privacy policy
introduction
This Privacy Notice explains the types of personal data we may collect, how we'll handle it, store it and keep it safe. This notice also tells you about your rights in relation to your personal data. We hope the following sections will answer any questions you have but if not, please do get in touch with us. It is likely that we will need to update this Privacy Notice from time to time. We will notify you of any significant changes, but you're welcome to come back and check it whenever you wish.
Who we are
MIME Technologies Limited (trading as Aiber) is a technology company registered in Scotland with company number SC509452 whose registered office is at Solasta House, 8 Inverness Campus, Inverness, IV2 5NA.
MIME Technologies Limited is the controller and responsible for your personal data (collectively referred to as “Aiber” "we", "us" or "our" in this privacy policy).
Aiber respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
The website is owned by Aiber and hosted by Squarespace.
Contact details
We have appointed a data privacy officer who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact Anne Roberts at anne.roberts@aiber.co.uk
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
We keep our privacy policy under regular review and we may update this policy from time to time by publishing a new version on our website. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
You can contact us:
by post, to our registered office; or
by telephone, on the contact page published on our website; or
by email, using the contact form or by emailing getintouch@aiber.co.uk.
The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
I. We may process data about your use of our website and services “usage data”. The usage data may include your IP address, geographical location, browser 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. Our website uses Google Analytics, a service which transmits website traffic data to Google servers in the United States. Google Analytics does not identify individual users or associate your IP address with any other data held by Google. We use reports provided by Google Analytics to help us understand website traffic and web page usage. By using this website, you consent to the processing of data about you by Google in the manner described in Google’s Privacy Policy and for the purposes set out above. You can opt out of Google Analytics if you disable or refuse the cookie, disable JavaScript, or use the opt-out service provided by Google.
II. 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 based on your enquiry.
III. 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 and/or newsletters.
IV. 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 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.
We also collect, use and share “Aggregated Data” such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
We do not collect any “Special Categories of Personal Data” about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
· Where we need to perform the contract we are about to enter into or have entered into with you.
· Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
· Where we need to comply with a legal obligation.
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us. We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
Opting out
You can ask us or third parties to stop sending you marketing messages at any by following the opt-out links on any marketing message sent to you or by contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, product/service experience or other transactions.
Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.
Third-party links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Disclosures of your personal data
We may share your personal data with the parties set out below for the purposes set out below:
I. We may disclose your “correspondence data” to a third party of customer relationship systems. The profile data we collect may include your name, company address and company email. This enables us to manage our response and any follow-up to you. We may also hold correspondence data in Google’s G-Suite as part of our email implementation.
II. We may disclose your “notification data” to a third party of mailing distribution systems known as Mailchimp. This is so that they can distribute our email newsletter, sending mailouts to you.
III. 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. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or our-of-court procedure.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
International transfers
You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others if it is publicly available.
Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data retention
Any personal data that we have will be deleted when it is no longer necessary for our business purposes. We will retain your personal data as follows:
Where you have given us consent, we will retain your information until you advise us that you no longer wish to receive information (which you can do at any time) or until we determine there is no further requirement to process your information or provide you with information.
Where we have a contract, we will retain your information until termination of that contract, including an additional 6 months to allow us to close the contract effectively. You can request us to remove your information earlier.
Where there is a public task, we will hold that information for as long as necessary to execute that task.
Where there is a necessary, legitimate interest we will retain and process your information for as long as necessary to safeguard our or a third party’s interests, accepting your individual rights may override this.
Notwithstanding the other provisions of this Section, 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.
Your legal rights
Under data protection law, any data subject whose data we have has rights including:
· The right of access - to ask us for a copy of their personal information.
· The right to rectification - to ask us to rectify information they think is inaccurate. They also have the right to ask us to complete information they think is incomplete.
· The right to erasure - to ask us to erase their personal information in certain circumstances.
· The right to restrict processing – they have the right to ask us to restrict the processing of their information in certain circumstances.
· The right to object to processing – our processing can be challenged in certain circumstances, and there is an absolute right to object to receiving marketing messages from us.
· The right to data portability - to ask for a copy of the personal data that they have provided to us in a structured, commonly used and machine-readable format.
There is no charge for exercising these rights unless the request is manifestly unfounded, repetitive or excessive. If it is, we will charge a reasonable fee or we can refuse to comply with the request.
Once a request is made, it will be acknowledged and we may ask for confirmation of identification from the requester and seek clarification of this request for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).
We will do our best to respond without undue delay and within one month of receiving the request. However, if the request is complex we can extend that by another two months but if we do need more time, we will let the requested know why.
If you still have concerns about how we have processed your information, you can raise these with the Information Commissioner. Contact details are available at: www.ico.org.uk/concerns
MIME Technologies Ltd Website Privacy Policy 03/10/2022
© MIME Technologies Ltd 2022