Effective date: 8 January 2020
Last updated: 29 January 2020 (wording changes only)
By ordering products, contacting us, or submitting forms on our website, you consent to us lawfully processing your data as described in this policy, so we can provide the services you have requested.
You must be at least 18 years old to place orders with or provide your personal details to Utility Software Limited.
You may withdraw your consent by emailing email@example.com and we will delete your data as soon as possible as described in the section "Right to be forgotten" below.
Our intention is to only use your data to enable you to purchase our products or to receive help, support, and updates.
Third parties used in processing your data
We aim to minimise the cookies used, and to avoid using anything on our website that could introduce cookies or track you across third party sites.
We use Wix to provide the website infrastructure for Utility Software and it creates technical cookies when you use our website.
We create cookies to:
Maintain the list of products in your shopping basket
Remember your Chat messages and route replies to you
Keep the website and your details safe and secure (for example by preventing Cross-site request forgeries - XSRF)
Monitor and analyse the performance, operation and effectiveness of our website and Wix's platform.
We use Wix, Wix Ascend, and Wix Payments to provide the website and store infrastructure. These services need to store cookies to enable the services we offer to use. Wix uses services which create some third-party cookies but these are session cookies which expire when you finish on the website and do not track you.
To avoid tracking across websites we have made the following design decisions:
We do not use tracking cookies or images 'tracking pixels'.
We do not host third party ads on our site.
We do not use Google Analytics.
The only analytics we use is based on server logs on the web host.
We do not include any social network sharing buttons or social media marketing on our site. These are known to track people so we don't include them.
“Do Not Track” Signals: Please note that our website does not change our practices in response to a “Do Not Track” signal in the HTTP header from a browser or mobile application.
Information we collect
This section lists the personally identifiable and other information we collect.
Support requests: If you submit a support request we will record your name and email address so we can respond to you.
Newsletter subscriptions: If you sign up for a newsletter we will record your name and email address so we can send you newsletter.
Chats: We store the contents of chat messages submitted by you in our 'Chat with us!' form. When we are offline you have the option to voluntarily provide your email address so we can respond. We will store this email address so that we can support you.
Site browsing activity: Non-personal information is stored so that we may occasionally view live site activity. This data consists of:
a random unique id assigned to your browser, which may tell us if you have visited before
your approximate estimated geographical location based on the IP address which your session uses to connect to our site (this may be different from your devices actual IP address because of NATing and other proxies).
the page you are viewing
the approximate duration of your browsing session on our site
Orders: We store the contact information you provide when placing an order, including:
details of the product orders
method of payment (but not the account or payment card details used to make the payment)
How we use your data
We only use your personal data to:
provide the services you have requested,
process payments you have made,
provide you with information and news if requested,
provide you with support if requested, and
permit you to obtain software upgrades when available.
Information we share with third-parties
We use Wix to process orders. Wix is Payment Card Industry Data Security Standards (PCI DSS) compliant and is accredited as a level 1 service provider and merchant. For more details please refer to https://support.wix.com/en/article/security-of-wixs-billing-services-and-pci-compliance.
We will never share your data with any other third-party, unless required to do so legally under the laws of England and Wales.
Our application software (which you download and install on your devices) does not share or distribute your data to us or to any third party. All processing happens on your device.
When we will contact you
We will contact you by email to provide support, answer questions, or query orders. We may as a last resort contact you by telephone or at your postal address (supplied during ordering) if we think this will help us provide our service to you.
We will email you our newsletters on occasions if you have signed up for a newsletter. The frequency is expected to be between a month and a year, depending on the amount of news we have. You may unsubscribe from our newsletters at any time by emailing us at firstname.lastname@example.org.
We may email you even if you have not signed up for our newsletter but only if we think this will specifically help you or be of direct interest to you.
We do not spam you. We do not sell your details. We will not use your details for any purpose other than providing a service to you and informing you of news concerning Utility Software.
Retention period: We will retain your data for as long as you use our services.
We and our data processor Wix may retain your data for as long as needed to provide you with our services. For tax purposes we will need to retain payment records and invoices for 6 years from the end of the company financial year in which the payment was made. Our financial year runs from February 1st to January 31st.
Wix may continue to retain your personal information even after you cease to use any particular services, or after we cease to use Wix's services, as reasonably necessary to comply with their legal obligations, to resolve disputes, prevent fraud and abuse, enforce our agreements and/or protect their legitimate interests. Wix maintains a data retention policy which they apply to information in their care. Where your personal information is no longer required they will ensure it is securely deleted.
Right to be forgotten
Permanently deleting your data: You can request us to delete the data we hold about you. This may not be possible if an order is being processed. Please email email@example.com with your email address and telephone number (including country code) so we can ensure we delete the correct details. We will need to contact you to prove you are the person making the request. We will remove your include your contact details, chats, browsing activities, orders, invoices, shopping cart and other information relating to Utility Software. For tax purposes we will need to retain payment records and invoices for 6 years from the end of the company financial year in which the payment was made. We will try to confirm deletion within 5 working days.
Reviewing your personally identifiable data
Subject access request: You may request a copy of the data we hold against you. Please email firstname.lastname@example.org to request a Subject Access Request (SAR) report. Please include your email address and telephone number (including country code) so we can ensure we provide the correct details to the correct individual. We will need to contact you to prove you are the person making the request. The report will include your contact details, chats, browsing activities, orders, invoices, shopping cart and other information relating to Utility Software. We will try to provide you with your data within 5 working days.
Rectifying errors in the data we hold
Correcting data about you: You may ask us to correct any data we hold about you. Please email email@example.com to request changes to your personally identifiable data. Please include your email address and telephone number (including country code) so we can ensure we make changes to the correct records.. We will need to contact you to prove you are the person making the request. We will try to confirm changes within 5 working days of your request.
Keeping you informed: We may make material changes to this policy which affect how we deal with your personal data. If this happens we will email you. If you do not consent to the changes please inform us by emailing firstname.lastname@example.org and we will delete your data as soon as possible as described in the section "Right to be forgotten" above. We may make changes to this policy which only improve the wording or provide additional details on how we currently deal with your personal data, but which do not change the substance of the policy. We will not email you if this happens. The policy is available for review on this web site.
Please email any queries to email@example.com.