Introduction

Adaptavist is committed to preserving the privacy of all visitors to this website (Website) including any demonstration pages to which you are permitted access. Please read the following privacy policy to understand how we use and protect the information that you provide to us.

By submitting details on this site, you consent to the collection, use and transfer of your information under the terms of this policy. Should you have any specific queries after reading the this policy, please feel free to contact us for clarification.

We must collect the information fairly, that is, we must explain how we will use it (see the notices on particular web pages that let you know why we are requesting the information) and tell you if we want to pass the information on to anyone else.

Unless explicitly stated otherwise, we will never pass your information on to any third parties and access to your information is restricted to specific Adaptavist staff who may only access it for specific purposes.

If you post or send offensive, inappropriate or objectionable content anywhere on or to this website or our company or otherwise engage in any disruptive behaviour, we can use whatever information that is available to us to stop such behaviour. This may involve informing relevant third parties such as your employer, school e-mail/Internet provider and law enforcement agencies about the content and your behaviour.

Creative Commons License

All content on this site, including that which you contribute, is licensed under a Creative Commons Attribution-Share Alike 2.0 UK: England & Wales which allows anyone to reproduce and adapt the content so long as they attribute the original source and release the content under the same license.

Google cookies

Adaptavist.com uses Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store and use this information. Google’s privacy policy is available at: http://www.google.com/privacypolicy.html

Refusing cookies

Most browsers allow you to refuse to accept cookies.

In Internet Explorer, you can refuse all cookies by clicking "Tools", "Internet Options", "Privacy", and selecting "Block all cookies" using the sliding selector.

In Firefox, you can adjust your cookies settings by clicking "Tools", "Options" and "Privacy". Blocking cookies will have a negative impact upon the usability of some websites.

IP Addresses and Server Logs

Our website does record IP addresses and produces server logs – as all Web Servers do. This information is primarily used for monitoring the volume of traffic the site receives and measuring the number of readers.

We use the information to identify issues with specific web browsers (for example, is the same page being refreshed repeatedly indicating a loading problem) and also monitor paths through our user guide to better understand the requirements of our visitors.

Search Results

We monitor search results to ensure that people are finding the information they are looking for quickly and easily and should we identify pages that are giving misleading search results we will amend them to avoid such issues.

Cookies

If you are a registered member of this website and choose to "remember your login", cookies will be used to store some information on your computer so that the next time you return you will not need to log in again. You can clear these cookies at any time by logging out.

We also use Atlassian’s "Crowd" single sign-on software, which uses cookies to track you between our various sites so that you only need to log in once.

You may of course choose to block these cookies if you wish, and the site will continue to function, although you will have to log in each time you visit in order to enable the enhanced features that your account provides.

Information on deleting or controlling cookies is available at www.AboutCookies.org. Please note that by deleting our cookies or disabling future cookies you may not be able to access certain areas or features of our site

Information that we collect from you

When you visit or register on this website you may be asked to provide certain information about yourself including your name and contact details. We may also collect information about your usage of our website as well as information about you from messages you post (such as comments you add to pages) to the website and e-mails or letters and any other form of correspondence you send to us.

Users of age 16 and under

If you are aged 16 or under, please get your parent/guardian’s permission beforehand whenever you provide personal information to this website. Users without this consent are not allowed to provide us with personal information.

Use of your information

Use of your information will vary depending on how your information was tracked. For example, if you send us an email we will use your information to reply to your message. In other cases, we may use your information to enable us to provide you with access to some or all parts of our site. We may also use and analyse the information we collect (for example page rankings and emails) so that we can administer, support, improve and develop our business.

If you contact us, we may use your information to contact you for your views on our products and services and to notify you occasionally about important changes or developments to the site or our products and services.

Disclosure of your information

The information you provide to us will be held on our computers and may be accessed by or given to our staff. Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

Clients who purchase goods or services from Adaptavist will sometimes be added to the customer area on our website. Should you not want to be listed, please let us know in advance or use the link on that page to notify us at any time should you wish your listing to be removed. Consumers (i.e. anyone using our products and services for personal use) will never be added to the list.

Finally, if our business enters into a joint venture with or is sold to or merged with another business entity, your information may be disclosed to our new business partners or owners.

Host Clients

If you are using our Host service, Adaptavist will have access to your Confluence license key and in some cases an administrative login to your account. Access to this information is strictly controlled and will only be used for specific support services such as the initial configuration of your Builder account, routine maintenance such as backups and changes to server configuration and also any bespoke content production or alterations we make upon your request.

In addition, Atlassian (who make Confluence) will have to retain a copy of your contact details and license key for their own records, along with any correspondence you may have with them directly.

Communications

From time to time you may need to contact Adaptavist and, likewise, we may need to contact you. During such communications contact details are generally transferred (either manually or automatically) between both parties.

When you contact Adaptavist

There are numerous ways to contact us, each of them is listed below.

Telephone

If you telephone us, our itemised billing will contain a record of your telephone number, the date and time on which you called, the duration of your call and the recipient of your call.

From time to time, telephone calls may be recorded to help us monitor and improve our service to clients.

Most telephone companies provide a dialing prefix that will hide your telephone number should you wish your calls to be more anonymous. For further information, please contact your telephone company.

Fax

When you send us a fax, your fax machine will usually add your fax number to the top or bottom of the fax transmission. In addition, most fax headers and also digital fax transmissions will include your company name and other details.

We receive faxes as emails but due to their size we will usually delete them after viewing them.

Email

When you send us an email, it will contain your email address and a list of all servers which the email has passed through to get to our email server.

We now provide online email forms on our website (see Contact section for relevant forms) so that you can insert email messages directly in to our key departments. Note, however, that any replies we send and your subsequent correspondence will still be transferred as normal email.

In some cases, we may keep email messages for two years or more, but will usually delete them should you cease to be our customer.

We make extensive use of our online support system to manage emails regarding general enquiries, sales enquiries and support enquiries. This system allows you to log in and view all emails from your email address.

Online Support Website

When you add a support request (and any subsequent posts to it) to our online support site, your request will be stored against your email address. You will also receive email notifications when adding your support request as well as any replies made to that request.

Note: Due to problems with Spam, notifications are only sent for support requests at present.

You can view all information stored against your email address at any time by entering the online support system (usually by clicking the link at the bottom of one of the emails you have received from us) and selecting the "Tickets" or "View Tickets" link.

When we contact you

Should we contact you (usually as a result of you contacting us first), it may be via post, telephone or fax, as well as by e-mail or SMS messaging. If you do not want us to contact you, or would prefer to only be contacted in a specific manner, please contact us.

Note: We have a strong preference for email communications and will only resort to using other alternatives should emails not get through to you.

When we send you faxes or emails, both will be stored on our email server until manually deleted.

If we contact you by telephone, our call logs will show your phone number, call duration and date and time. For legal reasons, we’re unable to delete this information.

If we send correspondence via post, there will usually be a document stored on our computer that was used to print the correspondence.

Quotes, Invoices, Payments

Should we create a quote, pro-forma invoice, invoice, remittance advice or other document relating to our sales process, we are required by UK and European law to retain that document (which may contain your name, address and other details about you, your organisation and/or the specific details of any project being worked in) for 6 years!

Even if asked to, we cannot destroy these documents without putting our company at risk of legal action.

Likewise, should you make a payment online through our shopping basket, email invoices or other means, your details will be retained indefinitely. To help protect your privacy in this area, we use PayPal who have an excellent track record in maintaining privacy — for more information, please see the PayPal Privacy Policy.

If you make payments to our bank account via BACS, CHAPS, SMART or payment by cheque, etc., then our Bank will hold some details about you (such as your account number, sort code, amount paid, etc). Adaptavist use the NatWest bank in the UK and you can view the NatWest privacy Policy online also.

Content Authoring

If you have privileges to add content to this site such as pages, news items or comments, your username will be recorded with any content you add or update and will generally be visible to all users (either on-screen or in other places).

Page Tracking, Comments and Ratings

This website temporarily records the pages you visit so that you can quickly revisit them. Adaptavist do not have access to this information and it is automatically deleted within 1 hour of your last access to this server.

Should any pages on this site allow posting of comments, your username will be associated with any comments (except in areas where anonymous comments are permitted you post and displayed alongside those comments to anyone who has access to see them).

Software Downloads

We may make certain software available for download on this website or link to software on other, third party websites. This software may be created by Adaptavist or by third party vendors. The software may be programmed to access our servers and/or third party servers in order for the software to operate and in order to check for program upgrades or enhancements. From time to time, new files may be added to your computer in order to upgrade the software or add new functionality to it. These changes may occur without notice to you. If at any time you wish to uninstall the software program, you may do so by following the instructions that accompany the software. Use of the software will be governed by a separate license agreement.

Security and data retention

We employ security measures based on ISO 27001 to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction, damage and unauthorised alteration. We will retain your information for a reasonable period or as long as the law (in the United Kingdom) requires.

We use physical, electronic, and procedural safeguards to protect any personally identifiable data stored on our computers. Only authorised employees have access to the information you provide us. Any particularly sensitive information, such as a credit card number used to purchase our products and services is encrypted using PayPal’s online transaction system and Adaptavist staff never have access to your credit card or debit card details.

While we cannot guarantee that loss, misuse or alteration to data will never occur, we take many precautions to prevent such unfortunate occurrences and have measures in place to detect any such breeches of security.

In the event of a security breech, we will notify anyone who’s personal data may have been compromised as well as the law enforcement authorities in the United Kingdom and other countries as applicable.

You are ultimately responsible for the security of any user names and passwords we supply to you. Please take care when using and storing them. Adaptavist recommends that you do not divulge your password to anyone. You should log out of your browser at the end of each computer session to ensure that others cannot access your personal information and correspondence, especially if several people have access to your personal computer or you are using a computer in a public place like a library or Internet cafe.

As part of the requirements of the Data Protection Act, Adaptavist have registered with the Data Commissioner in the United Kingdom and you can see our notification report on their website (after clicking the link, enter "Adaptavist" as the name and click the ‘Search Register’ button).

Any information we collect will generally be retained on our servers within the United Kingdom unless stated otherwise. We ensure that all our suppliers have a proven data security track record and encourage all our suppliers to produce a Privacy Policy.

Accessing and updating

You have certain rights under the UK’s Data Protection Act, for instance, you can ask to be told what information we hold about you in our databases. We will provide you with all of the details that we hold about you, both online and offline, upon request.

You are entitled to see the information held about you and you may ask us to make any necessary changes to ensure that it is accurate and kept up to date. If you wish to do this, please contact us.

We are entitled by law to charge an administration fee of £10 to meet our costs in providing you with details of the information we hold about you. Please note that we will require proof of your identity and, because we are a small company, your request may take up to 30 working days to process (we’ll try and deal with such things far sooner, but we don’t want to set any unachievable expectations at this stage).

Changes to our privacy policy

As statutory and online requirements change so this policy document may change. Any changes to our privacy policy in the future will be posted to this page.

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