Untap Software Limited is committed to protecting your personal data and respecting your rights when you use our services.
This policy describes how we handle your personal data and explains your rights and choices.
‘Untap Software Limited’ is registered in England and Wales under company number 12298669.
Untap Software Limited operate our sites, under the trading names of Untap, and are referred to in this policy as ‘we’, ‘our’, and ‘us’.
We are the data controller of any information provided to us via our websites or social media pages.
We are registered with the Information Commissioners Office in the UK with reference number ZB024427.
Examples of why your personal data may need to be collected are listed below:
- To register you as a new customer
- To administer and protect our business and website (including data analysis, testing, system maintenance, support, reporting and hosting of data)
- To deliver relevant website content and advertisements to you and measure or understand the effectiveness of advertising
- To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
- To create anonymised, aggregated data sets that may be used for research purpose, internal analysis, analytics and other functions.
- If consent is given, we may make suggestions and recommendations to you about goods or services that may be of interest to you via marketing and promotional information.
We recognise the need to treat any personal data in an appropriate and lawful manner, and only collect and process the data on the basis of contract, legitimate interests or if there is a legal obligation.
Any required information is indicated by an asterisk. You do not have to provide this information to us, but this will mean we will be unable to process your request. In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.
Typically we require you to provide us with professional contact information such as name, role, business address, phone number, and email address.
Data that may be captured about you could include, but is not limited to the following:
- Telephone Numbers
- Feedback and Survey Responses
- Usage data (how you engage with our website, products and services)
- Marketing & Communication Preferences
We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your identity and contact information by filling in forms or by corresponding with us, by phone, email or otherwise.
This includes personal data you provide when you:
- apply for our products or services;
- subscribe to our service or publications;
- request marketing to be sent to you;
- enter a competition, promotion or survey; or
- give us some feedback.
- Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
Technical Data from the following parties: analytics providers such as Google based outside the EU.
We will only retain your personal data for as long as necessary, in most cases up to three years 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.
In some circumstances you can ask us to delete your data: see the section explaining Your rights and choices further below.
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.
We only share your personal data with third parties where it is necessary to carry out your request, for our professional or legitimate business needs, or as required or permitted by law. Third-party providers may include, but are not strictly limited to:
- HubSpot Inc. (provider of software to support businesses with Inbound Marketing and Sales)
- Zendesk Inc. (“Zendesk”) and its subsidiaries (collectively, the “Zendesk Group”) (software used by the support team to provide services such as online web chat to customers)
- Appcues Inc. (used to improve user experience when using our software, to provide on-boarding services and highlight new features.)
- 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.
Our sites may also contain links to the websites of our affiliates, business partners, their networks, and advertisers. If you follow a link to these websites they have their own privacy policies, which may differ from that of ours. Please check the details of these policies before you provide any details to third parties directly.
This may involve transferring and processing your data outside the European Economic Area (EEA).
Where we do transfer your personal data to third parties or service providers, appropriate arrangements will be made in order to ensure correct and secure data processing in compliance with applicable data protection law, such as:
(a) the recipient country has an adequacy decision from the European Commission;
(b) the European Commission’s Standard Contractual Clauses for the transfer of personal data;
(c) the third party may be a certified participant of the EU-US Privacy Shield or Swiss Privacy Shield Framework
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
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.
To withdraw consent for marketing communications and opt-out of future communication from us, we recommend you unsubscribe by the following the links at the bottom of email communications you receive. Any requests made to unsubscribe from our communications will be processed as soon as possible, but may take a few days.
You can, at any time, contact us in relation to the personal data we hold about you.
You have a right to ask us to do any of the following in relation to your personal data:
- Right of Access - You have the right to ask an us whether or not we are using or storing your personal data.
- Subject Access Request (SAR) - Request access to your personal data/ Ask for a copy of the personal data we hold about you e.g. as a CSV file.
- Right to data portability - You also have the right to ask us to transfer your data to another organisation.
- Right to rectification - You can challenge the accuracy of personal data we hold about you and ask for it to be corrected or deleted. If your data is incomplete, you can ask for us to complete it by adding more details.
- Right to erasure - You can ask us to delete personal data we hold about you. In some circumstances, we may not be able to do this but we would advise you if this was the case.
- Right to restriction - You can limit the way we use your personal data if you have concerns. If necessary, you can also stop us from deleting your data.
- Right to object - You have the right to object to us processing (using) your personal data at any time. If it is not possible for us to do this, we will provide a reason if we have cause to continue using your data.
- Right to prevent automated processing - To request manual intervention if you are subject to automated decisions where the decision results in a legal or similar effect to you
- Right to raise any concerns - If you have any concerns with how we handle your personal data, please contact us so we can discuss this with you.
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 several requests. In this case, we will notify you and keep you updated.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). 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.
If you have any questions about these rights, or you would like to exercise any of them, please contact us.
More information about these rights can be found at https://ico.org.uk/for-the-public/.
For general enquiries, you can contact us via email@example.com.
We have a Data Protection Officer who makes sure we respect your rights and follow the law. If you have any concerns or questions about how we look after your personal data, please contact us:
Data Protection Officer: Manfredi Bargioni
Telephone: +44 (0)1252 302 354
Untap Software Limited
Suite 8, The Hub,
Farnborough Business Park,
We would always ask that you raise any concerns with us first.
For independent advice about data protection, privacy, and data sharing issues, or to make a complaint about how Untap Software Limited has handled your personal data, you can contact the Information Commissioner’s Office (ICO) by visiting https://ico.org.uk or calling 0303 123 1113.