Privacy Policy

BACKGROUND

Kudocs Limited (Kudocs, we, us or our), is an online company management software tool to help you streamline your corporate affairs. It is accessible online via our website, any mobile and/or web based application as available from time to time.

We care about privacy and data protection and we are committed to protecting your personal information. We also aim at transparency, we want you to know what data we collect about you and how it is used and shared. Please be aware that, whilst we make our best efforts to keep your personal information safe, no website can be completely secure.

The following privacy policy (Privacy Policy) together with our cookies policy (Cookies Policy) relate to our use of any personal information that we collect and process via our website, any mobile and/or web based application as available from time to time or any other personal information you provide to us in person, via email, telephone, text message, or other means (whether that information concerns you or another person).

To learn more about your rights to privacy and data protection, we recommend you visiting the Information Commissioner’ Office (ICO) website at https://ico.org.uk/.

1. ABOUT US & CONTACT DETAILS
   1. Kudocs Limited is a limited liability company (company number 09611371) registered in England and Wales with registered office at Third Floor, Marlborough House, Victoria Road South, Chelmsford, Essex, England, CM1 1LN.
   2. If you have any query regarding our use of your personal data, please contact us at info@kudocs.co.uk.
2. KEY TERMS
   1. Data Controller: the individual or organisation that, alone or jointly with others, exercises overall control over how Personal Data are processed and the purposes of such treatment.
   2. Data Processor: any person (other than an employee of the data controller) who processes the data on behalf and under the instruction of the Data Controller.
   3. Communication Methods: email, telephone, notices posted on our Site, or any other communication methods.
   4. Personal Data: any information relating to a living individual who can be directly or indirectly identified in particular by reference to an identifier.  Personal Data may include identification numbers, location data and online identifiers.
   5. Processing: obtaining, recording or holding data or carrying out any operation in relation to Personal Data.
   6. Registered User: any person who is registered with a Kudocs account to access and use the Services, whether or not they have access to a specific company.
   7. Sensitive Personal Data: data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.
   8. Services: the online company management software as a service tool to help you manage your corporate affairs, including the Kudocs website (currently www.kudocs.co.uk) and Kudocs Content, as available from time to time.
   9. Site: the Kudocs website available from time to time at www.kudocs.co.uk.
   10. User Generated Content: means any data uploaded or in any way inputted in or through the Service or Site by a Registered User.
   11. Y/you, Y/your: any person or entity (including a company) who registers or is registered to use the Service (whether or not they use the Service) for a company.
3. PRIVACY POLICY: WEBSITE USERS. The terms in this clause apply only to users of the Site who are not otherwise Registered Users nor actively enquiring about our Services.
   1. DATA CONTROLLER
      1. Kudocs will be the Data Controller with regards to the processing of your Personal Data provided to, or collected by or for us, in connection with your use of our Site.
   2. LEGAL BASIS FOR PROCESSING
      1. We may process your Personal Data for the purpose of providing information about the Services.
      2. We do so on the basis that we have a legitimate interest in such processing that includes:
         1. our commercial interest in offering our Services to you; and
         2. that it is necessary for us to process the Personal Data, because without it we cannot offer to provide or provide the Services and comply with our legal obligations.
      3. We only process the information we need to offer to provide or provide the Services. We have considered your rights and interests in determining what information we store and use and consider that they are not unduly impacted.
   3. INFORMATION WE COLLECT ABOUT YOU
      1. We log your visits and your usage data when you visit our Site. In particular, we use internet protocol (“IP”) addresses, cookies and similar technologies (e.g., web beacons, pixels, ad tags and device identifiers) to identify you or your device.
      2. Website usage information is collected using cookies and through third-party analytical software such as Google Analytics. You consent to our use of these on our website when you accept our Cookie Policy.  Cookies are files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the Website and to compile statistical reports on website activity. You can control if your computer accepts cookies and how to remove them. However, in a few cases, some of our website features may not function as a result. 
      3. We log demographic and interest data and remarketing audience lists using Google Analytics.  In doing so, we do not identify users or facilitate the merging of personally identifiable information with non-personally identifiable information collected through any Google advertising product or feature and will not disaggregate data that Google reports in aggregate. 
      4. Please read our Cookies Policy to learn more about how we use cookies and similar tracking technologies and how to opt out.
      5. We receive data from your devices and networks, including location data. When you visit or leave our Site, we receive the URL of both the site you came from and the one you go to next. We also get information about your your physical location, IP address, proxy server, operating system, web browser and add-ons, device identifier and features, and/or ISP or your mobile carrier. If you use our Site from a mobile device, that device may send us data about your location. Most devices allow you to prevent location data from being sent to us and we respect your settings.
   4. HOW WE USE YOUR PERSONAL DATA
      We will only use your Personal Data where the law allows us to. We use your Personal Data to give you access to our Site and to enable us to offer to provide or provide the Services to you and other users of the Services. In addition, we also use your Personal Data to:
      1. provide you with information about the Services;
      2. contact you through any Communication Method about our Services, provided that you have previously consented to us contacting you. You may at any time opt to be excluded from communications regarding Kudocs and our Services by sending an email to info@kudocs.co.uk;
      3. produce aggregate insights that do not identify you; and
      4. investigate, respond to and resolve complaints and service issues, including using IP addresses and approximate locations to help users validate the authenticity of signatures collected by the Service.
   5. RECIPIENTS OF YOUR DATA
      1. To provide and develop our Site, we may share your Personal Data with:
         1. our subsidiaries (if any), as defined by section 1162 of the Company Act 2006 as amended, extended or re-enacted from time to time, provided that our subsidiaries will be subject to the same terms of this Privacy Policy; and
         2. third parties for maintenance, analysis, audit, payments, marketing and development. Third parties will only have access and use your information as reasonably necessary to perform these tasks on our behalf and they will be bound to non-disclosure obligations and to the terms of this Privacy Policy.
      2. We may have to disclose your Personal Data if it is reasonably necessary to:
         1. investigate, prevent, or take action regarding suspected or actual illegal activities or to assist government enforcement agencies;
         2. enforce our agreements with you; investigate and defend ourselves against any third-party claims or allegations;
         3. protect the security or integrity of our Services.
      3. We will attempt to notify you about legal demands for your Personal Data when appropriate in our judgement, unless prohibited by law or court order or when the request is an emergency. We may dispute such demands when we believe, in our discretion, that the requests are overbroad, vague or lack proper authority, but we do not promise to challenge every demand.
      4. We may share your Personal Data as part of a sale, merger or change in control, or in preparation for any of these events. Any other entity which buys us, or part of our business, will have the right to continue to use your data, but only in the manner set out in this Privacy Policy.
   6. DATA RETENTION
      1. We will normally keep your Personal Data for as long as it is necessary to provide you with access to our Site or Services. We periodically delete Personal Data that is no longer needed for our legitimate interests.
4. PRIVACY POLICY: REGISTERED USERS AND INDIVIDUALS ACTIVELY ENQUIRING ABOUT OUR SERVICES   The terms in this clause apply only to Registered Users of the Services or those who are actively enquiring about our Services.
   1. DATA CONTROLLER
      1. With the exception of User Generated Content, Kudocs will be the Data Controller with regards to the processing of your Personal Data provided to, or collected by us, for or in relation to our Services.
      2. Each Registered User will have exclusive responsibility for User Generated Content and in respect of such data Kudocs will be a Data Processor.
   2. LEGAL BASIS FOR PROCESSING
      1. We may process Personal Data of Registered Users and of individuals enquiring about the Services for the purpose of performing and providing information about the Services.
      2. We do so on the basis that we have a legitimate interest in such processing that includes:
         1.  our commercial interest in offering and providing our Services to you;
         2.  it is necessary for the entry into and performance of a contract with you; and
         3. it is necessary for compliance with a legal obligation.
      3. We only process the information we need to provide the Services. We have considered your rights and interests in determining what information we store and use and consider that they are not unduly impacted.
   3. INFORMATION WE HOLD
      1. We may collect Personal Data about you or any Registered User of the Services that you or a Company adds to the Service. This includes but is not limited to your name, email address, home address, mobile number, and password, when you register or enquire about the Service.
      2. In addition, to provide you with our Services and while you use the Service or Site (e.g. search for information, submit requests, participate in discussion boards or other social media functions on our site, enter a competition, promotion or survey, submit information for storage or to be sent to Companies House, report a problem with our Site or the Services), we may have to collect and process your biographical data, financial and credit card information, your nationality and other Personal Data (e.g. name, address, nationality, date of birth and similar information about directors and employees of any company you have registered with us).
      3. We log your visits and use of our Services, your usage data when you visit or otherwise use our Services. We use log-ins, IP addresses, cookies and similar technologies (e.g., web beacons, pixels, ad tags and device identifiers) to log your use and identify you or your device.  Please read our Cookies Policy to learn more about how we use cookies and similar tracking technologies and how to opt out.
      4. When you visit or leave our Site, we receive the URL of both the site you came from and the one you go to next. We also get information about your physical location, your IP address, proxy server, operating system, web browser and add-ons, device identifier and features, and/or ISP or your mobile carrier. We process information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number. If you use our Site from a mobile device, that device will send us data about your location. Most devices allow you to prevent location data from being sent to us and we respect your settings.
      5. Upon your request we may acquire information relating to you and/or the directors and/or employees of the companies you have registered with us from Companies House or other governmental departments, including but not limited to Her Majesty’s Revenue & Customs. This information will be acquired using governmental services and upon you requesting that we acquire such information on your behalf to generate content for your account.
   4. REGISTERED USERS ADDING PERSONAL DATA BELONGING TO OTHER PEOPLE
      1. By using the Service each Registered User confirms that:
         1. they have complied and will comply with all legal obligations concerning the provision or use of another person’s data (whether or not that person is a Registered User), including but not limited to all applicable data protection laws and regulations.
         2. They will comply with any terms and conditions governing their use of the Services – either as published on our website from time to time, or separately agreed in writing.
   5. INFORMATION FROM OTHER SOURCES
      1. We may receive information about you if you use any other websites we operate or the other services we may provide. In this case we will have informed you when we collected that data that it may be shared internally and combined with data collected on this site.
      2. We also work closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.
   6. HOW WE USE YOUR PERSONAL DATA
      1. We use your Personal Data to give you access to our Site and to provide you with our Services. In addition to:
         1. administer and process registrations;
         2. authenticate and grant you with access to some areas of our Site and the Services, correspond with Registered Users and individuals enquiring about the Services through any Communication Methods, about enquires, registrations and other Service-related requests;
         3. contact Registered Users via any Communication Methods about the availability of our services, security, other service-related issues, network updates, reminders and suggestions;
         4. provide Registered Users and individuals enquiring about the Services with information about our offering. 
         5. produce aggregate insights that do not identify any individual users of our Services; and
         6. investigate, respond to and resolve complaints and service issues, including using IP addresses and approximate locations to help users validate the authenticity of signatures collected by the Service.
      2. You can opt out of receiving certain updates and notifications from Kudocs (Login > My profile; or by sending an email to info@kudocs.co.uk).  Please be aware that as long as you are using our Services you cannot opt out of receiving essential service messages from us, including security and legal notices.
   7. RECIPIENTS OF YOUR DATA
      1. To provide and develop our Services, we may share your Personal Data with:
         1. our subsidiaries (if any), as defined by section 1162 of the Company Act 2006 as amended, extended or re-enacted from time to time, provided that our subsidiaries will be subject to the same terms of this Privacy Policy;
         2.  subcontractors who may perform the whole or part of the Services on behalf of Kudocs (“Subcontractors”), provided that the Subcontractors will be bound to the terms of this Privacy Policy or to substantially similar obligations; and
         3. third parties (e.g. for maintenance, analysis, audit, payments, marketing and development).  Third parties will only have access and use your information as reasonably necessary to perform these tasks on our behalf and they will be bound to non-disclosure obligations and to the terms of this Privacy Policy.
      2. We shall not sell your data to any third parties.
      3. We may have to disclose your Personal Data if it is reasonably necessary to: (i) investigate, prevent, or take action regarding suspected or actual illegal activities or to assist government enforcement agencies; (ii) enforce our agreements with you; (iii) investigate and defend ourselves against any third-party claims or allegations; (vi) protect the security or integrity of our Services.
      4. We will attempt to notify you about legal demands for your Personal Data when appropriate in our judgment, unless prohibited by law or court order or when the request is an emergency. We may dispute such demands when we believe, in our discretion, that the requests are overbroad, vague or lack proper authority, but we do not undertake or warrant to challenge every demand.
      5. We may also share your Personal Data as part of a sale, merger or change in control, or in preparation for any of these events. Any other entity which buys Kudocs or part of our business will have the right to continue to use your data, but only in the manner set out in this Privacy Policy.
   8. DATA RETENTION
      1. REGISTERED USERS ONLY
         1. Unless you have agreed that we may retain your Personal Data for a longer period, we will keep your Personal Data only for as long as it is necessary to provide you with our Services.
         2.   We may need to retain part of your Personal Data even after termination of the agreement to provide you with our Services, if reasonably necessary to comply with our legal obligations (including law enforcement requests), meet regulatory requirements, resolve disputes, maintain security, prevent fraud and abuse, enforce our agreements with you. Such retention shall be in accordance with the terms of any agreement we have with you.
      2. INDIVIDUALS ENQUIRING ABOUT THE SERVICES ONLY
         1. We keep your Personal Data only for as long as it is necessary to provide you with the information you requested about the Services. We periodically delete Personal Data that is no longer needed.
5. GENERAL
   1. CROSS-BORDER DATA TRANSFERS
      1. We do not transfer, store or process your Personal Data outside the European Economic Area.
   2. CHANGE TO THIS PRIVACY POLICY
      1. As we are committed to constantly improving our Services, we may change the selection of data and the way we process it. We reserve the right to change or adapt this Privacy Policy from time to time. In the event of any changes to our Privacy Policy, we will update the version available on our Site as soon as reasonably possible.
   3. LINKING TO OTHER WEBSITES
      1. For your information and convenience only, the Site contains hyperlinks to third-party websites. Clicking on any links to third-party websites 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, nor does Kudocs endorse any content or service displayed, contained in or related to those third-party websites. When you leave our website, we encourage you to read the privacy policy of every website you visit.
   4. THIRD-PARTY ADVERTISERS
      1. We do not share your Personal Data with any third-party advertisers or ad networks for their advertising.
   5. SECURITY
      1. We implement a number of security safeguards designed to protect your data, such as HTTPS, secure log-ins and auto log-out functionality. We regularly monitor our systems for possible vulnerabilities and attacks. However, we cannot warrant the security of any information that you send us.
      2. Your use of our Services is at your own risk. We do not guarantee that data may not be accessed, disclosed, altered, or destroyed by breach of any of our physical, technical, or managerial safeguards.
6. YOUR RIGHTS
   1. Under certain circumstances you have rights under data protection laws in relation to your Personal Data. We may need to request specific information from you to help confirm your identity and ensure your right to access your Personal Data (or exercise any other rights). This may include providing us with two forms of identification acceptable to us. This is a security measure to ensure that personal information is not disclosed to any other person who has no right to receive it. We may also ask for additional information in relation to your request to help speed up our response.
      1. RIGHT OF ACCESS, RIGHT TO REQUEST CORRECTION, RIGHT TO RESTRICT PROCESSING
         1. You have the right to access the Personal Data we hold about you and can make an access request to:
            1. confirm the accuracy of your Personal Data;
            2. confirm the lawfulness of our processing; or
            3. allow you to exercise your rights under any applicable data protection laws.
         2. We reserve the right to reject manifestly unfounded or excessive requests.
         3. To access the Personal Data we store about you, please contact us at: info@kudocs.co.uk.
      2. RIGHT TO WITHDRAW CONSENT
         1. If we have explicitly asked for your consent to process your data for the purposes detailed in this Privacy Policy, you can always change your mind and withdraw your consent by contacting us at info@kudocs.co.uk. If we have not asked for your consent, we are processing it for other legitimate interests, as detailed in this Privacy Policy.
      3. RIGHT TO COMPLAIN
         1. You have the right to lodge a complaint about our processing of your data and/or our handling of your complaints to the ICO or the appropriate data protection authority if you reside outside the United Kingdom.
         2. To learn more about your rights please visit ICO’s website at https://ico.org.uk/.