Privacy Policy

Quick Links

1. Website and data collection
2. Google Workspace (GSuite) users - your privacy and the Connectably application
3. Microsoft 365 users - your privacy and the Connectably application
4. GDPR & International Partners

Your privacy and permission is important to us…

Connectably Ltd (“We”) is committed to protecting and respecting your privacy.

This policy (together with our website terms and conditions and any other documents referred to from it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.  Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting connectably.com you are accepting and consenting to the practices described in this policy.

Connectably Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This version of the policy is effective from 11th January 2019.

Who we are

Our website address is: https://connectably.com.

Connectably Ltd is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice). We are a limited company registered in England and Wales under company number 10835177 and have our registered office at 46 Dragon Avenue, Harrogate, North Yorkshire, HG1 5DT.

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

If you do have a complaint please do contact us first so that we can try to resolve it for you.

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at hello [at] connectably.com.

What personal data we collect and why we collect it

We may collect the following data about you:

• name and job title
• contact information including email address or addresses
• postal and billing address
• phone number or numbers
• business name
• website address or addresses
• demographic information such as postcode, preferences and interests
• data about how you use our website - visits to specific pages e.g. thank you pages for sign-ups to receive specific information or on purchases.
• other information relevant to customer surveys and/or offers
• any personal data that you choose to share with us in forms on our website, in feedback forms, over the phone, by email, by completing a survey, or in polls.
• technical data, such as your IP address, your login credentials, details about your browser, length of visit to pages on our website, page views, navigation paths, details about how often you visit our website, time zone settings and other technology on the devices you use to access our website
• your contact preferences and topics of interest so that we can send you relevant information that you have stated a clear interest in receiving
• photographs of you at events
• credit Information from reputable Third Parties
• billing information, e.g. your VAT number

Sensitive data

We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.

Contact forms - "no spam" policy - your registration and enquiry information

We work in the CRM, automation and email marketing industry. Spamming damages this sector. We are committed to eradicating spam (unsolicited email) in our industry. We will never spam you, nor ever pass your contact details onto 3rd parties without your consent.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

What we do with the information we gather

We will only use your personal data when legally permitted.

The most common uses of your personal data are:

• Where we need to perform the contract between us.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal ground for processing your personal data, other than in relation to sending marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by emailing us at hello [@] connectably.com or by using the link provided in any of the communications you receive from us.

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

• Internal record keeping.
• We may use the information to improve our products and services.
• We may periodically send promotional emails or direct physical mail about new products, special offers or other information which we think you may find interesting using the email address or physical address you have provided.
• From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.

We will typically use your data for:

• Sales & Marketing, for example sending you marketing communications where we are allowed by law to do so, understanding your business to see if our goods and services may be useful to you, personalising your use of our website, understanding how you use our website so that we can improve it for visitors, understanding which of our products and services you may have been researching, keeping records of conversations we’ve had with you, delivering relevant advertisements to you on platforms where you have settings enabled to see re-targeted advertising.
• Customer Services, for example providing you with the services you have bought from us, replying to enquiries you make about our services, responding to issues or complaints, assessing your experience of using our products and services and handling press enquiries;
• Financial Management, for example carrying out credit checks, processing financial transactions,  contacting you about payment queries or outstanding debts, or paying you for goods and services we’ve bought from you;
• Legal and compliance, for example complying with any legal obligations that apply to our business or as required by government authorities like HMRC, bringing legal claims against you in the unlikely event that you breach a contract or fail to make payment;
• Ongoing business health, for example protecting our business and website, managing and making decisions about our business and obtaining professional advice.

Purposes for processing your personal data

Set out below is a description of the ways we intend to use your personal data and the legal grounds on which we will process such data.

We have also explained what our legitimate interests are where relevant. We may process your personal data for more than one lawful ground, depending on the specific purpose for which we are using your data.

Please email hello [@] connectably.com if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out below.

We have four core categories, in which we have determined a lawful grounds to hold and process your data in order to contact you:

• You are a customer: where you have taken a trial or paid subscription of our software, or registered for one of our online courses, workshops, membership programmes or licenses, we hold and process your data for the purpose of fulfilling that contract, and for our legitimate interests of informing you of updates to those products or services.
• You have actively requested specific information: where you have requested one our resources or email series, we hold and process your data to deliver the requested information to you, to fulfil that request.
• You have actively added yourself to our marketing list: where you have asked to be sent updates from us by email by providing your email in a web form, email interaction or phone or in-person conversation that made it clear to you that this is what we would be holding and processing your data for.
• You have asked us to get in touch after an event: where we have met you at an event and you provided us with your business card or contact details on a written form, we will use this to contact you in follow-up to that event and invite you to consent to marketing.

In terms of the different types of data we hold about you, we have determined the following lawful grounds to hold and process your data to help us run our business:

• Communication Data: that includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. The lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.
• Customer Data: that includes data relating to any purchases of goods and/or services such as your name, title, billing address, delivery address email address, phone number, contact details, purchase details and your card details. We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. The lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.
• User Data: that includes data about how you use our website together with any data that you post for publication on our website. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back- ups of our website and/or databases and to enable publication and administration of our website, other online services and business. The lawful ground for this processing is our legitimate interests which in this case are to enable me to properly administer our website and our business.
• Technical Data: that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking systems. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.
• Marketing Data: includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free give-aways, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. The lawful ground for this processing is our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.
• Advertising Data: We might use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you (including Facebook adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you. The lawful ground for this processing is legitimate interests which is to grow our business. We may also use such data to send other marketing communications to you. The lawful ground for this processing is either consent or legitimate interests (namely to grow our business).

We may also process Aggregated Data from your personal data but this data does not reveal your identity and as such in itself is not personal data. An example of this is where we compile statistics across all of our surveys to see trends, or we review your Usage Data to work out the percentage of website users using a specific feature of our site. If we link the Aggregated Data with your personal data so that you can be identified from it, then it is treated as personal data.

Where we need to collect personal data by law, or under the terms of our contract and you don’t provide me with that data when requested, we might not be able to perform the contract (for example, to deliver our services to you). If you don’t provide me with the requested data, we might have to cancel our contract but if we do, we will notify you at the time.

We will only use your personal data for the purposes for which it was collected or a reasonably compatible purpose if necessary. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.

We might process your personal data without your knowledge or consent where this is required or permitted by law.

We do not carry out automated decision making or any type of automated profiling.

Marketing communications

You will receive marketing communications from us if you have:

• requested information from us or purchased goods or services from us; or
• if you provided us with your details and ticked the box at the point of entry of your details for us to send you marketing communications; and
• in each case, you have not opted out of receiving that marketing. We will get your active and express opt-in consent before we share your personal data with any third party for marketing purposes.

You can ask us to stop sending you marketing messages at any time by emailing us at hello [@] connectably.com at any time or by using the link provided in the communications you have received.

Where you opt out of receiving our marketing communications, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.

Disclosures of your personal data

We may have to share your personal data with the parties set out below for the purposes set out in the paragraph "What personal data we collect and why we collect it", above:

• service providers who provide IT and system administration services.
• professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances.

We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select "Remember Me", your website login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure of your information, you will be responsible for choosing secure passwords for your access (mix of upper- and lowercase characters, numbers, characters).

Analytics

Tracking visitors engaging with our website / 3rd party advertising

As part of our Services we may anonymously track visitors who engage with our adverts, or adverts from affiliates and/or with our website directly. We may collect the following information:

• The time and date of the Engagement;
• Details about the device, operation system and browser used by the visitor;
• The IP address associated with the visitor's specific device;
• The URL of the landing page of that the visitor landed on;
• The URL of the referring website;
• The search term used by the visitor to reach the website.

In order to obtain this information, we may use Tracking Pixels and Cookies (as such terms are defined below).

A Tracking Pixel is a piece of code embedded on a web page that collects information about visitors’ engagement on that web page. The tracking pixel can be provided either by the advertising channels, affiliate networks or by our website. The Tracking Pixel may include a command to create Cookies.

A Cookie is a small text file that can be stored on a visitor's browser (on any type of device). Our Cookie contains a unique random identifier that enables anonymous tracking activity from a browser that is associated with a visit. See Cookie Policy.

Who we share your data with

This website uses remarketing services to advertise on third party websites (including Google and its partners and Facebook) to previous visitors to our site. It could mean that we advertise to previous visitors who haven’t completed a task on our site, for example using the contact form to make an enquiry. This could be in the form of an advertisement on the Google search results page, or a site in the Google Display Network. Third-party vendors, including Google and Facebook, use cookies to serve ads based on someone’s past visits to the Connectably Ltd website. Of course, any data collected will be used in accordance with our own privacy policy and Google’s privacy policy.

You can set preferences for how Google advertises to you using the Google Ad Preferences page, and if you want to you can opt out of interest-based advertising entirely by cookie settings or permanently using a browser plugin.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Google Workspace (formerly G Suite) users – your privacy and the Connectably application

If you are a G Suite user, by using the Connectably service via https://crm.connectably.com, you will be asked to authenticate your Connectably account with your organisation's G Suite account. This privacy policy lays out clearly Actions the service may perform using this authentication. The summary below is consistent with with the "Google API Services: User Data Policy" (May 30, 2019 version). This privacy policy will be reviewed quarterly for ongoing consistency.

Google Workspace (G Suite) information that Connectably software collects

At a high level, the Connectably application collects the following information:

• persistent identifiers - your Google ID;
• email, calendar and task management information;
• usage information in the systems, and;
• information that we get from you, the user, either directly or via the permissions API.

Connectably accurately represents its identity and intent:

1. Our Identity: You authorise Connectably to access Google API Services on behalf of your account (see image below), and these credentials are kept confidentially and secure.
2. Data Requested: The data types Connectably requests are shown in the consent screen screenshot below. If this changes from what is disclosed in this privacy policy, then we will update this privacy policy and prompt Connectably users to re-consent to any changes before we may access additionally requested data. When you authorise Connectably access to your Google Account, we request a minimum range of permissions that Google describes as:
   • Gmail: To send emails to contacts you choose to email;
   • Drive: To view and manage Google Drive files and folders that are created by Connectably, and to see, edit, create and delete your spreadsheets in Google Drive;
   • Calendar: To see, edit, share and permanently delete all the calendars that you can access using Google Calendar, and;
   • Tasks: To create, edit, organise and delete all your tasks.
3. The specific purposes for which Connectably requests your Google user data are listed below under ‘How Connectably uses the information in, and with Google Workspace (G Suite)’

How Connectably uses information in, and with G Suite

So that you can recognise these Actions triggered by, or impacting Google Workspace as an integrated system the next time you use them in Connectably, information from your Google Workspace account is used in the following actions in Connectably:

• to send emails (Gmail) – emails sent from a contact or an opportunity record are sent using the Google Gmail API and are recorded in your Gmail ‘Sent Items’ and on the contact record in Connectably;
• to schedule and manage calendar bookings (Calendar) – meetings booked via the automated appointment booking function, or via the contact or opportunity record are sent using the Google Calendar API and are created in your Google Workspace account user’s or users’ calendars;
• to create and manage tasks in your To-Do list (Tasks) – tasks created, updated and marked as completed in Connectably are also created, updated or marked as completed in Google Tasks, via the Google Tasks API, and;
• to create weekly or on-demand back ups of your Connectably data to spreadsheets (Drive) – Connectably automatically creates a full backup spreadsheet of all your account data every Sunday night using the Google Spreadsheets API. Using the Google Drive API, it puts the backup created in a ‘Connectably Backup’ folder of Connectably Admin users’ Google Drive service.

These activities are matched against contacts on the Connectably system.

Connectably does not request access to information that it does not need.

The screenshot below is the authorisation consent screen Google Workspace users will see when authorising Connectably to access your Google Account from Settings > Initial Settings:

Microsoft 365 users - your privacy and the Connectably application

If you are a Microsoft 365 user (formerly Office 365), by using the Connectably service via https://crm.connectably.com, you will be asked to authenticate your Connectably account with your organisation's Microsoft 365 account. This privacy policy lays out clearly Actions the service may perform using this authentication. The summary below is consistent with with the "Microsoft APIs Terms of Use" (May 2019 version). This privacy policy will be reviewed quarterly for ongoing consistency.

Microsoft 365 information that Connectably software collects

At a high level, the Connectably application collects the following information:

• persistent identifiers - your Microsoft 365 ID;
• email, calendar and task management information;
• usage information in the systems, and;
• information that we get from you, the user, either directly or via the permissions API.

Connectably accurately represents its identity and intent:

1. Our Identity: You authorise Connectably to access Outlook API Services on behalf of your account (see image below), and these credentials are kept confidentially and secure.
2. Data Requested: The data types Connectably requests are shown in the consent screen screenshot below. If this changes from what is disclosed in this privacy policy, then we will update this privacy policy and prompt Connectably users to re-consent to any changes before we may access additionally requested data. When you authorise Connectably access to your Microsoft 365 Account, we request a minimum range of permissions:
   • Email: To view email messages and settings, send email on your behalf, and manage drafts and send emails;
   • Calendar: To see, edit, and create appointments on calendars that you can access using Microsoft 365, and;
   • Tasks: To create, edit, organise and delete all your tasks.
3. The specific purposes for which Connectably requests your Microsoft 365 user data are listed below under 'How we use the information in, and with Microsoft 365'.

How Connectably uses information in, and with Microsoft 365

So that you can recognise these Actions triggered by, or impacting Microsoft 365 as an integrated system the next time you use them in Connectably, information from your Microsoft 365 account is used in the following actions in Connectably:

• to read, create and send emails (Outlook Email) - emails sent from a contact or an opportunity record are sent using the Outlook API and are recorded in your Outlook 'Sent Items' and on the contact record in Connectably;
• to schedule and manage calendar bookings (Outlook Calendar) - meetings booked via the automated appointment booking function, or via the contact or opportunity record are sent using the Outlook Calendar API and are created in your Outlook account user's or users' calendars, and;
• to create and manage tasks in your To-Do list (Outlook Tasks) - tasks created, updated and marked as completed in Connectably are also created, updated or marked as completed in Outlook Tasks, via the Outlook Task API.

These activities are matched against contacts on the Connectably system.

Connectably does not request access to information that it does not need.

Information we share

All information that you share with the Connectably service is retained exclusively on the Connectably service platform and its hosing companies that assist with the service. We will never share your information with third parties without your consent.

GDPR & International Partners

We are subject to the provisions of the General Data Protection Regulations (GDPR) that protect your personal data. Where your data is transferred to third parties outside of the EEA, we will ensure that certain safeguards are in place to ensure a similar degree of security for your personal data.

Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.

Many of our third parties service providers, for example our website hosting, accountancy system and our customer database, are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission; or
• Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
• Where we use providers based in the United States, we may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

Please email us at hello [@] connectably.com if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Additional information

How we protect your data

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 such data.

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.

Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

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 requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see below for further information. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

• Request access to your personal data.
•  Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data. • Request restriction of processing your personal data.
• Request transfer of your personal data.
• Right to withdraw consent.

You can see more about these rights here. If you wish to exercise any of the rights set out above, please email us at hello [@] connectably.com

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 may refuse to comply with your request in these circumstances.

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.

We try to respond to all legitimate requests within one month. Occasionally it may 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.