Interests “assessment” is available on request as part of our commitment to managing your information rights. Please use the details at the start of the page to request this.
We use your data for the following purposes:
a) To promote use of our products and services to you. For example, if we collect your Personal Information when you visit our website and do not sign up for any of the Services, we may send you an email inviting you to sign up or attend an event. If you use any of our Services or website and we think you might benefit from using another part of our Service we offer, we may send you an email about that. You can stop receiving our promotional emails by following the opt-out link included in every email we send.
b) To send you informational and promotional content in accordance with your marketing preferences. You can stop receiving our promotional emails by following the opt-out instructions included in every email.
Types of communications: By processing your Personal Information under Legitimate Interest, you will receive any specific piece(s) of information you requested, as well as allowing us to send you appropriate and useful communications. This includes but is not limited to; invitations to our industry leading events and webinars, our latest assets (whitepapers, guides, reports, infographics, videos, and case studies) and promotional offers on software and services. If you are a Customer of HAYNE Solutions, you will also receive product updates. At any time, completely unsubscribe/opt-out of our marketing by clicking the opt-out link in any emails you receive from us. The link will always be in the footer of the email. You can also stop receiving emails from us using that same link. If you do not have an email from us to hand and want to update your preferences, please email us.
c) To bill and collect money owed to us by our Customers. This includes sending you emails, invoices, receipts and statements of account and other credit control activities. To learn more about the steps we take to safeguard that data, see Section 14 below.
e) To communicate with our Customers about their account and provide customer support.
f) To meet legal requirements, including complying with court orders, valid discovery requests, valid subpoenas, and other appropriate legal mechanisms.
g) To provide information to representatives and advisors, including legal advisers and accountants, to help us comply with legal, accounting, or security requirements.
h) To prosecute and defend a court, arbitration, or similar legal proceeding.
i) To respond to lawful requests by public authorities, including to meet national security or law enforcement requirements.
j) To provide, support, and improve the Services we offer. This also includes, for example, aggregating information from your use of the Services or visits to our website and sharing this information with third parties to improve our Services. When we do have to share information with third parties, we take steps to protect your information by requiring these third parties to enter into a contract with us that requires them to use the information we transfer to them in a manner that is consistent with this policy.
7. Disclosing Information
We do not disclose any Personal Information obtained about you from this website to third parties except when we need to do so in order to complete a transaction or marketing activity such as telesales. We may also use the Personal Information to keep in contact with you and inform you of developments associated with our business. You will be given the opportunity to remove yourself from any mailing list or similar device.
8. Public information and third-party websites
a) Blog. We have public blogs on our website. Any information you include in a comment on our blog may be read, collected, and used by anyone. If your Personal Information appears on our blogs and you want it removed, contact on the information provide at the start of this page. If we are unable to remove your information, we will tell you why.
b) Social media platforms and widgets. Our website includes social media features. These features may collect information about your IP address and which page you are visiting on our Website, and they may set a cookie to make sure the feature functions properly. Social media features and widgets are either hosted by a third party or hosted directly on our website. We also maintain presences on social media platforms including Facebook, Twitter, and LinkedIn. Any information, communications, or materials you submit to us via a social media platform is done at your own risk without any expectation of privacy. We cannot control the actions of other users of these platforms or the actions of the platforms themselves. Your interactions with those features and platforms are governed by the privacy policies of the companies that provide them.
9. Your rights
You have certain rights given to you by law, that means you have an amount of control over your personal data that we process.
- Access to Your Personal Data: This right allows you to confirm that your personal data is being processed and to allow you to check if the processing is lawful.
- Correcting Any Mistakes: The right of rectification allows you to instruct an organisation that is processing your personal data, to rectify any mistakes.
- Right to be Forgotten: You have the right to instruct an organisation to erase your personal data.
- Stop Processing: The right to stop the processing of your personal data.
- Moving Data: The right to data portability means that under certain circumstances you will be able to ask for your personal data to be transferred from one organisation to another.
- Right to Object to Direct Marketing: You have the right to object to the processing of your personal data for the purposes of direct marketing.
- Object to Profiling: Under certain circumstances, you are able to object to profiling and/or automated decision making.
- Right to complain to the Information Commissioners Office (ICO): If you are not happy with an aspect of how HAYNE Solutions are processing your data, you can lodge a complaint to the supervisory authority, which is the ICO. (www.ico.org.uk)
Before it gets to that situation, please make sure you contact our Data Compliance Officer (Kevin Fryer) at [email protected] if you wish to exercise any of your rights or if you have any questions about the processing of your personal data.
10. Data Sharing
Although we never sell your data, we may disclose Personal Information to the following types of third parties for the purposes described in this policy. The only Personal Information we share is your name, company role, email address and work phone number or number provided to us by you. We do not share any other personal information. We may share information about the company which you are connected to.
b) Marketing agencies – to help us carry out specific marketing and sales campaigns we may work with trusted marketing agencies to deliver telesales, email, website, social media, and other marketing campaign activities.
Security and Compliance
11. Notice of breach of security
If a security breach causes an unauthorised access into our system that materially affects you, then HAYNE Solutions will notify you as soon as possible and later report the action we took in response.
For more information on this please refer to our data breach process.
12. We operate in Europe.
Our servers and offices are located in Europe, so your information is stored in Europe and is not transferred to, stored, or processed outside the EU or United States. We recommend you check with your other providers as their data protection, privacy, and other laws (such as the United States) might not be as comprehensive as those in the UK/EU.
Please refer to our ‘Data Protection Policy’ – which is available upon request via [email protected]