By submitting details to us, 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 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.
Should you wish to contact us regarding anything within this document you can do so by submitting an enquiry via http://www.adaptavist.com/contact/.
IP Addresses and Server Logs
Our web service stores access logs in the standard formats which include IP addresses.
We use the information to better understand user behaviour on our systems, so that we may improve the experience for all. We also use the information for security and operational purposes.
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.
Most of our systems continue to operate when cookies are blocked, however some functionality may be reduced. Please refer to your browser’s manual for details on how to block cookies within your client.
Information that we collect from you
When you use our products or services you may be asked to provide certain information about yourself, including your name and contact details. We may also collect information about your usage, as well as information you provide during such usage. This includes using our websites, products and services, as well as any correspondence or communication you send.
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.
We collect information to process your order, manage your account, and, if you agree, 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 may be referenced in promotional material. Should you not want to be listed, please contact us. Individuals 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.
Access by your company administrator
You should be aware that the administrator of your Products and Services at your company may be able to:
access information in and about your account; disclose, restrict, or access information that you have provided or that is made available to you when using your account, and; control how your account may be accessed or deleted.
If you are using our Host service, Adaptavist will have access to your Atlassian Product 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 will have to retain a copy of your contact details and license key of the Atlassian Products for their own records, along with any correspondence you may have with them directly.
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.
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 dialling prefix that will hide your telephone number should you wish your calls to be more anonymous. For further information, please contact your telephone company.
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.
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.
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).
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 breaches of security.
In the event of a security breach, 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 General Data Protection Regulation (GDPR), 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 will be collected, stored and processed within countries that comply with the GDPR. Primarily data is stored within UK / EU / USA data centers, all of which have the appropriate compliance frameworks – including support for GDPR and EU Privacy Shield.
We validate that all our suppliers comply to the same standards and regulations that we adhere to ourselves.
If you have any specific concerns about our data handling, please contact us.
Accessing and updating
You have certain rights under the GPDR, 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 want to make sure your personal information is correct and up to date. You may ask us to correct or remove information you think is inaccurate.
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).