PRIVACY IS AT THE HEART OF EVERYTHING WE DO

This Privacy Policy (“Policy”) explains when and why we collect personal information about website visitors, how we use it, the conditions under which we may disclose it to others and how we keep it secure. We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to info@sphonic.com.

Who is Sphonic? We’re an anti-fraud and anti-money laundering software company based out of London, England.

How do we collect information from you? We obtain information about you when you use our website, for example, to contact us using the contact form provided on our website or send us an email to request information about our services.

What type of information is collected from you? The personal information that you provide and that we collect might include your name, address, email address, IP address, and information regarding what pages are accessed and when. If you send a message using our contact form, that information is transmitted securely via SSL to our secure chat system or email system.

How is your information used?
We may use your information to:

  • contact you due to a specific request made by you;
  • carry out obligations arising from any contracts entered into by you and us;
  • seek your views or comments on the services we provide;
  • notify you of changes to our services;
  • provide communications which you have requested and that may be of interest to you. These may include information about events, technology providers, promotions of our associated companies goods and services; contractual obligations or a job application.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory or contractual obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity or as long as is specifically set out in any relevant contract you hold with us.

Who has access to your information? We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

Third Party Service Providers working on our behalf: We may pass your information to our third party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing contractual services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. We will not release your information to third parties beyond Sphonic or our ecosystem of service providers for them to use for their own direct marketing purposes, unless you have explicitly requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

How you can access and update your information? The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change your email address, or any of the additional information we hold is inaccurate or out of date, please email us at: info@sphonic.com.

You have the right to ask for a copy of any information we hold about you (we may levy a £20/€25 charge for information requests) to cover our costs in providing you with details of the information we hold about you.

Security precautions

When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as personally identifiable information, access credentials, etc.) is encrypted and protected to mitigate the loss, misuse or alteration of your information. Our website, email systems, project management platforms, etc. utilise up-to-date SSL encryption and security certificates to transmit data. The Sphonic website is securely hosted in EU data centres and protected with advanced security software and hardened against hacking. Modern browsers, such as Google Chrome will often display a lock icon when you are on a secure page.

Non-sensitive details (email addresses, etc.) may be transmitted normally over the Internet, subject to the methods used. Some of these transmission methods can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so knowingly at your own risk. Once we receive your information, we make our best effort to ensure it remains securely on our systems.

Cookies

How do we use Cookies? Like many other websites, the Sphonic website uses cookies. ‘Cookies’ are small pieces of information stored on your hard drive which allow that website to recognise you when you visit. These cookies collect statistical, pseudoanonymised, data about your browsing activity and do not identify you as an individual. For example, we use Google Analytics to understand how our website is accessed, which search terms were used, and which pages were frequented. Google provides additional privacy options regarding its Analytics cookies at http://www.google.com/policies/privacy/partners/. We also utilise Visitor Analytics which helps us better analyse and understand website activity, allowing us to deliver more relevant services. Visitor Analytics provides additional information regarding their cookie technology and your rights at https://www.visitor-analytics.io/website-cookie-information.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies off or restricting their use may result in a loss of functionality when using our website.

Services and links to other websites

Our website may occasionally contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

For example, to make communication easier and more transparent, we use Chaport’s on-site chat technology, which includes a third party chat feature to facilitate communication between you and Sphonic. To understand how Chaport handles your data, you may review their Privacy Policy. By using Chaport, you acknowledge that you have read and agree to abide by their Terms and Conditions. You also consent to the processing of any personal data provided through Chaport.

Are you 16 or under? We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission prior to providing us with personal information.

Transferring your information outside of Europe

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the E.U. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

 

Review of this Policy

We keep this Policy under regular review. This Policy was last updated September 2019.