Paloma Systems Ltd Website Privacy Policy
The following policy defines how we approach privacy for users of our website. It is neither the privacy nor data protection policy of any of our product suite.
We are Paloma Systems Ltd., registered in England and Wales Company number 02636648.
Data is a big part of what we do at Paloma Systems Ltd. and we are committed to maintaining the trust and confidence of the users of our web-based case management systems. We are not in the business of selling, renting or trading email lists with other companies and businesses for marketing purposes and therefore we do not share your data.
We have additional Data and Security Policies for our business operations to which our customers can request access.
Introduction
This Privacy Policy outlines Paloma Systems Ltd ("we", "our" or "the Company") processing with respect to information collected from users ("Users") who access or enter data at our website at www.paloma.co.uk ("Site").
The responsible authority within the meaning of data protection laws, in particular the General Data Protection Regulation (GDPR): The Information Commissioner's Office (ICO)
What information do we collect?
We collect two types of data and information from Users.
The first type of information is unidentified and non-identifiable information pertaining to a User(s), which may be made available or gathered via your use of the Site ("Non-personal Information"). We are not aware of the identity of a User from which the Non-personal Information was collected. Non-personal Information which is being collected may include your aggregated usage information and technical information transmitted by your device, including certain software and hardware information (e.g. the type of browser and operating system your device uses, language preference, access time, etc.) in order to enhance the functionality of our Site. We may also collect information on your activity on the Site (e.g. pages viewed, online browsing, clicks, actions, etc.).
The second type of information Personal Information, which is individually identifiable information, namely information that identifies an individual or may with reasonable effort identify an individual. Such information includes:
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Contact us information: When you submit a contact form with our Site you will be asked to provide us certain details such as: full name; email and phone number and any other supplied information;
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IP addresses
When do we share this data?
Paloma Systems Ltd will not share any of the data acquired by use of our website except with subsidiaries, affiliated companies and subcontractors in order to provide User analysis of the Site or to respond to contact queries.
User Rights
You may request to:
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Receive confirmation as to whether or not Personal Information concerning you is being processed and access your stored Personal Information, together with supplementary information
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Receive a copy of Personal Information in a structured, commonly used and machine-readable format
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Request rectification of your Personal Information that is in our control
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Request erasure of your Personal Information
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Object to the processing of Personal Information by us
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Request to restrict processing of your Personal Information by us
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Lodge a complaint with a supervisory authority
However, please note that these rights are not absolute and may be subject to our own legitimate interests and regulatory requirements.
If you wish to exercise any of the above rights or receive more information, please contact: info@paloma.co.uk.
Retention
We will retain your Personal Information for as long as necessary to provide our services, and as necessary to comply with our legal obligations, resolve disputes and enforce our policies. Retention periods will be determined taking into account the type of information that is collected and the purpose for which it is collected, bearing in mind the requirements applicable to the situation and the need to destroy outdated, unused information at the earliest reasonable opportunity. Under applicable regulations, we will keep records containing client personal data, account opening documents, communications and anything else as required by applicable laws and regulations.
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We may rectify, replenish or remove incomplete or inaccurate information, at any time and at our own discretion.
Grounds for data collection
Processing of your Personal Information for the purpose of providing consulting quotes and services is necessary for the performance of our obligations towards you and providing you with our services, to protect our legitimate interests and for compliance with legal and financial regulatory obligations to which we are subject.
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When you use the Site, you consent to the collection, storage, disclosure and uses of your Personal Information as described in this Privacy Policy.
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We encourage our Users to carefully read the Privacy Policy and use it to make informed decisions.
How is the information used? With whom do we share the information?
We do not rent, sell or share Users’ information with third parties, except as described in this Privacy Policy.
We may use the information for the following:
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Communicating with you – sending you notices regarding our services and responding to any questions you may have;
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For statistical and analytical purposes, intended to improve the Site
In addition to the purposes listed in this Privacy Policy, we may share Personal Information with our trusted third-party providers, who may be located in different jurisdictions across the world, for any of the following purposes:
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Hosting and operating our Site;
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Storing and processing such information on our behalf;
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Performing research, technical diagnostics or analytics;
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We may also disclose information if we have good reason to believe that disclosure of such information is helpful or reasonably necessary to: (i) comply with any applicable law, regulation, legal process or governmental request; (ii) enforce our policies (including our Agreement), including investigations of potential violations thereof; (iii) investigate, detect, prevent or take action regarding illegal activities or other wrongdoing, suspected fraud or security issues; (iv) to establish or exercise our rights to defend against legal claims; (v) prevent harm to the rights, property or safety of us, our users, yourself or any third party; or (vi) for the purpose of collaborating with law enforcement agencies and/or in case we find it necessary in order to enforce intellectual property or other legal rights.
Cookies
We and our trusted partners use cookies and other technologies in our related services, including when you visit our Site or access our services.
A "cookie" is a small piece of information that a website assigns to your device while you are viewing a website. Cookies are very helpful and can be used for various different purposes. These purposes include allowing you to navigate between pages efficiently, enabling automatic activation of certain features, remembering your preferences, and making the interaction between you and our Services quicker and easier. Cookies are also used to help compile statistical data on your use of our Services and to manage our process when you make an enquiry on our website.
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The Site uses the following types of cookies:
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'session cookies', which are stored only temporarily during a browsing session in order to allow normal use of the system and are deleted from your device when the browser is closed;
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'persistent cookies', which are read only by the Site, saved on your computer for a fixed period and are not deleted when the browser is closed. Such cookies are used where we need to know who you are for repeat visits, for example to allow us to store your preferences for the next sign-in;
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'third-party cookies', which are set by other online services who run content on the page you are viewing, for example by third-party analytics companies who monitor and analyse our web access
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Cookies do not contain any information that personally identifies you, but Personal Information that we store about you may be linked, by us, to the information stored in and obtained from cookies. You may remove the cookies by following the instructions of your device or browser - here are instructions of how to opt out of cookies on some of the most popular browsers:
How to opt out of cookies on Apple Safari
How to opt out of cookies on Google Chrome
How to opt out of cookies on Firefox
How to opt out of cookies on Microsoft Edge
How to opt out of cookies on Microsoft Explorer
Please note if you choose to disable cookies, some features of our Site may not operate properly, and your online experience may be limited.
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Google Analytics
We use Google Analytics to collect information about your use of the Site. The tool collects information such as how often users access the Site, which pages they visit when they do so, etc.
You can find out more about Google’s position on privacy in regards to its analytics service here.
To opt out of google analytics tracking you can download the google analytics browser extension here.
Google Advertising
We use Google Adwords to create text adverts in Google search results. The tool uses Google tracking and cookies to monitor campaign performance.
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You can find out more about Google’s policies on privacy for their advertising services here.
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You can control which ads you see on Google using their Ad control features - you can find out more here
CRM
We use Hubspot to manage our communications with current and future customers. Their services are hosted in the EU. Any information provided via customer web forms on our site will be saved here including:
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Customer/inquirer name
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Customer/inquirer email
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Customer/inquirer phone number
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Nature of inquiry/input information
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Nature of business
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You can find out more about Hubspot’s position on privacy in regards to its services here
You can find out about Hubspot’s cookies and how to opt out here
Web hosting
Use of script libraries (Google Web Fonts)
We host our website using Wix who leverage a Content distribution network for displaying images, styling, functionality and to monitor performance, ensuring our website can be reached by users globally in the most efficient manner. Wix use cookies to deliver this service, these are classified as essential cookies and are not used for marketing purposes. You can read more about Wix cookies and their usage here.
In order to present our contents correctly and make them graphically appealing across all browsers, we use script libraries and font libraries such as Google Web Fonts (www.google.com/webfonts) on this website. Google Web Fonts are transferred to your browser's cache to avoid multiple loading. If your browser does not support Google Web Fonts or does not allow access, content will be displayed in a default font.
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Calling script libraries or font libraries automatically triggers a connection to the library operator. In theory, it is possible – but currently also unclear whether and, if so, for what purposes – that operators of corresponding libraries collect data
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The privacy policy of the library operator Google can be found here
Third-party collection of information
Our policy only addresses the use and disclosure of information we collect from you. To the extent you disclose your information to other parties or sites throughout the internet, different rules may apply to their use or disclosure of the information you disclose to them. Accordingly, we encourage you to read the terms and conditions and privacy policy of each third party that you choose to disclose information to.
This Privacy Policy does not apply to the practices of companies that we do not own or control, nor to individuals whom we do not employ or manage, including any of the third parties which we may disclose information to as set out in this Privacy Policy.
How do we safeguard your information?
We take great care in implementing and maintaining the security of the Site and your information. We employ industry standard procedures and policies to ensure the safety of the information we collect and retain, and prevent unauthorised use of any such information, and we require any third party to comply with similar security requirements, in accordance with this Privacy Policy. Although we take reasonable steps to safeguard information, we cannot be responsible for the acts of those who gain unauthorised access or abuse our Site, and we make no warranty, express, implied or otherwise, that we will prevent such access.
Transfer of data outside the EEA
Please note that some data recipients may be located outside the EEA. In such cases we will transfer your data only to such countries as approved by the European Commission as providing adequate level of data protection or enter into legal agreements ensuring an adequate level of data protection.
Marketing
We may use your Personal Information such as your name, email address, telephone number, etc., ourselves or by using our third-party subcontractors, for the purpose of providing you with promotional materials concerning our services which we believe may interest you.
To respect your right to privacy, within such marketing materials we provide you with the means to opt out of receiving further marketing offers from us. If you unsubscribe, we will remove your email address or telephone number from our marketing distribution lists.
Please note that even if you have unsubscribed from receiving marketing emails from us, we may send you other types of important email communications without offering you the opportunity to opt out of receiving them. These may include customer service announcements or administrative notices.
Corporate transaction
We may share information in the event of a corporate transaction (e.g. sale of a substantial part of our business, merger, consolidation, or asset sale). In the event of the above, the transferee or acquiring company will assume the rights and obligations as described in this Privacy Policy.
Minors
We understand the importance of protecting children’s privacy, especially in an online environment. The Site is not designed for or directed at children. Under no circumstances shall we allow the use of our services by minors without prior consent or authorisation by a parent or legal guardian. We do not knowingly collect Personal Information from minors. If a parent or guardian becomes aware that his or her child has provided us with Personal Information without their consent, he or she should contact us at info@paloma.co.uk.
Updates or amendments to this Privacy Policy
We reserve the right to periodically amend or revise the Privacy Policy; material changes will be effective immediately upon the display of the revised Privacy policy. The last revision will be reflected in the "Last modified" section. Your continued use of the Platform, following the notification of such amendments on our website, constitutes your acknowledgment and consent of such amendments to the Privacy Policy and your agreement to be bound by the terms of such amendments.
How to contact us
If you have any general questions about the Site or the information we collect about you and how we use it, you can contact us at info@paloma.co.uk.
Paloma Systems Ltd registered in England and Wales Company number 02636648
Any changes to this policy will be published on the paloma.co.uk website.
Last modified 20th February 2024