Your Personal Information
OctopusPro is a provider of field service management software made easy (the Service).
The Service involves the storage of information about a company or individuals. That information can include personal information. “Personal information” is information about an identifiable individual, and may include information such as the individual’s name, email address, telephone number, bank account details, taxation details, and accounting and financial information. OctopusPro may also ask you to provide additional information, such as company size, field services staff, number of employees, or industry.
OctopusPro may collect personal information directly from you when:
- registering to use the Service,
- using the Service,
- use of forums or blogs,
- contacting the OctopusPro support team,
- visiting our Website.
You can choose not to provide your personal information to OctopusPro, but it may mean we are then unable to provide you with the Service.
Third Party Personal Information
Through Your use of the Service, OctopusPro may also collect information from you about a third party. If you provide OctopusPro with personal information about a third party, you must ensure that you are authorised to disclose that information to OctopusPro and that, without OctopusPro taking any further steps required by applicable information protection or privacy laws, OctopusPro may collect, use and disclose such information for the purposes described in this Policy.
You should take reasonable steps to ensure the individual concerned is aware of and/or consents to the various matters detailed in this Policy, including that their personal information is being collected, the purposes for which that information is being collected, the intended recipients of that information, the individual’s right to obtain access to that information, OctopusPro’s identity, and how to contact OctopusPro.
Where requested to do so by OctopusPro, you must also assist OctopusPro with any requests by the individual to access or update the personal information you have collected from them and entered into the Service.
Limited Purpose of Information Collection, Storage and Use
OctopusPro collects Your personal information so that we can provide you with the Service and any related services you may request. In doing so, OctopusPro may use the personal information we have collected from for purposes related to:
- verifying Your identity,
- administering the Service,
- notifying you of new or changed services,
- carrying out marketing or training,
- assisting with the resolution of technical support issues or other issues,
- complying with laws and regulations,
- communicating with you.
By using the Service, you consent to Your personal information being collected, held and used in this way and for any other use you authorize. OctopusPro will only use Your personal information for the purposes described in this Policy or with Your express permission.
Your Password Security
Your Password Security
It is Your responsibility to keep Your password to the Service safe. You should notify us as soon as possible if you become aware of any misuse of Your password, and immediately change your password within the Service or via the
“Forgotten Password” process.
Aggregation Of Your Non-Personally Identifiable Information
By using the Service, you agree that OctopusPro can access, aggregate and use non-personally identifiable information OctopusPro has collected from you. This information will in no way identify You or any other individual.
OctopusPro may use this aggregated non-personally identifiable information to:
- improve the Service,
- assist us to better understand how our customers are using the Service,
- provide our customers with additional information regarding uses and benefits of the Service.
When you visit the OctopusPro website, we collect your Internet Protocol (“IP”) addresses to track and aggregate non-personal information. E.g, we use IP addresses to monitor regions from which customers and visitors navigate our website.
Social Networking And Referrals
We may use chat rooms, blog posts, newsgroups, and social networking sites in order to market to you by directing users to our website for more information. We may use such information to contact you for consent, but will not use your information or post without such consent. If you choose to use our referral service to tell a friend about a page on a OctopusPro website, you will be asked to submit an email to your friend directly. OctopusPro does not store this information, except to the extent permitted by law. If your friends refer you to us directly we may in certain geographical locations use the contact information provided in order to market to you, in accordance with applicable law.
Personal Information Security
OctopusPro is committed to protecting the security of Your personal information and we take all reasonable precautions to protect it from unauthorized access, modification or disclosure. Your personal information is stored on secure servers that have SSL Certificates issued by leading certificate authorities, and all information transferred between you and the Service is encrypted.
The Internet is not in itself a secure environment and we cannot give an absolute assurance that Your information will be secure at all times. Transmission of personal information over the Internet is at Your own risk and You should only enter, or instruct the entering of, personal information to the Service within a secure environment.
Disclosure Of Your Personal Information Only In Limited Circumstances
OctopusPro will only disclose the personal information you have provided to us to entities outside the OctopusPro group of companies if it is necessary and appropriate to facilitate the purpose for which Your personal information was collected pursuant to this Policy, including the provision of the Service.
OctopusPro will not otherwise disclose Your personal information to a third party unless you have provided Your express consent. However, you should be aware that OctopusPro may be required to disclose Your personal information without Your consent in order to comply with any court orders, subpoenas, or other legal process or investigation including by tax authorities, if such disclosure is required by law. Where possible and appropriate, we will notify you if we are required by law to disclose Your personal information.
Credit Card Details Are Not Stored On Our Servers
If you choose to pay for the Service by credit card, Your credit card details are not stored by the Service and cannot be accessed by OctopusPro staff. Your credit card details are encrypted and securely stored to enable OctopusPro to automatically bill your credit card on a recurring basis.
Requesting Access To Your Personal Information
It is Your responsibility to ensure that the personal information you provide to us is accurate, complete and up-to-date. You may request access to the information we hold about You, or request that we update or correct any personal information we hold about You, by setting out Your request in writing and sending it to us at [email protected]
OctopusPro will process Your request as soon as reasonably practicable, provided we are not otherwise prevented from doing so on legal grounds. If we are unable to meet Your request, we will let you know why. For example, it may be necessary for us to deny Your request if it would have an unreasonable impact on the privacy or affairs of other individuals, or if it is not reasonable and practicable for us to process Your request in the manner you have requested. In some circumstances, it may be necessary for us to seek to arrange access to Your personal information through a mutually agreed intermediary (for example, the Subscriber).
We’ll only keep Your personal information for as long as we require it for the purposes of providing you with the Service. However, we may also be required to keep some of Your personal information for specified periods of time, for example under certain laws relating to corporations, money laundering, and financial reporting legislation.
In providing the Service, OctopusPro utilises “cookies”. A cookie is a small text file that is stored on Your computer for record-keeping purposes. A cookie does not identify you personally or contain any other information about you but it does identify Your computer.
We and some of our affiliates and third-party service providers may use a combination of “persistent cookies” (cookies that remain on Your hard drive for an extended period of time) and “session ID cookies” (cookies that expire when you close Your browser) on the Website to, for example, track overall site usage, and track and report on Your use and interaction with ad impressions and ad services.
You can set your browser to notify you when you receive a cookie so that you will have an opportunity to either accept or reject it in each instance. However, you should note that refusing cookies may have a negative impact on the functionality and usability of the Website.
OctopusPro may collect and/or log your IP address, Internet domain name, the web browser and operating system used to access the Service, the pages or files visited, the time spent in each page or file, and the time and date of each visit or use. OctopusPro may collect this information automatically as you browse our websites or use our applications through the use of log files, web beacons, or other electronic tools.
We do not respond to or honour “Do Not Track” requests at this time.
OctopusPro sends billing information, product information, Service updates and Service notifications to you via email. Our emails will contain clear and obvious instructions describing how you can choose to be removed from any mailing list not essential to the Service. OctopusPro will remove you at Your request.
Your Responsibility For Transfer Of Your Information To Third-Party Applications
Privacy Complaints Process
If you wish to complain about how we have handled Your personal information, please provide our Privacy Officer with full details of Your complaint or query and any supporting documentation by e-mail at [email protected]
Our Privacy Officer will endeavour to:
- provide an initial response to Your query or complaint within 10 business days of receipt, and
- investigate and attempt to resolve Your complaint within 30 business days (or such longer period as deemed necessary and notified by our Privacy Officer).
OctopusPro reserves the right to change this Policy at any time, and any amended Policy is effective upon posting to this Website. OctopusPro will make every effort to communicate any significant changes to you via email or notification via the Service. Your continued use of the Service will be deemed acceptance of any amended Policy.
Last updated: June 2017