Privacy Policy & Cookies

IMPORTANT - PLEASE READ THE FOLLOWING CAREFULLY

Background

iPipeline.uk.com, Assureweb, XRAE, SolutionBuilderĀ®, RetirementBuilderĀ® and iGO are provided by iPipeline Limited whose registered office is at 3rd Floor Montpellier House, Montpellier Drive, Cheltenham, Gloucestershire, GL50 1TY, registered in England, number 03033012.   

Personal information (also referred to as personal data) about you is obtained as a result of the operation of iPipeline.uk.com/Assureweb/XRAE/SolutionBuilder/RetirementBuilder/iGO or your use of iPipeline.uk.com/Assureweb/XRAE/SolutionBuilder/RetirementBuilder/iGO and also in connection with other services provided by iPipeline Limited ("Services"). This Privacy Policy sets out the principles governing our processing and use of that information.

By your access and use of the Services and, if we ask you to register to use any Services by your registration, you acknowledge that we will process, store and use that information in accordance with the principles set out in this Privacy Policy. iPipeline Limited will be a controller (also known as a data controller) is respect of the information that it collects about users of its Services. iPipeline is registered with the Information Commissioner's Office (registration number: Z8170147).

We respect your privacy and we are committed to using the personal information we hold about you in accordance with United Kingdom data protection laws.

To contact our Data Protection Officer please write to: The Data Protection Officer of iPipeline Limited at 3rd Floor Montpellier House, Montpellier Drive, Cheltenham, Gloucestershire, GL50 1TY; or by email at:  uk.dataprotection@ipipeline.com

 

Personal Information iPipeline Collects About You

iPipeline will collect personal information about you when you register to use the Services, such as:

  • your title and name
  • contact details (email address, phone numbers)
  • registered authority details (FCA registration details)
  • authorisation details
  • other information requested from you upon registration are:
    • account security details
    • if you register for SolutionBuilder you will also need to provide payment/billing information.

iPipeline Limited may also collect additional personal information from your use of the Services, through optional survey and feedback forms or where you contact us.

We may supplement the information you provide to us with information we receive from third parties.

How iPipeline Uses Your Personal Information

In accordance with data protection laws, we will only process your personal information where we have a lawful basis for doing so. In respect of your personal information, these bases are where it is necessary to provide Services to you under the performance of the contract we have with you; where we are required to do so in accordance with legal or regulatory obligations; where you have given your consent; or where it is in our legitimate interest to process your personal information provided that these do not prejudice your own rights, freedoms and interests.

iPipeline will use your personal information in accordance with the following purposes (and the following lawful bases):

  • to allow you to register your account (necessary for the performance of a contract)
  • to provide you with the Services (necessary for the performance of a contract)
  • to contact you in relation to the Services (necessary for the performance of a contract)
  • to track and monitor your use of the Services so that we can improve our Services (legitimate interests)
  • monitor usage to ensure fair usage of services per terms of use (necessary for the performance of a contract)
  • to verify your identity and credentials for use of our Services (necessary to comply with a legal obligation)
  • to invoice end user's licenses and for billing of commercial relationships (necessary for the performance of a contract)
  • collect and analyse data in order to detect incidents for security and to provide assistance to you (necessary for the performance of a contract)
  • to respond to your communications (consent).

We may also collect certain information about you through our use of cookies for the following purposes:

  • to allow you to remain logged into our Services (necessary for the performance of a contract)
  • to analyse your use of our Services so that we can improve it and understand our users better (legitimate interests)
  • to verify your identification (necessary to comply with a legal obligation)
  • to provide advertisements to you which are relevant to you (consent)
  • to provide assistance and support using our services (necessary for the performance of a contract)
  • to provide you custom functionality in use of our Services (necessary for the performance of a contract).

You can find out more about cookies and those that we use below.

 

Disclosing Your Personal Information

We will pass your personal information to processors to process it on our behalf. Our processors will only process your personal information in accordance with this Privacy Policy and will be bound by contract to keep your personal information secure and only to process your personal information in accordance with our instructions. We may also share your personal information with our group companies.

We use processors for the following nature and purpose as per each category:

Processor Category

Nature of Processing & Purpose

B2B Management

  • Sales/Case management and account administration including communication (Customer Relationship Management)
  • Online signing of documents

Communication, Support & Content collaboration solutions

  • Secure content sharing of documents and data between iPipeline and customer. Used for account support

Marketing & Feedback services

  • Online surveys, collects responses from participants
  • Email marketing and preference of communication

Business Intelligence & Service Enablers

  • Displaying reports for BI offering service

Financial

  • Book keeping & Accounting
  • Online payment solution used for SolutionBuilder
  • Financial accounting & invoicing
  • Auditors

Where our processors are based outside of the EEA and in territories whose laws do not offer the safe standard of protection to your personal information as those in the UK (including the US), we will ensure adequate measures are in place to keep your personal information secure.

We may also disclose your personal information in the following circumstances:

  • if we think doing so is necessary to protect the rights, property, security, or safety of us, our Services, our users, or the public
  • to enforce any terms, we have in place with you
  • to investigate and defend ourselves or others against any third-party claims or allegations
  • while negotiating or in relation to a business transaction, such as a merger, change of control, sale of assets, or bankruptcy
  • where you request us to do so.

We may also pass on de-personalised aggregated information to our content providers, business partners and advertisers. Such information will not contain personal data and will not identify the individuals.

 

Personal Information of Your End Users

We may provide de-personalised aggregated information (such as which age groups prefer a particular product or service) which cannot be used to identify you or your customers to our content providers. You agree to allow us to use your information for such purposes and you agree to notify your customers before passing such information to us. A line in your T&C's or Privacy Policy should be added that states:

"We [IFA] may pass your personal data on to third parties (including iPipeline Limited and its partners) who assist us in providing our service. These third parties may then send this data as de-personalised aggregated statistics to further third parties (some of whom may be outside of the EEA). Any information sent out by third parties assisting us will be anonymous. Anonymisation means that it doesn't contain any personal information about you but, for example, might say which age groups prefer a particular product or service. By using our service, you agree to such use of your personal data."

Security

Whilst we do take reasonable steps to keep information about you secure when in our possession we cannot guarantee the security of any information you disclose during the course of using the Services. You accept the inherent security implications of providing information via the Services (whether by the Internet, mobile app or any other means) and will not hold us responsible for any breach of security or disclosure of your information unless we have been negligent.

Marketing

Unless you have previously opted out we may periodically send you information relating to products/services from iPipeline Limited and any companies detailed on the Services. If at any point you want to change your preferences or need to review and update your personal details, you may do this by amending 'My Account' on iPipeline.uk.com or 'My Details' on Assureweb. You will also be given the option to opt out of receiving email communications on each email sent to you. However, we reserve the right to contact you via post, telephone, email or other means solely in relation to the administration or your access to and use of our services including iPipeline.uk.com/Assureweb/XRAE/SolutionBuilder/RetirementBuilder/iGO.

Retention

We will retain your personal information for the period necessary to provide you with the Services. Thereafter, your personal information shall be maintained for up to 7 years following the closure of any accounts you hold with us (if applicable) or the last contact with us emanating from you. Please note, however, that we may be subject to legal and regulatory requirements to keep personal information for a longer period, in particular pursuant to any applicable statutory limitation period.

Your Rights

Under data protection laws, you have the following rights in relation to your personal information:

  • a right to access your personal information held by us
  • a right to receive certain personal information in machine-readable format
  • where we have specifically requested your consent to process your personal information and have no other lawful conditions to rely on you have the right to withdraw this consent
  • a right to have certain personal information erased where it is no longer necessary for us to process it, where you have withdrawn your consent pursuant to the paragraph above, where you have objected pursuant to paragraph below, where your personal information has been unlawfully processed, or where erasing your personal information is required in accordance with a legal obligation
  • a right to object to processing where lawful basis is that it is in our legitimate interests, but please note that we may still process your personal information where there are other relevant lawful bases or where we have compelling grounds to continue processing your personal information in our interests which are not overridden by your rights, interests or freedoms
  • a right to have inaccurate personal information rectified
  • a right to request an explanation of the logic involved where we make decisions about you solely through automated means
  • a right to complain to the Information Commissioner's Office in the UK.

If you are unsure about your rights or are concerned about how your personal information may be processed, you should contact the Information Commissioner's Office.

If you would like to exercise any of your rights then you can do so by contacting us at The Data Protection Officer of iPipeline Limited at 3rd Floor Montpellier House, Montpellier Drive, Cheltenham, Gloucestershire, GL50 1TY; or by email at:  uk.dataprotection@ipipeline.com. Please be aware that whilst we will try to accommodate any request you make in respect of your rights they are not absolute rights. This means that we may have to refuse your request or may only be able to comply with it in part.

Where you make a request in respect of your rights we will require proof of identification. We may also ask that you clarify your request. If we receive repeated requests or have reason to believe requests are being made unreasonably, we may not be required to respond.

Third Party Sites

Our Services may link to other services. We are not responsible for the privacy policies of any other person or for the content of any other services. You should apprise yourself of the privacy policy and procedures applicable to such other services and of the persons operating and controlling such other services.

Where elements of our services are provided by third parties you may be required to agree their privacy policy. This will be notified to you. We accept no responsibility for the terms of such third-party privacy policy and you should ensure that you agree to the terms of such privacy policy before accepting it.

 

COOKIES

What are Cookies?

Cookies' are small text files that are stored by the browser on your computer or mobile phone. Websites are able to read and write these files, allowing them store things like personalisation details or user preferences. You can think of cookies as providing a 'memory' for the website, enabling it to recognise a user and respond appropriately. Each web domain can only access cookies stored by that specific web domain, meaning that only the assureweb.co.uk servers can access the cookies set by the assureweb.co.uk domains.

It is possible that iPipeline.uk.com/Assureweb/XRAE/SolutionBuilder/RetirementBuilder contain elements from other web domains, in which case your browser may receive cookies from several sources.

If you would like to find out more about cookies and their use on the Internet, you may find the following links useful:  Microsoft Cookies guide  and All About Cookies.

The Internet Advertising Bureau provided the following website to give information specifically about privacy issues around Internet advertising:  youronlinechoices.co.uk/uk

How to control and delete cookies

iPipeline Limited and its Services will not use cookies to collect personally identifiable information about you. However, if you wish to restrict or block the cookies which are set by iPipeline.uk.com/Assureweb.com our services, or any other website, you can do this through your browser settings: the Help function within your browser or this link from Microsoft   Cookie settings in Internet Explorer should tell you how.

iPipeline have made it easier for you to control which cookies iPipeline.uk.com/Assureweb.co.uk and our services set. Granular control of which cookies you consent to or not can be changed to on/off at anytime through your cookie settings. You will find the link to 'Cookie Settings' at the footer of each domain (iPipeline.uk.com and Assureweb.co.uk)

For information on how to do this through your browser of your mobile phone you will need to refer to your handset manual.

We do not recommend turning cookies off when visiting iPipeline.uk.com/Assureweb.co.uk or the services as this will prevent you from registering, signing in, and using many of the services on the site.

If you are primarily concerned about third party cookies generated by advertisers, you can turn these off by going to the  Internet Advertising Bureau's (IAB) consumer site.

You can also visit the trade body representing these advertising platforms for more information:  Network Advertising Initiative

They have provided a one-stop place that gathers all the opt-out controls. Note that there are many more networks listed on this site than those used by iPipeline http://networkadvertising.org/managing/opt_out.asp

Google Analytics

Google Analytics has been enabled across iPipeline.uk.com and Assureweb.co.uk, Google Analytics uses the cookies detailed below.

You can find out more about Google Analytics from this website  http://www.google.com/analytics/

To opt out of anonymous Google Analytics tracking please visit this link  https://tools.google.com/dlpage/gaoptout

Cookies used by iPipeline.uk.com

Strictly Necessary Cookies

These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.

Cookies used

Performance Cookies

These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

Cookies used

Functional Cookies

These cookies enable the website to provide enhanced functionality. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.

Cookies used

Targeting Cookies

These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.

Cookies used

Cookies used by Assureweb.co.uk

Strictly Necessary Cookies

These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.

Cookies used

Performance Cookies

These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

Cookies used

Targeting Cookies

These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.

Cookies used

Third party advertising cookies

The advertisements you see on iPipeline.uk.com and Assureweb.co.uk are generated by third parties. Some of these third parties use their own anonymous cookies to track how many people have seen a particular ad, or to track how many people have seen it more than once. The companies that generate these cookies have their own privacy policies, and iPipeline Limited has no access to read or write these cookies. These third party advertising cookies may be used by those third parties to anonymously target advertising to you on other websites, based on your visit to iPipeline.uk.com and Assureweb.co.uk.

This advertising is built on Google Doubleclick technology - for additional information see  http://www.google.com/doubleclick/  and to opt-out of this advertising see  http://www.google.com/policies/privacy/ads/.

Other Third Party Cookies

The iPipeline.uk.com and Assureweb.co.uk web sites contain links to other web sites (e.g. partner web sites) that may place cookies into your browser. The companies that generate these cookies have their own privacy policies, and iPipeline Limited has no access to read or write these cookies.

Other Similar Technology Used by Third Parties

Unless you have previously opted out of marketing communications from iPipeline Limited or third parties, tracking technology may be used in any of the emails sent to you.

Some of our third-party suppliers may send you emails, which may include a web beacon to allow us to determine the number of people who open these emails.

These web beacons or web bugs are electronic images provided by authorised third parties known as single-pixel GIFs, which are invisible graphical images.

When you click on a link in an email, we may record this individual response to allow us to customise our offerings to you. Web beacons collect only limited information, such as the time and date of an email being opened and a URL where the web beacon resides, which will identify the email that was opened.

Web Beacons can be refused when delivered via email. If you do not wish to receive Web Beacons via email, you will need to disable HTML images or refuse HTML (select Text only) emails via your email software.

You may opt-out of these marketing communications altogether through the administration pages of iPipeline.uk.com or Assureweb, by clicking the opt-out links in the email itself or by contacting Customer Support at  uk.support@ipipeline.com

 

Further information

For further legal information about privacy issues, you may find this link useful:  The Information Commissioner's Office.

Feb 2019
V.0.97