Navigation

Policy Introduction

Thanks for visiting the KMS website or using KMS software. This policy explains the what, how and why of the information we collect when you visit our website, or you use our services. It also explains the specific ways we use and disclose that information. We want to make it clear, we take your privacy extremely seriously, and we never sell your data for sales or marketing use. Our aim is to be as clear and open as possible about what we do and why.
This Privacy Policy is effective and updated as of 23rd May 2018


Who Are We

KMS are a division of Nordic Consulting & Trading Limited, Company No. 01225970
Registered Office: 7-9 Victoria Road, Darlington, Co. Durham, DL1 5SN
Our Data Protection Officer: Philip Halsey
Email: privacy@kms-software.com
Post: WeWork c/o KMS, 1 St Katharine’s Way, London, E1W 1UN
Phone: +44 20 7939 0740
We aim to respect your privacy and are committed to protecting the confidentiality of your personal information. Our aim is to be as clear and open as possible about what we do and why, which is why we go in-depth below to explain what we collect, send and use your data for and what your rights are.
If you have any questions or comments, or if you want to update, delete or change any Personal Information we hold, or you have a concern about the way in which we have handled any privacy matter, please contact our Data Protection Officer above.


Definitions

These definitions should help you understand this policy and add clarity to any terms/labels we use. When we say “we,” “us,” “our” and “KMS” we are referring to KMS, a division of Nordic Consulting and Trading Ltd. We are incorporated in England and Wales, providing CRM and related systems. When we say “Customer,” we are referring to the person or entity that is registered with us to use the Service. With regards to “Service” we are referring to our products/software and physical services, like consultancy or training. When we say “you,” we are referring either to a Customer, Supplier or to some other person who visits our Website. “Personal Information” means any information that identifies or can be used to identify you directly or indirectly, including, but not limited to, first and last name, email address, occupation or other demographic information.
This Privacy Policy applies to this specific website, as well as any other sites or mobile applications owned or operated by us. The website, and any web pages, interactive features, applications, widgets, blogs, social networks, social network “tabs” or other online, mobile or wireless offerings that post a link to this Privacy Policy, whether accessed via computer, mobile device or other technology, manner or means.
You’ll see we are committed to protecting any data that we collect concerning you. By using our Service and website you agree to the use of the data that we collect in accordance with this Privacy Policy.


Changes

We may change this Privacy Policy at any time and it will supersede this version of our Policy. The most recent version of the Privacy Policy is reflected by the version date at the top of this Privacy Policy.
All updates and amendments are effective immediately upon notice, which may be given by any means, including, but not limited to, by posting a revised version of this Privacy Policy or other notice on the website.
We will take reasonable steps to draw your attention to any changes, however, we encourage you to review this Privacy Policy often to stay informed of changes that may affect you, as your continued use of the website signifies your continuing consent to be bound by this Privacy Policy. Our electronically or otherwise properly stored copies of this Privacy Policy are each deemed to be the true, complete, valid, authentic, and enforceable copy of the version of this Privacy Policy which were in effect on each respective date you visited the Website.


Why We Process Your Personal Data

We process your personal data primarily on the basis of Legitimate Interest as a business but only if necessary for the purpose we collected it for. We will also process data on the basis of contractual and transactional obligation where necessary. We may process your data for:

  • Sales and marketing activities such as calls, emails and other types of communications.
  • Understanding how you interact with the website and social media.
  • Account activity such as, email, written and verbal communications and agreements.
  • Financial activity, such as billing communications.
  • To perform obligations under a contract with you or a business you may work for, such as providing support.

We will only store your data, for as long as we need it to undertake any of the processes listed above.

How We Collect Information About You

When you sign up for and use the website or Service, consult with our customer service team, send us an email, post on our blog, or communicate with us in any way, you are voluntarily giving us information that we collect.
That information may include either your name, physical address, email address, IP address, phone number, as well as details including occupation, location, history, and other demographic information. By giving us this information, you agree to this information being collected, used, disclosed, transferred within the European Union and stored by us, as described in this Privacy Policy.

Automatically

When you browse our website or use or Service, we may collect information about your visit to our website, your usage of the Service, and your web browsing. That information may include your IP address, your operating system, your browser ID, your browsing activity, and other information about how you interacted with our website or Service. We may collect this information as a part of log files as well as through the use of cookies or other tracking technologies. Our use of cookies and other tracking technologies is discussed more below. To ensure our prospects and clients receive the most relevant communications, we use some automated processes to send you communications. These processes (such as lead scoring and marketing based on behaviour), might indicate what the contents of a marketing email may be, or indicate to us when the best time to contact you might be.

IP Address Lookup

We use third parties to provide information about visitors to our websites. When you visit our website, we will record your IP address. This address will be matched against public and proprietary IP address databases to provide us with information about your visit. This information may identify the organisation to whom the IP address is registered but not individuals. In some limited cases i.e. single person companies, it may be possible to identify personal data from publicly available ICANN data.

Cookies & Tracking

We may use various technologies to collect and store information when you use our website or service, and this may include using cookies and similar tracking technologies, such as pixels and web beacons, to analyse trends, administer the website, track users’ movements around the website and gather demographic information about our user base as a whole.
Cookies allow us to provide important site functionality, so you don’t have to re-enter lots of information. They also allow us to remember what links and pages have been clicked or viewed during a session. If you have provided us with personal data, completing a contact form for example, we may associate this personal data with other information. This will allow us to identify and record what is most relevant to you. By using your browser controls, you are always in control of the cookies we store and access on your computer. More information on how to control cookies and limit personal data processing can be found at  youronlinechoices.com/uk/five-top-tips. For comprehensive information on how to change your cookie settings in a wide variety of different web browsers, visit https://www.aboutcookies.org .

Data Sources

Other than the aforementioned ways of obtaining data (form fills on the website, cookies, verbal and written) we may obtain information about you from third party sources, such as public databases, data service companies, social media platforms, third party data providers and our joint marketing partners. We take steps to ensure that such third parties are legally permitted or required to disclose such information to us.
Examples of the information we may receive from other sources include: demographic information, device information (such as IP addresses), location, email address, contact number, technographics, and online behavioural data (such as information about your use of social media websites, page view information, and search results and links). We use this information, alone or in combination with other information (including Personal Information) we collect, to enhance our ability to provide relevant marketing and content to you and to develop and provide you with more relevant products features, and services.

Who Will See Your Data

Your data will only be seen and used by employees of KMS. We operate a role-based access policy for personal data. What this means, is that an employee will only have access to personal data, if they need that access to do their job. We do not share the personal data of prospects or clients with any third parties, except as detailed below.


How We Use Your Information

We may disclose Personal Information and use personal data acquired from and provided by yourself to fulfil any of your requests and to send you appropriate and useful communications.
We use your data for the following purposes:

  1. To promote use of our products and services to you – For example, if we collect your Personal Information when you visit our website and do not sign up for any of the Service, we may send you an email inviting you to sign up or attend an event. If you use any of our Service or website and we think you might benefit from using another part of our Service we offer, we may send you an email about that. You can stop receiving our promotional emails by following the opt-out link included in every marketing email we send.
    In addition, we may use information we collect in order to advertise our products and/or Services to you or suggest additional features of our Services that you might consider using. In addition, we may use your Personal Information to advertise our Services to potential or other users like you.
  2. To send you informational and promotional content in accordance with your marketing preferences. You can stop receiving our promotional emails by following the opt-out instructions included in every marketing email. By processing your Personal Information under Legitimate Interest, you will receive any specific piece(s) of information you requested, as well as allowing us to send you appropriate and useful communications. This includes but is not limited to; invitations to our events and webinars, our latest assets (whitepapers, guides, reports, infographics, videos and case studies) and promotional offers on software and services. If you are a Customer of KMS, you may also receive periodic product updates. At any time, you can update your preferences (or completely unsubscribe/opt-out of our marketing) by clicking the opt-out link in any marketing emails you receive from us. The link will always be in the footer of the email.
  3. To bill and collect money owed to us by our Customers. This includes sending you emails, invoices, receipts, statements and notices of delinquency
  4. ‘System Alert’ messages to our Customers. For example, we may inform you of temporary or permanent changes to our Services, such as planned outages, new features, version updates, releases, abuse warnings, and changes to our Privacy Policy.
  5. To communicate with our Customers about their account and provide customer support.
  6. To enforce compliance with our User Agreement and applicable law. This may include developing tools and algorithms that help us prevent violations.
  7. To meet legal requirements, including complying with court orders, valid discovery requests, valid subpoenas, and other appropriate legal mechanisms.
  8. To provide information to representatives and advisors, including attorneys and accountants, to help us comply with legal, accounting, or security requirements.
  9. To prosecute and defend a court, arbitration, or similar legal proceeding.
  10. To respond to lawful requests by public authorities, including to meet national security or law enforcement requirements.
  11. To transfer your information in the case of a sale, merger, consolidation, liquidation, reorganisation or acquisition. In that event, any acquirer will be subject to our obligations under this Privacy Policy, including your rights to access and choice. We will notify you of the change either by sending you an email or posting a notice on our Website.


Public Information and Third-Party Websites

Blogs

We have public blogs on our website. Any information you include in a comment on our blog may be read, collected, and used by anyone. If your Personal Information appears on our blogs and you want it removed, contact us on the information provide at the start of this page. If we are unable to remove your information, we will tell you why.

Social Media Platforms And Widgets

Our website includes social media features, such as the Facebook Like button. These features may collect information about your IP address and which page you are visiting on our Website, and they may set a cookie to make sure the feature functions properly. Social media features and widgets are either hosted by a third party or hosted directly on our website. We also maintain presences on social media platforms including Facebook, Twitter, and LinkedIn. Any information, communications, or materials you submit to us via a social media platform is done at your own risk without any expectation of privacy. We cannot control the actions of other users of these platforms or the actions of the platforms themselves. Your interactions with those features and platforms are governed by the privacy policies of the companies that provide them.

Links To Third-Party Websites

Our website include links to other websites, whose privacy practices may be different from ours. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites. If you submit Personal Information to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any website you visit. 


Data Sharing

Although we never sell your data, we may disclose Personal Information to the following types of third parties for the purposes described in this policy.
Service Providers
For the purposes of licensing and administration of online services, we may share your information with the following partners:

  1. Westcoast (www.westcoastcloud.co.uk). If you license Dynamics 365 or Office 365 via CSP (Cloud Solution Provider), and you are the technical contact for your organisation, your name and contact details are shared with Westcoast.
  2. GCI (Outsourcery) (www.gcicom.net). If you use CRM 2011 on a hosted platform, your name and email address are shared with GCI.
  3. Microsoft (www.microsoft.com). If you receive any online services from Microsoft we may need to share contact information to raise specific support issues with Microsoft. 


Your Rights

You have certain rights given to you by law, that means you have an amount of control over your personal data that we process.

  1. Access to Your Personal Data: This right allows you to confirm that your personal data is being processed and to allow you to check if the processing is lawful.
  2. Correcting Any Mistakes: The right of rectification allows you to instruct an organisation that is processing your personal data, to rectify any mistakes.
  3. Right to be Forgotten: You have the right to instruct an organisation to erase your personal data.
  4. Stop Processing: The right to stop the processing of your personal data
  5. Moving Data: The right to data portability means that under certain circumstances you will be able to ask for your personal data to be transferred from one organisation to another.
  6. Right to Object to Direct Marketing: You have the right to object to the processing of your personal data for the purposes of direct marketing.
  7. Object to Profiling: Under certain circumstances, you are able to object to profiling and/or automated decision making.

Right To Complain To The Information Commissioners Office (ICO)

If you are not happy with an aspect of how KMS are processing your data, you can lodge a complaint to the supervisory authority, which is the ICO (www.ico.org.uk). Before it gets to that situation, please make sure you contact our Data Protection Officer (Philip Halsey privacy@kms-software.com) if you wish to exercise any of your rights or if you have any questions about the processing of your personal data.


Security and Compliance

Notice Of Breach Of Security
If a security breach causes an unauthorised access into our system that materially affects you or your contacts in our software, then KMS will notify you as soon as possible and later report the action we took in response.
We Operate In The United Kingdom
Our offices are located in the United Kingdom and our servers are located within the EU, so your information is not transferred to, stored or processed outside the EU.