1. Introduction
1.1 Privacy Agreement ("Agreement") is entered into between Arkilon Ltd ("we," "us," "our"), a company registered in Scotland with its principal place of business at 272 Bath Street, Glasgow, G2 4JR, and you, our customer or potential customer ("you," "your").
1.2 This Agreement covers the collection, processing, and use of data in connection with arranging sales demonstrations of our FacetScore product. It also covers how we use your data for any follow-up and marketing activities.
1.3 By registering for a demo or contacting us, you agree to be bound by the terms of this Agreement.
2. Information We Collect
2.1 We require the following information from you:
- Name
- Phone Number
- Company Name
- Preferred contact language (English or Japanese. Used solely to provide materials in your preferred language)
2.2 You have the option to provide the following additional information:
- Company details
- Product details
3. How We Use Your Information
3.1 We use your information for the following purposes:
- To arrange and perform the demo
- To handle any follow-up queries
- To store contact information for up to 6 months to attribute future contracts to the demo
4. Mailing List Option
4.1 You will have the option to opt in to additional marketing e-mails from Arkilon Ltd.
4.2 If you opt in to receive product updates, your name, email, and company details will be shared with Mailchimp, our email service provider. You can read more about how they handle your data here.
4.3 You can unsubscribe anytime via the link in our emails.
4.4 Deciding to opt in to marketing e-mails has no impact on the quality or pricing of our services and is entirely optional.
5. Data Sharing
5.1 We do not sell, give, or otherwise disclose your information to third parties without your explicit consent.
5.2 We may share your information with Mailchimp for marketing purposes when opted in, as described in section 4.2.
5.3 We may share your information with appropriate authorities if we are required to do so by law. If we are required to do so, we will notify you of the disclosure where possible.
5.4 For the scope of providing a demo and follow-up meetings, we will share your information with the relevant team members at Arkilon Ltd.
5.5 We will not use your information for any other purpose than the ones described in this agreement.
5.6 We do not have any third parties other than Mailchimp, who process your information on our behalf.
6. Your Rights
6.1 Arkilon Ltd complies with GDPR (UK, and EU) and the Data Protection Act 2018 (Scotland) in the collection, processing, and use of your data. We also comply with Japan's APPI.
6.2 Our compliance grants you the following rights:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling do not apply to us in this case, as we do not use any automated decision making or profiling to provide our demonstrations or marketing content.
6.3 You can request to review, update, or delete your personal data at any time. We will respond to your request within 30 days.
6.4 To exercise your rights, please contact our DPO, Ryan Stenhouse, at [email protected].
6.5 If you have any concerns about how we handle your personal data, you have the right to lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioner's Office (ICO). If you live outside the UK, you can contact your local data protection authority.
7. Contact Us
7.1 If you have any questions about this Privacy Policy, please contact us at [email protected].
8. Our Data Protection Officer (DPO)
8.1 Arkilon Ltd is registered with the ICO in the UK, with a registration number of ZB652074.
8.2 Our DPO is registered as Ryan Stenhouse. He can be contacted (See Section 7.1) regarding all issues relating to this agreement or any other privacy, data collection, or GDPR related concerns.
9. Data Security
9.1 We implement appropriate technical and organizational measures to protect your personal data against unauthorized or unlawful processing, accidental loss, destruction, or damage.
- Secure data storage with encryption at rest
- Access controls and authentication for all systems
- Regular security updates and maintenance
- Staff training on data protection
10. Data Retention
10.1 We retain different types of personal data for different periods:
- Demo-related contact information: 6 months
- Marketing communications data: Until you unsubscribe
- Contract-related data: 7 years as required by UK law
11. Cookies and Tracking
11.1 This website does not use cookies or tracking.
12. Changes to this Agreement
12.1 We reserve the right to modify the text of this agreement at any time. The latest version will be available on our website. The version applicable to you will be the version active at the time of your contact with us.
13. Governing Law
13.1 This Agreement is governed by the laws of Scotland.
14. Legal Basis for Processing
14.1 We process your personal data on the following legal grounds:
- Contractual necessity - for providing the demo service
- Consent - for marketing communications
- Legal obligation - for tax and business records
- Legitimate interests - for business development and improvement of our services
15. International Data Transfers
15.1 Your data may be transferred to countries outside the UK and European Economic Area (EEA) through our use of Mailchimp. Such transfers are protected by appropriate safeguards including standard contractual clauses approved by the UK Information Commissioner's Office.
16. Data Breach Notification
16.1 In the event of a personal data breach, we will notify the relevant supervisory authority within 72 hours of becoming aware of it, where feasible. If the breach is likely to result in a high risk to your rights and freedoms, we will notify you without undue delay.