Privacy policy

Your Data Privacy is important to us

Apteco is as concerned as you are about the privacy of any personal information that you may provide to us, both through this website and via other business activities you undertake with us.  

Our details

Apteco Ltd (Head Office)
Tink-a-Tank House
21 Jury Street
Warwick
CV34 4EH
UK

Registered in England No. 3982815

Data Protection Officer: James Alty
Contact email address: data.privacy@apteco.com 
You can contact us by writing to the head office address given above, by using our website contact form, by email to data.privacy@apteco.com or by telephone on +44 (0)1926 407565.

Marketing communications – Opt Out

If at any time you want to opt-out of receiving marketing messages from Apteco then please email data.privacy@apteco.com confirming the relevant email address and contact details. We mainly send marketing communications via email and we will always give you the opportunity to unsubscribe from our emails by providing an unsubscribe link. Simply click on the unsubscribe link at the bottom of the email to update your preferences.

Our promise to you

We promise not to bombard you with emails! If you subscribe to our blog you will get notified about new blog posts, which are usually every couple of weeks. We publish a monthly newsletter, although it may be less frequent. Occasionally we might also let you know if we are holding an event or webinar that we want to invite you to, or if we have a new free eGuide for you to download. Our approved partners will receive a quarterly update email and more communications about partner specific events, new product features and software release notification updates.


Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 26th June 2018.

Should the purposes for which Apteco Ltd holds, uses or processes your personal information change in any way, you will be notified of such changes at the bottom of this page. You agree to accept notification in this manner if you post any data through this website or with Apteco.


What information do we collect & why?

We process your personal data on the basis that it is necessary for our legitimate interests in promoting and marketing our products and services, and for the reasons listed below. Note that we are a business to business organisation, which means we license our products and services to other organisations (not to consumers) and therefore much of the data we process is related to your place of work, including your name, job title, company name / address, company phone number, business email address, IP address and the referring site you connected from. We prefer you to provide us with your corporate email but many provide other email addresses that may be personal. We protect company and personal information to the same standard.

By providing your name and email address and any additional information, you freely consent to Apteco Ltd, holding, using and processing your personal data for the operation of our business and for the purposes set out on this website and where necessary, the transfer from time to time of your personal data for these purposes to Apteco’s contracted partner / reseller companies wherever they may be located. Here is a link to our online directory of approved Apteco partners.

We may process your data for the following reasons:

  • Responding to enquiries, such as calls, emails or live online chat about our products and services
  • Promoting our products, services and events via calls, emails and direct marketing
  • Understanding website, social media and offline activity to assess the success of marketing initiatives, inform relevant marketing communications and instigate conversations with our contracted partner channel
  • Managing customer and potential customer account activity, agreements and training, including email, written and verbal communications
  • Administering financial activity, such as invoicing communications and supplier payments
  • Performing legal obligations under a contract with a business you may work for
  • Carrying out recruitment activities to evaluate and select candidates
  • Managing employees

We use a third-party provider to deliver most of our email marketing communications. We gather statistics and individual details around email opening and clicks using industry standard technologies to help us monitor and improve our emails.

How do we obtain your personal data?

 This website (www.apteco.com) contains forms that allow you to submit your contact details. These forms allow you to submit an enquiry, watch a product video or request a product demonstration. There is an opt-in option to receive more information about Apteco’s products and services by email on these forms. If you don’t opt-in then we won’t send you our marketing emails.

 We also offer free downloads of useful resources, such as trend reports, white papers and eguides. If you submit your details to obtain a free report then this will be emailed to you. You will be able to opt-out and manage your marketing preferences via a link in this email.

 We use cookies on this website that allow us to track your browsing behaviour. Once you have identified yourself by filling in one of our forms we are able to see when you have visited the site and the pages you have viewed. See the automated decision-making section below.

 Sometimes we receive data from third parties. We use other organisations to promote our white papers / eGuides to a wider audience and we receive the details of those individuals who have downloaded our resources. We also sponsor events and this might include data on attendees being shared with Apteco. When entering into agreements that include third party data we will carry out reasonable checks to ensure that you are made aware that your data is going to be shared with us. 

 We might also meet you face to face at an exhibition or conference, where we might scan your exhibitor badge or you may provide your business card. You might also attend one of our training courses.

 You may choose to communicate to us via social media platforms, or you might contact us using more traditional methods, such as via email, phone or letter.

 Our contracted partners may provide your details when they register potential sales activity with you.

 If you apply for a job at Apteco.

 Our contracted partners may include your details in a technical support request log file or in data sent to us for test purposes.

Automated decision making – lead scoring

We use Hubspot to automatically apply lead scoring to our website visitors based on behaviour, such as eGuide downloads, frequency of visits and watch video form completions etc. (see below for more information on Hubspot cookies). Once you reach a certain score and have completed one of our website forms that provides us with your email address we will manually review your information. We will then decide whether to contact you directly or pass your information to one of our contracted partners. Note that Apteco Ltd does not license software directly and our partners are responsible for building, managing and hosting systems using our technology. We have been licensing the Apteco Marketing Suite for many successful years exclusively using our partner channel, and it allows us to focus on what we do best – developing world class software!

Data retention

We will only store your data for as long as we need to fulfil the data processing requirements detailed above and to comply with the law. We keep staff and customer records for seven years after the end of contract. Details of unsuccessful recruitment candidates are kept for one year. We keep prospective user data for four years after your last enquiry to allow time for the sales process. We keep personal data sent to us in technical support requests and test data for one year after the support topic is closed.

Our data backups & archives

We keep regular and long-term backup copies of all our data for IT security. We treat these copies as confidential information and do not allow access to any personal data on the backup. We overwrite these backups in a fixed cycle.

Who has access to your data?

Your personal data will only be seen and used by employees of Apteco and any necessary contracted suppliers e.g. website developers, auditors etc. We ensure all contractors and suppliers working for Apteco have confidentiality agreements in place. 

Confidentiality and security of your data

Apteco take your data security seriously and will do everything we can to ensure that the information we hold about you will be kept safe and secure. We use your information with our partners only to the extent necessary to fulfil our commercial response to your enquiries. Apteco do not sell any personal information supplied by you to any third party.

In order to process and store your data, we may use third party software providers situated in countries outside Europe (such as the USA, and where their servers are located) that do not always have the same standards of Data Protection laws as the UK. However, we will ensure that contractual or other safeguards are in place to ensure that your information is adequately protected, such as by ensuring that Privacy Shield certification is in place. Learn more here: https://www.privacyshield.gov/welcome


Your data and rights

Below is a list of your rights regarding the personal data we process. Email any request regarding your personal information to our data protection officer James Alty at data.privacy@apteco.com

Your personal information – access request

You are entitled to know if we process your personal information and request a copy of the details we hold. 

Data rectification – correcting mistakes

You are entitled to instruct Apteco to correct any personal information that is incorrect.

Stop data processing

You are entitled to request that we stop processing your personal data.

Stop direct marketing

You are entitled to object to the processing of your personal data for the purposes of direct marketing.

Data portability – moving data

Under appropriate circumstances you are entitled to request that the personal information we hold is shared with another organisation. For example, you might want to transfer your licensing information to an alternative Apteco approved partner / reseller. 

Right to erasure

You are entitled to request that we erase the personal data that we hold. 

Object to profiling & automated decision making

You are able to object to the use of your personal information for profiling or automated decision making.

Right to complain -  Information Commissioner’s Office (ICO)

If you are not happy with the way Apteco Ltd processes your personal information then you can report a concern to the ICO. Visit https://ico.org.uk/concerns for more information.


Our use of cookies?

Our primary reason to use cookies is that it makes your life easier. Once you fill in a form we can remember it’s you when you visit us next and we strive to offer you the best experience when you are on our website.

What are cookies

Cookies are small text files that are placed on your computer's hard drive through your web browser when you visit any web site. They are widely used to make web sites work, or work more efficiently, as well as to provide information to the owners of the site.

Like all other users of cookies, we may request the return of information from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us, and to track your actions and the pages you visit while you use our website. The cookies we use may last for a single visit to our site (they are deleted from your computer when you close your browser), or may remain on your computer until you delete them or until a defined period of time has passed.

Although your browser software enables you to disable cookies, we recommend that you allow the use of cookies in order to take advantage of the features of our website that rely on their use. If you prevent their use, you will not be able to use all the functionality of our website. Please refer to your browser’s ‘help’ functionality for advice or to find out more.

Here are the ways we use cookies:
  • To record whether you have accepted the use of cookies on our web site. This is solely to comply with the law. If you have chosen not to accept cookies, then unfortunately, our site will not work well for you.
  • To allow essential parts of our web site to operate for you.
  • To operate our content management system.
  • To operate the online notification form - the form that you use to contact us for any reason. This cookie is set on your arrival at our web site and deleted when you close your browser.
  • To enhance security on our contact form. It is set for use only through the contact form. This cookie is deleted when you close your browser.
  • To collect information about how visitors use our site. We use the information to improve your experience of our site. This cookie collects information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from, and the pages they visited.
  • To store your session information so that you do not have to provide it afresh when you visit the site next time. This cookie will last for 1 month.
  • To store your site preferences and settings. This cookie will last for 1 year.
  • To enable you to watch videos we have placed on YouTube. YouTube will not store personally identifiable cookie information when we use YouTube’s privacy-enhanced mode.
  • Google Adwords Remarketing Service
  • This website uses the Google Adwords remarketing service to advertise on third-party websites (including Google) to previous visitors to our-site. It could mean that we advertise to previous visitors who haven't completed a task on our site, for example using a contact form to make an enquiry. This could be in the form of an advertisement on the Google search results page or a site in the Google Display Network. Third-party vendors, including Google, use cookies to serve ads based on someone's past visits to the Apteco website. Of course, any data collected will be used in accordance with our own privacy policy and Google's privacy policy.

You can find more information about cookies at www.allaboutcookies.org

We use 3rd party cookies from the following partner websites: Hubspot, Google and LiveChat (see below for more details)


Hubspot Cookies

About Hubspot: HubSpot is an inbound marketing software company that helps businesses transform their marketing from outbound lead generation to inbound lead generation.

Website: https://www.hubspot.com

Link to privacy policy: https://legal.hubspot.com/privacy-policy

Data Collected: Anonymous (Browser Information, Demographic Data, Hardware/Software Type, Page Views, Serving Domains), Pseudonymous (IP Address (EU PII), Location Based Data, Clickstream Data), PII (Name, Address, Phone Number, Email Address, Login), Sensitive (Financial Information)

Google Analytics & Google Tag Manager & Google DoubleClick Ad Exchange-Buyer Cookies

About Google Double Click: Google (www.google.com) operates the Google Display Network a collection of millions of websites and mobile applications that are powered by display advertising, including many Google services like YouTube. Google also operates the DoubleClick digital advertising platform: the ad technology foundation to create, transact, and manage digital advertising for the worlds buyers, creators, and sellers. The DoubleClick platform includes the DoubleClick Advertising Exchange and Double Click Bid Manager.  

Website: http://www.google.com

Link to privacy policy: http://www.google.com/intl/en/policies/privacy

Data collected: Anonymous (Ad Views, Analytics, Browser Information, Cookie Data, Date/Time, Demographic Data, Hardware/Software Type, Internet Service Provider, Interaction Data, Page Views, Serving Domains), Pseudonymous (IP Address (EU PII), Search History, Location Based Data, Device ID (EU PII)), PII (Name, Address, Phone Number, Email Address, Login, EU- IP Address, EU- Unique Device ID)

LiveChat

Provide an online chat service. Their mission is to deliver fast and simple communication between website owners and their website visitors to make the online sales process easier.

Website: http://www.livechatinc.com

Link to privacy policy: http://www.livechatinc.com/privacy-policy

Data collected: Anonymous (Analytics, Browser Information, Cookie Data, Hardware/Software Type, Serving Domains), Pseudonymous (IP Address (EU PII)).


Registered Trademarks

FastStats® is a UK Registered Trademark of Apteco Ltd. PeopleStage is a EU Community Registered Trademark of Apteco Ltd. Other trademarks are property of their respective owners. FastStats technology is protected by US patent 7,200,607.


Changes made to this policy

26/06/2018 - Added IP address and referring site to what information we collect

08/06/2018 - Added live online chat to data we may process

07/08/2018 - Added support requests as a data source and added one year retention period for personal data in support requests

08/08/2018 - Added "/ resellers" to "What information do we collect and why?" section, to clarify that we pass data to our resellers