Kelloo offers web based resource management tools. We also own and operate a number of websites and offer related services like support. We refer to all of these products, together with our other services and websites as “Services” in this policy.
If you do not agree with this policy, do not access or use our Services or interact with any other aspect of our business.
Identity and contact details of the Data Controller
Data Protection Officer
Kelloo is not required to appoint a DPO due to the nature of the information it handles and processing it carries out.
Information we collect about you
Depending on the products and Services you use, we collect different kinds of personal information from or about you.
Information you provide
We collect personal information you provide such as your name, username, address, telephone number or email address when you use our products, websites and Services, create or have us create an account for you in our Service, contact us (for example by phone or email), apply for employment, interact with us at in-person events, create or open support tickets / requests or otherwise interact with us.
Admin and payment / billing information
If you purchase our Service we will collect personal information so we can administer your account and bill you. So we will collect the contact details of people such as your nominated account administrators and your billing contact. So typically this will include name, email and telephone number.
Through our support channels
If you submit an enquiry or open a ticket with support we will collect personal information such as your name, details about the problem you are having, your organisation, your phone number and email.
Information about use of our services and products
When you visit our websites or use our Service, we may collect information about the type of device you use, your device’s unique identifier, the IP address of your device, your operating system, the type of Internet browser that you use, the pages you visit, Service usage information and diagnostic information.
Information from third parties
We may collect information from third parties, including business partners and marketing agencies. This may include your contact information from marketing partners when we engage in joint marketing or co-branding activities.
Cookies and other tracking technologies
Other services you link to your account
How your information will be used
We need to identify a lawful basis for processing your personal information. The legal basis depends on the Services you use and how you use them.
To provide the Services and personalise your use of the Service
We use information about you to provide the Services to you, personalise your experience when using the Service and operate and maintain the Services. Our lawful basis is “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”.
To communicate with you about the Service
We use your information to send communications to you via email. These communications are typically regarding your subscription expiring, responding to support requests, responding to questions, sending you technical notices, security alerts and administrative messages about your account. Our lawful basis is “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”.
To help you on-board with the service
We may also send you emails and information to help you get started with the Service (on-board), these are typically offers of help, hints and tips. Our lawful basis is “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”
To help us improve our service
We use your information to help us understand how you use and interact with our Service and websites to help us improve our offerings and to help us better understand the needs and interests with respect to our products or Service of our customers and potential customers. Our lawful basis is “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”
We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyse crash information, and to repair and improve the Services. Our lawful basis is “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”.
For safety and security
We use information about you and your Service use to verify accounts and activity, to monitor suspicious or fraudulent activity and to identify violations of our terms of service. Our lawful basis is “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”.
To bill and collect money owed to us
We use information about you to send you bills, invoices and requests for payment. Our lawful basis is “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”.
To protect the rights, interests, property and safety of us and others
We use information about you to protect the legal rights, safety, property and interests of us and others. Our lawful basis is “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”
Where required by law
We use information about you if we believe that it is reasonably necessary to comply with a law, regulation, legal process or governmental request. Our lawful basis is “processing is necessary for compliance with a legal obligation to which the controller is subject”
To market to you post expiry of a trial or purchase
If you have previously trialed or purchased our products or services, we may use your contact information to send email communications about updates, new features and information about our products or services as you have previously expressed an interest in the products or services and the updates and new features may be of interest to you. Our lawful basis is “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”
With your consent
We use information about you where you have given us consent to do so for a specific purpose not listed above, but we will ask for your consent. Our lawful basis is “the data subject has given consent to the processing of his or her personal data for one or more specific purposes”
For any of the uses of your data described above that require your prior express consent, you may withdraw your consent by contacting us.
You do not have to provide us with personal information however you should understand that if you are entering into certain business relationships with us (for example to subscribe to our Services) then this would be subject to a contract being in place between us and we will need some of your personal information to complete the contract and set up your account and your failure to provide the information would mean we could not enter into the business relationship with you.
Who receives your information
We share information we collect about you in the ways discussed below, including in connection with possible business transfers. We will not sell information about you to advertisers or other third parties.
Other service users
Other Service users (within your organisations’s account) can see your personal information including things like your name and email address.
We may disclose your personal information to regulatory, law enforcement or governmental bodies if we believe that it is necessary to comply with a law, regulation, legal process, or governmental request; to protect the safety of any person; to protect the safety or integrity of our platform, including to help prevent spam or abuse of our Services, or to explain why we have removed content or accounts from our Services; to address fraud, security, or technical issues; or to protect our rights or property or the rights or property of those who use our Services.
We also maintain presences on social media platforms. 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.
Transfers to third countries and safeguards in place
How long your information will be retained
We may retain information about your marketing preferences unless you specifically ask us to delete such information. We retain marketing information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created. You can always unsubscribe / opt out from marketing communications and emails using the link in the communication or by contacting us at email@example.com. Even after you opt out from receiving promotional communications from us, you will continue to receive transactional and administration messages from us regarding our Services.
If you are user of our Service through another entity i.e. your company or your employer you will need to contact them to facilitate these requests as they are classed as the Data Controller in that instance.
To access your data
Upon your request, we will provide you with the personal data we hold on you. We will do this within 30 days of your request. There will be no charge unless the requests you make are unfounded or excessive. However if you can access the data yourself within our Service without us having to provide it to you, you agree that you shall access the data yourself.
To rectify incorrect data
You can login to the Service and rectify any personal data we hold about you that is incorrect. If we hold any personal data that you cannot rectify contact us at firstname.lastname@example.org and we will do it for you (if it is lawful for us to do so).
To erase your data
You can login to the Service and delete any personal data we hold about you. If we hold any personal data that you cannot delete contact us at email@example.com and we will do it for you (if it is lawful for us to do so). Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.
To restrict processing or object to processing
In some cases, you may object to our processing of your information or ask us to stop processing your information where you believe we don’t have the appropriate rights to do so. When you make such requests, we may need time to investigate and facilitate your request. If there is a delay or dispute as to whether we have the right to continue using your information or if you ask us to do so, we will restrict any further use of your information until the request is honoured or the dispute is resolved.
To data portability
Data portability is the ability to obtain some of your information in a format you can move from one service provider to another. Depending on the context, this only applies to some of your information, but not to all of your information. Should you request it, we will provide you with the personal data we store that we have to provide under data processing regulations.
If we intend to further process your personal information for a purpose other than it was originally collected, we shall provide you before the further processing with information on the purpose of the further processing and you are also able to object to or restrict the further processing of your information.
Withdraw consent and prior processing
If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place.
Withdraw consent, object to processing or restrict processing
If you withdraw consent, object to processing or restrict the processing of your information in some cases this may mean you will no longer be able to use the Service or parts of the Service.
You may lodge a complaint with the competent data protection authority regarding the processing of your personal information.
Opt out of marketing
You can always unsubscribe / opt out from marketing communications and emails using the link in the communication or by contacting us at firstname.lastname@example.org. Even after you opt out from receiving promotional communications from us, you will continue to receive transactional and administration messages from us regarding our Services.
Kelloo Sub Processors
Mailchimp, US, Privacy Shield
Zoho, US, Privacy Shield
Freshdesk, US, Privacy Shield
Postmark, US, Privacy Shield
Google, US, Privacy Shield
Stripe, US, Privacy Shield
Soho 66, UK
About our usage of cookies and tracking
· So we know you have logged in.
· Remembering Service preferences.
· Remembering login preferences (not passwords) for the Service.
· To help us understand how you use our Services.
· Determine if you have opened emails from us.
· Present you with advertising and marketing relevant to you.
How do we use them?
Where strictly necessary. These cookies and other technologies are essential in order to enable the Services to provide the feature you have requested, such as remembering you have logged in.
For functionality. These cookies and similar technologies remember choices you make to personalise things. We use these cookies to provide you with an experience more appropriate with your selections and to make your use of the Services more tailored.
For performance and analytics. These cookies and similar technologies collect information on how people interact with the Services and enable us to improve how the Services operate.
Targeting cookies or advertising cookies. They remember the websites you have visited and that information is shared with other parties such as advertising technology service providers and advertisers.
Social media cookies. These cookies are used when you share information using a social media sharing button or “like” button on our websites or you link your account or engage with our content on or through a social media site. The social network will record that you have done this. This information may be linked to targeting / advertising activities.
How can you opt-out?
You will not be able to opt-out of any cookies or other technologies that are “strictly necessary” for the Services.
Our software application (not the website) uses the following cookies.