Privacy policy

Sopheon’s general privacy notice is available here https://www.sopheon.com/privacy 

By accessing this software service, in addition to acknowledging Sopheon’s general privacy notice, you also acknowledge the additional statements set forth below. It is important that you read this privacy policy together with the Subscription Terms and Conditions and any other privacy policy or fair processing notice 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 the other notices and is not intended to override them. 

As a subscriber to our service, you will also be a data controller and should appoint and make your own staff aware of your data privacy manager, who should be the first point of contact regarding data protection issues. 

This version was last updated on the date set out at the bottom of this page. Only the current version of our privacy policy applies, so please check for any updates. 

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 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 from us but we will notify you if this is the case at the time. 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, by logging on to your account and updating your details. 

In addition to the data set forth in Sopheon’s general privacy notice, through your use of the software service we may collect, use, store and transfer different kinds of personal data about You which we have grouped together follows: 

Types of data we collect 

Identity Data includes first name, last name, username or similar identifier, title, and if applicable, Your organisation and team and the fields of information as held under Your account profile. 

Contact Data includes email address, billing address if applicable and telephone numbers. 

Financial Data includes, where applicable, bank account and payment card details (which are passed to Stripe, our payment gateway). 
 
Transaction Data includes, where applicable, details about payments to and from You and other details of products and services You have purchased from Us. 
 
Technical Data includes internet protocol (IP) address, Your login data, browser type and version, screen size, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices You use to access this website. 

Profile Data includes Your username and password, Your role, profile image, biography, expertise (or skill set) and industry tags, activity points accrued through performing platform activities, Your location, Your preferences, if applicable Your likes, comments and follows (which will involve the use of Your name in unstructured text), fields of information held under Your account profile and if applicable purchases or orders made by You, Your interests, feedback and survey responses and activity points gained through performing platform tasks, likes, comments and follows. (As comments are “free text”, they are not retained in a structured way. 
 
Usage Data includes information about how You use our website, products and services, including the full Uniform Resource Locators (URL), clickstream to, through and from our website (including date and time), products You viewed or searched for, page response times, download errors, length of visit to certain pages, page interaction information (such as scrolling, clicks and mouse-overs), methods used to browse away from the page and any telephone number used to call our customer services. 

Marketing and Communications Data includes Your preferences in receiving marketing from Us and our third parties and Your communication preferences. 

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from Your personal data but is not considered personal data in law as this data does 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. In using our services, You must not refer to special category personal data relating to yourself or anyone else and we accept no responsibility or liability if You refer to such personal data. 

Purposes for which we use your personal data 

We have set out below a description of all the ways we plan to use Your personal data, and which of the legal bases we rely on to do so. We have also identified what Our legitimate interests are where appropriate. 

Note that we may process Your personal data for more than one lawful ground depending on the specific purpose for which we are using Your data. Please contact us if You need details about the specific legal ground we are relying on to process Your personal data where more than one ground has been set out as below. 

1. Purpose: To register You as a new customer. Type of data: (a) Identity & (b) Contact. Lawful basis for processing including basis of legitimate interest: Performance of a contract with You. 
    
2. Purpose: To process and deliver Your subscription or account including (a) Manage payments, fees and charges and (b) Collect and recover money owed to Us. Type of data: (a) Identity, (b) Contact, (c) Financial, (d) Transaction & (e) Marketing and Communications. Lawful basis for processing including basis of legitimate interest: (a) Performance of a contract with You & (b) Necessary for Our legitimate interests (to recover debts due to Us). 
    
3. Purpose: To facilitate the management and development of ideas, products, projects, and portfolios depending on the application and as described on Our website. Type of data: (a) Identity, (b) Contact, (c) Financial & (d) Transaction. Lawful basis for processing including basis of legitimate interest: (a) Performance of a contract with You & (b) Necessary for Our legitimate interests (to provide Our services). 
    
4. Purpose: To manage Our relationship with You which will include: (a) Notifying You about changes to Our terms or privacy policy, (b) Asking You to leave a review or take a survey, (c) Any new features we have just released & (d) managing automated transactional emails. Type of data: (a) Identity, (b) Contact, (c) Profile & (d) Marketing and Communications. 
    
   Lawful basis for processing including basis of legitimate interest: (a) Performance of a contract with You, (b) Necessary to comply with a legal obligation, (c) Necessary for Our legitimate interests (to keep Our records updated and to study how customers use Our products/services). 
    
5. Purpose: To enable You to partake in a prize draw, competition or complete a survey. Type of data: (a) Identity, (b) Contact, (c) Profile (d) Usage & (e) Marketing and Communications. Lawful basis for processing including basis of legitimate interest: (a) Performance of a contract with You & (b) Necessary for Our legitimate interests (to study how customers use Our products/services, to develop them and grow Our business). 
    
6. Purpose: To administer and protect Our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data). Type of data: (a) Identity, (b) Contact & (c) Technical. Lawful basis for processing including basis of legitimate interest: (a) Necessary for Our legitimate interests (for running Our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) & (b) Necessary to comply with a legal obligation. 
    
7. Purpose: To deliver relevant website content and advertisements to You and measure or understand the effectiveness of the advertising we serve to You. Type of data: (a) Identity, (b) Contact, (c) Profile, (d) Usage, (e) Marketing and Communications & (f) Technical. Lawful basis for processing including basis of legitimate interest: Necessary for Our legitimate interests (to study how customers use Our products/services, to develop them, to grow Our business and to inform Our marketing strategy). 
    
8. Purpose: To use data analytics to improve Our website, products/services, marketing, customer relationships and experiences. Type of data: (a) Technical & (b) Usage. Lawful basis for processing including basis of legitimate interest: Necessary for Our legitimate interests (to define types of customers for Our products and services, to keep Our website updated and relevant, to develop Our business and to inform Our marketing strategy). 
    
9. Purpose: To make suggestions and recommendations to You about goods or services that may be of interest to You. Type of data: (a) Identity, (b) Contact, (c) Technical, (d) Usage & (e) Profile. Lawful basis for processing including basis of legitimate interest: Necessary for Our legitimate interests (to develop Our products/services and grow Our business). 
    
10. Purpose: To communicate with You about help requests and product feedback suggestions, and to help Us replicate and resolve any technical issues You may have with Our products. Type of data: (a) Identity, (b) Contact, (c) Technical, (d) Usage & (e) Profile. Lawful basis for processing including basis of legitimate interest: Necessary to track improvements request and bug fixes. 
     
11. Purpose: To allow You to collaborate with others. Type of data: (a) Identity, (b) Contact & (c) Profile. Lawful basis for processing including basis of legitimate interest: Necessary for Our legitimate interests: to facilitate collaboration.  

Last updated 25th April 2023