Privacy Policy Notice

A privacy policy is a statement or a legal document (in privacy law) that discloses some or all of the ways a party gathers, uses, discloses, and manages a customer or client’s data. It fulfills a legal requirement to protect a customer or client’s privacy.

Introduction

Libresoft Ltd. (“We”, “Us”, “Our”, “the Company”), needs to gather and use certain information about individuals. 

These can include prospects, customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.

We pay particular attention to the data on staff and students that is supplied to Us by schools, who are the Data Controllers of this data.

We take data protection and privacy very seriously and this policy describes how we collect, handle and store information to meet the Company’s data protection standards, and to comply with the law.  

 

Data protection law

GDPR legislation determines how organisations — including Us — must collect, handle and store personal information, and our privacy policy embodies the following key principles; (a) Lawfulness, fairness and transparency, (b) Purpose limitation, (c) Data minimisation, (d) Accuracy, (e) Storage limitation, (f) Integrity and confidence, (g) Accountability.

 

Reasons for collecting, holding, using and disclosing personal information

We collect, hold, use and disclose personal information for purposes relating to the promotion and supply of our products and services. Part of the requirements to promote and supply our products and services is to store and hold information, some of which may be personal.

We may collect, hold, use and/or disclose your personal information for the purpose of, but not limited to:

• Responding to enquiries;
• Determining customer identity and authority;
• Conducting necessary identity and security verifications;
• Processing transactions and conducting business;
• Generally delivering products and services, for example providing customer support and services;
• Providing a hosted application service;
• Providing information such as product update notifications;
• Improving our products, services and service delivery such as to better understand customer needs;
• Responding to issues, questions and queries;
• Protecting against errors or fraud; and
• Complying with our legal or regulatory obligations.

 

 

Types of personal information that are collected and held

The type of personal data that we may collect and hold will depend on the relationship We have with the individual but can include name, email address, position within the organisation, organisation contact details, organisation account details, interaction and purchase history and service related information. Our products may also contain personal data the specifics of which will be set out in the Information Sharing Agreement.

 

Internet cookies

We use cookies on this website to provide visitors with a better user experience. We do this by placing a small text file on the device/computer hard drive to: track how the website is used; to record or log whether particular messages that we display have been seen; to keep users logged into the website where applicable; to display relevant adverts or content; whether visitors were referred from a third party website.

Some cookies are required to enjoy and use the full functionality of this website.

We use a cookie control system which allows acceptance of the use of cookies, and control which cookies are saved to the device/computer. Some cookies will be saved for specific time periods, where others may last indefinitely. Web browsers should provide the controls to manage and delete cookies from devices through the web browser options.

Cookies that We use are;

• civicCookieControl – To determine if cookies are turned on or off
• wordpress_test_cookie – WordPress cookie to determine if cookies have been enabled.
• PHPSESSID – Server cookie that is deleted when the browser has been closed.

 

Collecting and holding personal information

We collect and hold personal information either directly supplied from individuals or from information entered into Our products. For example, We may collect personal information when contact is made via website enquiry forms, email, telephone call, completion of a competition entry form, paper enquiry form or scanned information at an event. We may then gather further information, such as a postal address, from a third party or publically available source.  Any physical information collected will be updated onto Our contact management system and original copies will be securely destroyed. Our contact management system is cloud-based with data stored within the EU.

 

Disclosure of personal information

We may disclose personal information to our employees, contractors, affiliates, subsidiaries, agents and service providers for purposes relating to the supply of Our products and services. For example, we may disclose personal information to:

• Third party providers for the purpose of providing support for Our products or services; and
• Third party suppliers in the course and for the purpose of providing a product or service.

Some third party providers may be located in jurisdictions other than the UK.

We will not sell or rent personal information to any third party for marketing purposes without consent.

 

Protecting personal information

We protect personal information that we hold from misuse, interference and loss, and from unauthorised access, modification or disclosure using both physical and electronic security measures which includes secure premises, locked cabinets, secured databases, password access, anti-virus software and firewalls.

Providing Us with personal information over the Internet is done at the individuals own risk as the security of such information cannot be 100% guaranteed.

We destroy or de-identify personal information in a secure manner when we no longer need it for any of our purposes unless we are authorised or required by law to retain it.

 

Accessing, correcting and updating personal information

Individuals have the right to request access to, and correction of, any of their personal information that We hold. We should be notified promptly if any personal information that we hold is inaccurate or out-of-date.

In order to access, correct or update any of personal information that We hold, please either contact us via our contact details below or amend the information stored within Our products directly.

 

Hotjar

We use Hotjar in order to better understand our users’ needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behavior and their devices. This includes a device’s IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf.

For further details, please see the ‘about Hotjar’ section of Hotjar’s support site.

 

Google Analytics

Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualize and personalize the ads of its own advertising network.

You can opt-out of having made your activity on the Service available to Google Analytics by installing the Google Analytics opt-out browser add-on. The add-on prevents the Google Analytics JavaScript (ga.js, analytics.js and dc.js) from sharing information with Google Analytics about visits activity.

For more information on the privacy practices of Google, please visit the Google Privacy;

Terms web page: https://policies.google.com/privacy

 

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to take into account changes in Our information handling practices by publishing an amended Privacy Policy on Our website. The most recent version should be reviewed regularly on Our website.

 

Getting in touch

If you have an enquiry or complaint about our handling of your personal information, please contact our support team who are the first point of contact:

Email: support@libresoft.co.uk

Phone: 0330 223 4020

Address: Libresoft, Unit 4 Moorside Place, Moorside Road, Winchester, SO23 7FX

 

Our details

Libresoft Ltd is a UK Private limited Company with company number 10838151.  We are registered as a data controller with the UK Information Commissioner’s Office and our data protection registration number is ZB109660.

This policy was last updated: December 2023