Unified Technologies Ltd. Privacy Policy

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Data Subject Request Form

 

Published Feb. 2018.

Preface:

This Privacy Policy explains how Unified Technologies Ltd collect, use and share your information whenever you use our Services. Those Services include every way you might interact with the Unified Platform: through our websites, SDKs, mobile & tablet applications, and any other services we offer.

 

Unified’s software connects user requests directly to staff members and processes payments on a users behalf. In order to do this we have to process the information you provide us with and the location data we collect from mobile devices.

Depending on what service you are using we will process your data differently. Services are either: Unified SDK, Unified Mobile & Tablet apps, Unified Analytics portal, or our website found at the URL: https://www.unifiedapp.com

Consumer SDK – Software Development Kit

In order for users to make requests within our clients apps the user must share certain types of data with our SDK. The first time a user attempts to make a request Unified will specifically ask the user for permission to share the required data. The data our SDK requires, the permissions Unified asks users for, and how we use the data is outlined below:

Personal Information

Profile Picture, Full Name, Email. When a user makes a request to a staff member, Unified shares the user’s profile picture and full name within our staff mobile and tablet apps, so the staff member can easily verify who they are meeting. We share a user’s email address with our payment processor to ensure delivery of digital receipts for any transactions a user may have made.

Location Sharing

We ask our users for either foreground location sharing or background location sharing and we share the users location with staff members so they can easily find the user when fulfilling user requests. A user can grant one of two location sharing permissions:

Foreground Location Sharing: This only shares your location when the app is open or you have made a request.

Background Location Sharing: A user’s location is shared with the Unified platform even when the user is not using the app. Unified utilises background location to automatically verify the user when they move through the venue, and as part of building usage data, such as heatmaps.

User “Request Data”

When a user makes a request using Unified’s SDK we share the request data with the Unified platform in the following places.

Staff Apps: Guest request data is shared with the staff Mobile and Tablet apps so the staff member can fulfill the User’s request. The request data shared is (Name, Profile pic, Location, Request contents, Request type, Time requested). Once the request has been fulfilled by a staff member then the user’s request information will no longer be visible on the staff Mobile and Tablet apps

Unified Analytics Portal (UAP): A historical list of user request data is processed and visualised on the UAP for the purposes of improving customer service and increasing the operational efficiency of the venues business. Access to the UAP is strictly controlled by the venue owner or admin, who is Unified’s client. The UAP has been designed with multiple access levels so the admin can limit the flow of data visible to certain UAP users. For example, data about food and drink requests in the restaurant, would only be visible to the restaurant manager and would not be visible to the head of maintenance.

Unified Server: In order to offer our services Unified needs to process and store the aforementioned types of data in our server. We encrypt & store this data on behalf of Venues that are our clients, 6 months after that venue ceases to become a client of Unified we will delete said data. The data enables the Unified platform to function and we process the data to provide the venue with intelligence on how to improve customer service and operational efficiency.

 

Staff Mobile and Tablet Apps

The following information is not relevant to consumers who use our SDK to make requests but in the interest of transparency feel free to read on.

When a user makes a request via our SDK that request can be accepted by a member of staff. In the interests of both parties being able to quickly locate each other, safety and creating a friendly workplace we share some personal details about the member of staff with the user who’s request is being fulfilled by that staff member.

In order to achieve this we must collect and process the following data about a member of staff on behalf of our clients:

Staff Users

  •      Your name, contact details (email, phone number, device ID), profile picture, location data, other registration or profile information and reporting information about your use of Unified Staff Apps and the performance of assigned tasks within the platform;
  •      Location data that is collected by Unified Staff Apps is processed to derive the location of the staff member and provided to the guest so they can track fulfilment of their order.
  •      Location data that is collected by Unified Staff Apps is retained and processed to provide reporting on the aggregate efficiency of performance of assigned tasks within the platform.

Venues

A (“Venue” or “Venues”) refers to the physical space where Unified Applications have been installed and equally represents that physical space’s legal owner.

  •      “Venue Data” is created from the Location Data and request data collected from the Unified staff and users at that Venue;
  •      the location data and request data collected from the users of that Venue is processed to create Venue Data that anonymously displays how users of Unified App interact with that Venue;
  •     Venue data is only shared with the venue that the data represents or the group owner of that venue.

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  1. Introduction

 

1.1 We are committed to safeguarding the privacy of our websites, SDKs, mobile & tablet applications, any other services we offer, and related service users.

 

1.2 This policy applies where we are acting as a data controller with respect to the personal data of our service users; in other words, where we determine the purposes and means of the processing of that personal data.

 

1.3 In this policy, “we”, “us” and “our” refer to Unified Technologies Ltd. For more information about us, see Section 11.

 

  1. How we use your personal data

 

2.1 In this Section 2 we have set out:

(a) the general categories of personal data that we may process;

(b) in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;

(c) the purposes for which we may process personal data; and

(d) the legal bases of the processing.

 

2.2 We may process data about your use of our services (“usage data“). The usage data may include your geographical location, IP address, device type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is the Unified SDK, Staff Apps, Websites, Analytics Portal and analytics tracking systems. This usage data may be processed for the purposes of analysing the use of Venues and provision of request services. The legal basis for this processing is consent both to Unified and / or any client.

 

2.3 We may process your account data (“account data“). The account data may include your name, email address and profile picture. The source of the account data is you and any client’s application via which you are accessing the Unified Platform’s services. The account data may be processed for the purposes of providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is consent both to Unified and / or any client.

 

2.4 We may process your information included in your personal profile on our system (“profile data“). The profile data may include your name, address, telephone number, email address, profile pictures, gender, date of birth. The profile data may be processed for the purposes of enabling and monitoring your use of our website and services and for the performing of the fundamental operations of the platform. The legal basis for this processing is consent to Unified and / or any client.

 

2.5 We may process your personal data that are provided in the course of the use of our services (“service data“). The service data may include internal location, aggregate zone data, request and purchase data, booking and folio items. The source of the service data is you and / or any client’s application via which you are accessing the Unified Platform’s services. The service data may be processed for the purposes of providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is consent to Unified and / or any client.

 

2.6 We may process information about your location generated through the use of our services via the Unified SDK (via a clients application), or Staff Applications (“location data“). The location data may be processed for the purposes of enabling services such as request fulfilment that require such location data, and for the purposes of the legitimate business interests of a 3rd party (Venue / Client) in order to improve operations and guest satisfaction. The legal basis for this processing is consent to Unified and / or any client OR legitimate interests in the case of data derived from employees.

 

2.7 We may process information contained in any enquiry you submit to us regarding goods and/or services (“enquiry data“). The enquiry data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you. The legal basis for this processing is consent.

 

2.8 We may process information relating to transactions, including purchases of goods and services, that you enter into with us and/or through our SDKs or apps (“transaction data“). The transaction data may include your contact details, your card details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our platform and business.

 

2.9 We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (“notification data“). The notification data may be processed for the purposes of sending you the relevant notifications. The legal basis for this processing is consent.

 

2.10 We may process information contained in or relating to any communication that you send to us (“correspondence data“). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.

 

2.11 We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

 

2.12 We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

 

2.13 In addition to the specific purposes for which we may process your personal data set out in this Section 3, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

 

 

  1. Providing your personal data to others

 

3.1 We may disclose your personal data to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy.

 

3.2 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

 

3.3 We may disclose usage data including location data, request data, account data, and service data to the Unified Platform (Staff Applications, SDK and Analytics Portal, as well as the client’s application which you access our services, insofar as reasonably necessary for the legitimate business interests of the client or for the function of Unified services.

 

3.4 Financial transactions relating to our website and services may be handled by our payment services providers, including Safecharge and Stripe. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds] You can find information about the payment services providers’ privacy policies and practices at https://www.safecharge.com/privacy-cookies-policy/, https://stripe.com/gb/privacy.

 

3.5 We may disclose your enquiry data to one or more of those selected client suppliers of goods and services identified on our website for the purpose of enabling them to contact you so that they can offer, market and sell to you relevant goods and/or services. Each such client will act as a data controller in relation to the enquiry data that we supply to it; and upon contacting you, each such client will supply to you a copy of its own privacy policy, which will govern that client’s use of your personal data.

 

3.6 In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

 

  1. International transfers of your personal data

 

4.1 In this Section 5, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).

 

4.2 We have offices and facilities in the United Kingdom. The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries. Transfers to each of these countries will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission, a copy of which can be obtained from https://gdpr-info.eu/py.

 

4.3 The hosting facilities for our website are situated in Europe. The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries. Transfers to each of these countries will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission, a copy of which you can obtain from https://gdpr-info.eu/py.

 

4.4 Third parties such as those via which you access the Unified SDK or related services are situated in any country that the client operates within. The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries. Transfers to each of these countries will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission, a copy of which can be obtained from https://gdpr-info.eu/py.

 

  1. Retaining and deleting personal data

 

5.1 This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

 

5.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

 

5.3 We will retain your personal data as follows:

(a) Usage Data, Account Data, Profile Data, Service Data, Location Data, Request Data, Enquiry Data, Transaction Data, Notification Data and Correspondence Data will be retained for the duration of a contract with a client via which you will access any of Unified’s services.

 

(b) Usage Data, Account Data, Profile Data, Service Data, Location Data, Request Data, Enquiry Data, Transaction Data, Notification Data and Correspondence Data will be retained for 6 months following the termination of a client’s contract.

 

5.4 Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

 

  1. Amendments

 

6.1 We may update this policy from time to time by publishing a new version on our website.

 

6.2 You should check this page occasionally to ensure you are happy with any changes to this policy.

 

  1. Your rights

 

7.1 In this Section 7, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

 

7.2 Your principal rights under data protection law are:

(a) the right to access;

(b) the right to rectification;

(c) the right to erasure;

(d) the right to restrict processing;

(e) the right to object to processing;

(f) the right to data portability;

(g) the right to complain to a supervisory authority; and

(h) the right to withdraw consent.

 

7.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee. You can access your personal data by contacting data@unifiedapp.com or via a client mobile application through which you use Unified’s SDK or services.

 

7.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

 

7.5 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

 

7.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

 

7.7 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

 

7.8 You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.

 

7.9 You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

 

7.10 To the extent that the legal basis for our processing of your personal data is:

(a) consent; or

(b) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

 

7.11 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

 

7.12 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

 

7.13 You may exercise any of your rights in relation to your personal data by written or electronic notice to us, in addition to the other methods specified in this Section 7.

 

  1. About cookies

 

8.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

 

8.2 Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

 

8.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

 

  1. Cookies that we use

 

9.1 We use cookies for the following purposes:

(a) authentication – we use cookies to identify you when you visit our website and as you navigate our website;

(b) status – we use cookies to help us to determine if you are logged into our website;

(c) personalisation – we use cookies [to store information about your preferences and to personalise the website for you;

(d) security – we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally;

(e) advertising – we use cookies to help us to display advertisements that will be relevant to you;

(f) analysis – we use cookies to help us to analyse the use and performance of our website and services;

(g) cookie consent – we use cookies to store your preferences in relation to the use of cookies more generally.

 

  1. Cookies used by our service providers

 

10.1 Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

 

10.2 We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy/.

 

10.3 We publish Google AdSense interest-based advertisements on our website. These are tailored by Google to reflect your interests. To determine your interests, Google will track your behaviour on our website and on other websites across the web using cookies. You can view, delete or add interest categories associated with your browser by visiting: https://adssettings.google.com. You can also opt out of the AdSense partner network cookie using those settings or using the Network Advertising Initiative’s multi-cookie opt-out mechanism at: http://optout.networkadvertising.org. However, these opt-out mechanisms themselves use cookies, and if you clear the cookies from your browser your opt-out will not be maintained.

 

  1. Managing cookies

 

11.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

(a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);

(b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);

(c) http://www.opera.com/help/tutorials/security/cookies/ (Opera);

(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);

(e) https://support.apple.com/kb/PH21411 (Safari); and

(f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

 

11.2 Blocking all cookies will have a negative impact upon the usability of many websites.

 

11.3 If you block cookies, you will not be able to use all the features on our website.

 

 

  1. Our details

 

12.1 This website and all Unified products are owned and operated by Unified Technologies Ltd. The following URLs are associated with Unified services: https://apiv2.unifiedapp.com; https://www.unifiedapp.com; https://www.portal.unifiedapp.com

 

 

12.2 We are registered in England and Wales under registration number  08799412 (England and Wales), and our registered office is at Kemp House, 152-160 City road, EC1V 2NX

 

12.3 You can contact us:

(a) by email, using data@unifiedapp.com, or any other email address published on our website or services from time to time.

 

  1. Data protection officer

 

13.1 Our data protection officer’s contact details are: Matthew Larby data@unifiedapp.com.

 

  1. Website hosting and data location

 

14.1 Unified’s data is hosted on Amazon Web Services (AWS), located in the EU-West region.

 

14.2 Unified’s website is hosted by WP-Engine, located in the United Kingdom.

 

  1. Platform security measures

 

15.1 Unified’s web services are compliant with industry standard security measures. All communications are encrypted using secure SSL, data is securely stored using AES-256 encryption, and user information is pseudonymised.

 

 

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