Foresight Data Machines’ Privacy Policy
Last updated: 27 October 2023
Introduction
FORESIGHT DATA MACHINES LTD (We or Our) is the controller and responsible for the personal data of those people who use our website, our software products, or engage in electronic communication with us (You or Your).
We are incorporated and registered in England and Wales under the name Foresight Data Machines Ltd with company number 11579206, and our registered office is at Metal Box Factory, 30 Great Guildford Street, London, United Kingdom SE1 0HS.
We have produced this Privacy Policy to explain how we look after your personal data when you use our website, our software products, or when we are in touch with you in your capacity as a customer for e.g. billing. This policy tells you about your privacy rights and how the law protects you.
We respect your privacy rights and we are committed to protecting your personal data in accordance with our obligations under all applicable data protection laws.
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). That said, we would appreciate the opportunity to deal with your concerns before you approach the ICO so please contact us in the first instance at: dpo@foresightdatamachines.com.
Personal Data Collected
We may collect, use, store and transfer different kinds of personal data about you, which have been grouped together as follows:
Identity data: first name, last name.
Contact data: email address.
Online identifiers: cookies.
Geolocation identifiers: IP address.
How is your data collected?
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your personal data by, for example, filling in forms or by corresponding with us by email or otherwise.
Automated technologies or interactions. As you interact with our services or our website, we may collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
Use of Personal Data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Where we need to perform the contract we are about to enter into or have entered into with the organisation you work for.
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 obligation.
We will use your personal data in the following circumstances:
To register you as a new Authorised User.
To manage our relationship with Authorised Users.
To provide Authorised Users with support and manage our services.
To respond to inquiries and customer support requests.
To administer billing and contractual activities.
To administer and protect our business and website.
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.
To comply with the requirements of competent authorities (e.g. the ICO).
In all of the examples referred to above we rely on the processing being in our legitimate interests as the lawful basis for processing your personal data.
Disclosure of Personal Data
We may have to share your personal data with the parties set out below for the purposes set out above:
Our suppliers who provide us with our IT and system administration services.
Our lawyers.
Competent authorities (e.g. the ICO).
We require all third parties to respect the security of your personal data and to treat it in accordance with our obligations under applicable data protection laws. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our Privacy Policy.
International Transfers
Some of our suppliers are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK. In addition, if you reside outside of the UK, we may transfer your personal data to the UK for processing.
Whenever we transfer your personal data out of the UK or to the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
We would transfer your personal data to a country with ‘adequate’ standards of data protection laws in place to protect your personal data as determined by the UK Government.
Where we use certain service providers outside the UK or outside any country with ‘adequate’ status, we use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
Data Security
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. This includes, but is not limited to, encryption of data in transit and at rest, and regular data backups. Please contact us if you require further information about our security measures.
We limit access to your personal data to those employees, agents, contractors, and other third parties in line with the least privilege principle.
Data Retention
We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights include:
Request access to your personal data. You have the right to request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of your personal data. You have the right to request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. You have the right to request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request
Object to the processing of your personal data. You have the right to object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing your personal data. You have the right to request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
If you want us to establish the data's accuracy.
Where our use of the data is unlawful but you do not want us to erase it.
Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request transfer of your personal data. You have the right to request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Right to withdraw consent. You have the right to withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us: dpo@foresightdatamachines.com.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). That said, of we think that your request is unfounded, repetitive, or excessive we may charge you a reasonable fee for our costs in complying with your request. We can also not comply with your request if this was the case.
What we may need from you
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.
Time limit to respond
We will do our best to respond to all requests within one month. Occasionally it could 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.
Contact Us
If you have any questions about this privacy policy or our privacy practices, please contact us at: dpo@foresightdatamachines.com.
Changes to this Privacy Policy
We reserve the right to update this Privacy Policy at any time.