Privacy Policy

V 1.2

1. The type of personal information we collect

We collect and process the following information:

  • Customer enquiries: Personal identifiers, name, email address, telephone numbers, that come through our website or through contacting us via email or telephone.
  • We retain potential customer data throughout the communication process with them and should they purchase a license, throughout the license period. Those enquiries that do not proceed with us are retained for a maximum of 3 years, unless we are requested by them to delete them sooner.
  • Within our software, Pragmatic Tracker: For those customers who go on to purchase licenses our software enables the capture of personal data related to the users that the customer adds to the system.
  • Users of our software, Pragmatic Tracker, enjoy full transparency regarding the data held about them within the system, can edit the data and can access the data whenever they wish. Users who use the system via their employment will have their own agreement with their organisations or employers regarding privacy.
  • Within our software: The users who use our software can capture personal data about their own clients or clients of their organisation. Such users are responsible for the privacy and confidentiality of all clients they access within the system.
  • Client data captured within our software is the responsibility of the user and their organisation.

2. How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • You made an enquiry about our software and services
  • You became a customer of ours
  • You are a user of our software

We use the information that you have given us to:

  • Assist you with your enquiry about our product and services
  • Should you go on to become a customer, to assist you in configuring our software for your use
  • You, as a customer, will then add new users to the software and all users have the ability to capture client data and they have the responsibility for that data

We only share information about you with your permission.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

  • We have a legitimate interest. If you make an enquiry about our product or services, we need to retain your contact information to respond and inform you.
  • We have a contractual obligation. If you go on to become a customer, you will have a contract with us and we need your personal data to fulfil the contract
  • Your consent. Should you become a user of our software you will, as part of the sign-up process, give your consent for your data to be held within the software so that it can function as intended. Your agreement will be typically between you and your employer or organisation*
  • unless you are a single user (licensed directly with us with no third party involved). A single user can remove consent at any time, bearing in mind you will also lose access to the software. You can do this by contacting us.

3. How we store your personal information

    Your information is securely stored as follows:

    • Customer enquiries: These are held within our various business communication devices: computers, laptops, mobile phones, all securely protected with complex passwords and sign on processes.
    • Users of Pragmatic Tracker and Clients of Users of Pragmatic Tracker, within our software: Our software is held on secure dedicated servers at our server hosting provider in the UK or on a secure private cloud server operated by AWS depending on the territory you operate in.

    We keep customer enquiry information throughout the time of the enquiry and, should you proceed to become a customer, throughout the length of the contract. Should you not proceed to become a customer we will retain your contact details for a maximum of 3 years.

    User and client information captured within our software is done so under contractual license with us and the terms of how data are permanently deleted is agreed in the contracting process.

    4. Your data protection rights

      Under data protection law in the UK, you have rights including:

      Your right of access – You have the right to ask us for copies of your personal information.

      • If you are a customer enquiry the only personal data we will hold will be what you provided us with.
      • If you become a user of our software the only information will be what you yourself provided us with.
      • If you become a client of a user of our software the data held in our software will be what you provided that user with. You will have your own agreement with the user about how your data is managed. Bear in mind that under UK law health records need to be retained for a minimum of 7 years after the end of an episode of care.

      5. New customer enquiries and those who proceed to become customers

        • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
        • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
        • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

        6. Users who have personal data captured within our software

          Users sign up in agreement with their employers or organisation. As a user your personal data is retained throughout the life of the contract and all matters related to your personal data should be taken up with your organisation or employer (single users are licensed directly by us and so would contact us directly with any personal data issues)

          7. Clients who have their data captured within our software

            Clients provide their consent to the use of their personal data to the Users who enter them in the software. Any issues to do with Client personal data needs to be taken up with the Users (those who are treating them).

            8. How to complain

              If you have any concerns about our use of your personal information, you can make a complaint to us at:

              Manyother Limited
              (ICO Registration Z2924513)

              Contact: Tony Jordan
              Address: 41b Beach Road, Littlehampton, West Sussex, BN17 5JA
              Phone Number: 07973 542899
              E-mail: tony.jordan@manyother.com
              www.manyother.com

              You can also complain to the ICO if you are unhappy with how we have used your data.

              The ICO’s address:
              Information Commissioner’s Office
              Wycliffe House
              Water Lane
              Wilmslow
              Cheshire
              SK9 5AF

              Helpline number: 0303 123 1113
              ICO website: https://www.ico.org.uk