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This Privacy Notice applies to GROUPUS and its affiliates and
explains who we are, how we collect, share and use personal information about
you, and how you can exercise your privacy rights. This Privacy Notice applies
to personal information that we process about the visitors to our website https://www.groupus.co which are directed to our business
contacts;our suppliers, vendors and business advisors;our existing, prospective
and past customers; visitors to our offices; and authors of publicly available
research material.
If you have any questions or concerns about our use of your
personal information, please contact us using the contact details (provided at
the bottom of this Privacy Notice).
We recommend that you read this Privacy Notice in full to
ensure you are fully informed.
What does GROUPUS do?
GROUPUS is a commination platform that keeps you connected
with your friends, students, customers, clients, or colleagues in real-time. It
handles almost every contemporary mode of communication for you with absolute
safety, security and privacy.
It offers voice, video, mobile, and unified communications
solutions for businesses of all sizes. More specifically, GROUPUS offers Software
as a Service (SaaS) and Infrastructure/Infra as service (IaaS)solutions
encompassing hosted communications services, contact centres, unified
communications, video web conferencing, managed dedicated hosting, virtual
private servers and more. We are headquartered in London, UK with further
offices in India.
During the course of our relationship with you, we may collect other information than that detailed in this Privacy Notice. If we ask you to provide information voluntarily then the personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information. If we obtain the information from other sources then we will only do so where we have checked that these third parties either have your consent or are otherwise legally permitted or required to disclose your personal information to us.
Collecting this information enables us to better understand
the visitors who come to our website, where they come from, and what content on
our website is of interest to them. We use this information for our internal
analytics purposes and to improve the quality and relevance of our Website to
our visitors. Some of this information may be collected using cookies and
similar tracking technology.
Prospective Customers
If you are a prospective customer (who may also use our website),
the personal information that we may collect about you falls broadly into the
following categories:
Information that you provide voluntarily. Certain parts of
our Website may ask you to provide personal information voluntarily: for
example, to submit an enquiry about our products and services, or to request a
quote; to subscribe to marketing communications from us and/or to submit
enquiries to us. We will use this information to communicate with your
organization about our website, products and services, to send you offers, for
our other legitimate interests or those of a third party, or to comply with a
legal obligation to which we are subject, for example to investigate and help
prevent unlawful or potentially unlawful activity. We may also gather
information from our prospective customers through offline communications, such
as in-person meetings and phone calls, or corporate/industry events.
Calls with GROUPUS’s sales, customer service and other GROUPUS
departments may be recorded to gather information to improve our customer
service. However, if you would prefer that your call was not recorded, you can
opt out by stating this, or by hanging up. In general, the personal information
that you are asked to provide, and the reasons why you are asked to provide it,
will be made clear to you at the point that we ask you to provide your personal
information; however, it may include: your full name, company, work email
address, work phone number, country; and in relation to your employer your
industry, revenue, number of employees and purchasing timeframe.
Information that we collect automatically. If you use our website
to enquire about our products and services, or otherwise interact with us via a
digital device, we may collect that information described more clearly in the “Website
Visitors” section, above. We use this information to help us analyze how you
use our Website and services and to better match your experience with our Website
and services to your organization’s interests. In addition, we may also collect
information about your viewing of our emails (for example, information about
whether or not you have opened the email), so we can understand the success of
our email campaigns and improve our marketing.
Information that we obtain from third party sources From time
to time, we may receive personal information about you from third party sources
(including third party website, data brokers or credit reference agencies), but
only where we have checked that these third parties either have your consent or
are otherwise legally permitted or required to disclose your personal
information to us. The types of information we collect from third parties
include biographical information about you and your job role or marketing
information; and we use the information we receive from these third parties to
help us market our products and services to you, or otherwise develop and
improve our products and services.
Current Customers
If your organization is a current customer (who may also use
our Website), we may already have collected information about you when your
organization was a prospective customer and we will continue to use this
information in accordance with our data retention policies.
In addition, where your organization is a current customer,
the further types of personal information that we may collect about you falls
broadly into the following categories:
Information that you provide voluntarily. Once your
organization has entered into an agreement with GROUPUS, we will collect and
maintain information about that agreement, including your organizations’
payment information and information about its transactions. We also collect
information to enable us to manage and deliver our online services, support and
training, for example: we will collect your username and password for your
organization’s account when you register to use our services (including via our
online portal); we may also collect additional personal information relating to
you or your organization, including your name, address, email address,
telephone number and/or payment card details during the registration/payment
process, or for emergency services registration; we will collect information
relating to your (and your organization’s) use of our services, including the
phone numbers you dial or provide to our services, service set-up information,
service configurations and settings, recorded calls, messages, and meetings,
voicemails, incoming and outgoing faxes, user-saved or stored content shared
among users, email and text communications, Call Records Data, and contact
centre customer information you provide to us; Other information you choose to
provide to us, for example the purpose of your visit if you visit one of our
site locations or any feedback you provide to us in relation to your use of our
Website or services. if you register as a third party reseller or distributor,
we may also collect personal data relating to you in the context of our
reseller/distribution programme including your name, address, email address and
telephone number.
We will use this information to process your organization’s
payments and to provide your organization with the information, products or
services that it has requested from us (including controlling access to those
services, for example enabling your organization to join meetings or to log
into our portal); to respond to your enquiries and requests; to enable your
organization to register on our Website; to administer records about your
organization’s account; quality control of and to improve our Website and
services; to provide you and your organization with marketing and other
communications about our products and services (where permitted by law); and
for the purpose of general business or contract relationship management within GROUPUS,
including auditing the use of our services and establishing, exercising or
defending any legal claims against us. We may also use your personal
information for our other legitimate business interests, including providing
training and support; to manage any queries, complaints or claims relating to
the services that GROUPUS provides to your organization; for entertainment
purposes (e.g. to invite you to events) and to facilitate ongoing
relationships; and for investigating and helping to prevent unlawful or
potentially unlawful activity that threatens either GROUPUS, any company
affiliated with GROUPUS, or any of our respective customers. Calls with GROUPUS
sales, customer service and other GROUPUS departments may be recorded to gather
information to improve our customer service. However, we will let you know if
your call is being recorded before we do so if you would prefer that your call
was not recorded, you can opt out by stating this, or by hanging up.
Information that we obtain from third party sources From time to time, to
protect your credit card, debit card or charge card from use without your
consent, we may validate your name, address and other personal information
supplied by you during the order process against appropriate third party
databases, such as Credit Reference Agency databases. We may also use your
personal information in combination with information we receive about other
individuals for the purposes set out in this Privacy Notice. Data obtained from
Google Gmail APIs: Our use of information received from Gmail APIs will adhere
to Google's Limited Use Requirements.
Suppliers and Business
Advisors
If you are an employee of a supplier or business advisor, we
may process the following personal information about you.
·
Identification
data – such as your name, date of birth.
·
Contact
details – such as business address, telephone/business email address.
·
Professional
details – such as job title/position, affiliated organization, office location.
·
Financial
characteristics – such as your or your organization’s account number and bank
details.
·
National
identifiers – such as tax ID and VAT number of your organization.
·
Information
relating to your transactional history with us.
·
Other
information you choose to provide to us, for example the purpose of your visit
if you visit one of our site locations.
We may collect and use personal information about you for the
following purposes:
·
For
the purpose of general business relationship management within GROUPUS;
·
To
manage our daily business activities, such as executing payments and obtaining
the goods, advice or services that we have purchased from your organization;
·
For
entertainment purposes (e.g. to invite you to events) and to facilitate ongoing
relationships with your organization;
·
To
manage any queries, complaints or claims relating to the services your
organization provides to GROUPUS;
·
For
product development purposes, to allow us to improve our products and services
or develop new products and services;
·
Where
necessary to comply with laws and regulations, under judicial authorization, or
to exercise or defend the legal rights of GROUPUS;
·
To
help us conduct our business more effectively and efficiently or check and
improve the quality of our products and/or services;
·
To
carry out research and development with various GROUPUS Group Entities;
·
To
investigate violations of law or breaches of other GROUPUS policies.
We may also collect personal information from you when you
use our Website.
Visitors to our offices
When you visit one of our offices, you will be asked to
provide your name and company to us. We collect this information for our
legitimate business interests, including administrative, notification and
housekeeping purposes.
Authors of publicly
available research material
GROUPUS carries out research for our legitimate business
interests, more specifically to improve our business and technology. In order
to do this we sometimes use publicly available research material. If you are
the author of this material then we will collect and process information about
you related to your research material such as your name, title, organization
and relevant qualifications.
Who does GROUPUS share
my personal information with?
We may disclose your personal information to the following
categories of recipients:
· To our group companies, third party services providers and partners who provide
data processing services to us, for example (i) to support the delivery of,
provide functionality on, or help to enhance the security of our Website or
services, (ii) for quality control and assurance, or (iii) improving our
services and developing new services. We may also share personal information
with such third parties where we consider that such disclosure is necessary to
protect the safety or legitimate business interests of those third parties,
including to investigate suspected fraud or to trace debtors.
· To
any competent law enforcement body, regulatory, government agency, court or
other third party where we believe disclosure is necessary (i) as a matter of
applicable law or regulation, (ii) to exercise, establish or defend our legal
rights, or (iii) to protect your vital interests or those of any other person;
· To
an actual or potential buyer (and its agents and advisers) in connection with
any proposed purchase, merger or acquisition of any part of our business,
provided that we inform the buyer it must use your personal information only
for the purposes disclosed in this Privacy Notice;
·
To
any other person with your consent to the disclosure.
Legal basis for processing personal information
This section applies to European Economic Area visitors only.
If you are a visitor from the European Economic Area, our legal basis for
collecting and using the personal information described above will depend on
the personal information concerned and the specific context in which we collect
it.
However, we will normally collect personal information from
you only (i) where the processing is in our legitimate interests and not
overridden by your rights, (ii) where the processing is a contractual
necessity, or (iii) where we have your consent to do so. In some cases, we may
also have a legal obligation to collect personal information from you or may
otherwise need the personal information to protect your vital interests or
those of another person.
If we ask you to provide personal information to comply with
a legal requirement or to enter into a contact with your organization, we will
make this clear at the relevant time and advise you whether the provision of
your personal information is mandatory or not (as well as of the possible
consequences if you do not provide your personal information).
If we collect and use your personal information in reliance
on our legitimate interests (or those of any third party), this interest will
normally be to operate our website or services and to communicate with you as
necessary to provide our services to your organization; as well as for our
legitimate commercial interests, for instance, when responding to your queries,
improving our website or services, undertaking marketing, or for the purposes
of detecting or preventing illegal activities.
We may have other legitimate interests and if appropriate, we
will make clear to you at the relevant time what those legitimate interests
are.
Cookies and similar
tracking technology
We use cookies and similar tracking technology (collectively,
“Cookies”) to collect and use personal information about you.
How does GROUPUS keep
my personal information secure?
We use appropriate technical and organizational measures to
protect the personal information that we collect and process about you. The
measures we use are designed to provide a level of security appropriate to the
risk of processing your personal information. Specific measures we use include
SSL encryption technology for protection of sensitive information such as
payments when in transit. We have industry-standard administrative, technical
and physical safeguards in place to protect the confidentiality, integrity and
availability of your personal information.
International data
transfers
Your personal information may be transferred to, and
processed in, countries other than the country in which you are resident. These
countries may have data protection laws that are different to the laws of your
country (and, in some cases, may not be as protective).
Specifically, our website servers are located in various
locations, including the UK, and our group companies and third party service
providers and partners operate around the world. This means that when we
collect your personal information we may process it in any of these countries.
However, we have taken appropriate safeguards to require that
your personal information will remain protected in accordance with this Privacy
Notice. These include implementing an intra-group agreement based on the
European Commission’s Standard Contractual Clauses for transfer of personal
information between our group companies. GROUPUSalso has certified to the
European Union-United States Privacy Shield Framework and the United
Stated-Swiss Privacy Shield Framework.
GROUPUS also requires such third parties to protect personal
information they process from the European Economic Area ("EEA") in
accordance with European Union data protection law. Further details can be
provided upon request.
Data processed:
GROUPUSprovides cloud communications services, including
virtual private branch exchange and virtual contact center services, to
business customers. In providing these services, GROUPUS processes the
communications our customers transmit, receive, or store through our services
or instruct us to process on their behalf. While customers of GROUPUS decide
what, if any, Personal Data to include in such communications, it typically
includes information about GROUPUS customers’ users, their current, prospective,
or former customers, or any other person or entity communicating with GROUPUS customers.
Purposes for which data is used:
GROUPUSmay use Personal Data for providing, managing,
deploying, enhancing, or improving our services, as otherwise instructed by the
GROUPUS customer or other data controller who transmitted, received, or stored
the data, or in accordance with contractual requirements. GROUPUS may also use
Personal Data for other purposes for which the customer or other data
controller has obtained the relevant EU Individual’s consent.
Inquiries and complaints:
If you are an EU Individual covered by this Privacy Notice
and believe that GROUPUSmaintains your Personal Data in one of the services
within the scope of our privacy policy, you may submit any privacy or data use
concerns concerning such data by email to malexander@groupus.co or by mail to: GROUPUS4th Floor,
Silverstream House, 45 Fitzroy Street, Fitzrovia, London, W1T 6EB.
Attention: Privacy
GROUPUSwill respond within 45 days of receiving the
communication. If neither GROUPUSnor our dispute resolution board resolves your
complaint, you may have the possibility to engage in binding arbitration.
Third parties who may receive Personal Data:
GROUPUS may disclose Personal Data to its affiliates, as well
as to a limited number of third-party business partners, service providers,
vendors, suppliers and other contractors (collectively, “Service Providers”)
for the purpose of assisting us in providing, managing, deploying, enhancing,
or improving our services. GROUPUS maintains contracts with these GROUPUS affiliates
and Service Providers restricting their access, use and disclosure of Personal
Data in compliance with our Privacy Shield obligations, and GROUPUS may be
liable if such parties fail to meet those obligations and we are responsible
for the event-giving rise to the damage. We also may share or disclose Personal
Data to the extent that the customer or other data controller has obtained the
relevant EU Individual’s consent.
Your rights to access, to limit use, and to limit disclosure:
EU Individuals have rights to access their stored Personal
Data and to limit its use and disclosure. GROUPUS is committed to respect those
rights. Because GROUPUS personnel have limited ability to access data our
customers or other data controllers transmit, receive, or store through our
services, if you are an EU Individual covered by this Privacy Notice, and you
wish to request access to or to limit use or disclosure of your Personal Data,
please provide the name of the GROUPUS customer or other data controller who
transmitted, received, or stored your Personal Data through our services. We
will refer your request to that customer or other data controller and will
support that business as needed in responding to your request.
The commitments of GROUPUS under this Privacy Notice are
subject to the investigatory and enforcement powers of the UK’s authorized
statutory body.
Compelled disclosure:
GROUPUS may be required to disclose Personal Data in response
to lawful requests by public authorities, or administrative or judicial
process, including to meet national security or law enforcement requirements.
Children
Children are not eligible to use GROUPUS website and services,
and we ask that minors (under age eighteen) not submit personal information to
us. If we become aware that we have inadvertently received personal information
from an individual under the age of eighteen, we will delete this information
from our records.
Information about
others
If you provide us with information about another person, you
confirm that you have obtained their consent to the processing of their
personal data by us (or are otherwise legally entitled to provide us with that
information) and that you have informed them of our identity, the purposes for
which their personal data will be processed and their rights (as set out in
this Privacy Notice), as well as where they can obtain a copy of this Privacy
Notice.
Data retention
We retain personal information we collect from you where we
have an ongoing legitimate business need to do so (for example, to provide you
with a service you have requested or to comply with applicable legal, tax or
accounting requirements).
When we have no ongoing legitimate business need to process
your personal information, we will either delete or anonymize it or, if this is
not possible (for example, because your personal information has been stored in
backup archives), then we will securely store your personal information and
isolate it from any further processing until deletion is possible.
European Economic Area (EEA) data protection rights
If you are a resident of the EEA, you have the following data
protection rights:
If you wish to access, correct, update or request deletion of
your personal information, you can do so at any time by contacting us using the
contact details using the contact details provided below. You may also be able
to access and update certain information via your online account.
In addition, if you are a resident of the EEA, you can object
to processing of your personal information, ask us to restrict processing of
your personal information or request portability of your personal information.
You have the right to opt-out of marketing communications we
send you at any time. You can exercise this right by clicking on the
“unsubscribe” or “opt-out” link in the marketing e-mails we send you. To
opt-out of other forms of marketing (such as postal marketing or
telemarketing), then please contact us using the contact details provided.
Similarly, if we have collected and process your personal
information with your consent, then you can withdraw your consent at any time.
Withdrawing your consent will not affect the lawfulness of any processing we
conducted prior to your withdrawal, nor will it affect processing of your
personal information conducted in reliance on lawful processing grounds other
than consent.
You have the right to complain to a data protection authority
about our collection and use of your personal information. For more
information, please contact your local data protection authority.
We respond to all requests we receive from individuals
wishing to exercise their data protection rights in accordance with applicable
data protection laws.
Updates to this Privacy
Notice
We may update this Privacy Notice from time to time in
response to changing legal, technical or business developments. When we update
our Privacy Notice, we will take appropriate measures to inform you, consistent
with the significance of the changes we make. We will obtain your consent to
any material Privacy Notice changes if and where this is required by applicable
data protection laws.
You can see when this Privacy Notice was last updated by
checking the “last updated” date displayed at the top of this Privacy Notice.
If you have any questions or concerns about our use of your
personal information, please contact our data protection officer using the
following details:
Email: malexander@groupus.co
Mailing address: GROUPUS4th Floor, Silverstream House, 45
Fitzroy Street, Fitzrovia, London, W1T 6EB.
Depending on which of our website and services you use, the
data controller of your personal information will be the GROUPUS that your
organization has contracted with, or otherwise the website operator.
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