Privacy policy

Effective: 1 June 2021

LiveDiligence Limited 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 and tell you about your privacy rights and how the law protects you.  

We provide a brief overview of this privacy policy in the section below but please do click through from the headings for more details.

Please also use the Glossary to understand the meaning of some of the terms used in this privacy policy.

OVERVIEW

Important information and who we are
This section tells you about who we are and how you can contact us.  It tells you that:

  • We will be the controller of your personal data where we collect it for our own use;

  • We will be the processor of your personal data where we are processing it for someone else (for instance, for data uploaded to the LiveDiligence Platform by our customers, we are a processor).

Where we are the processor, we can generally only process your personal data for the purpose notified to us by the controller.

The data we collect about you as controller
This section tells you about what data we collect from you for our own use. Our guiding principle is to collect only what we need to run our service effectively. This document explains what that means in practice.

How is your personal data collected?
This section explains how we collect your personal data for our own use. This may be:

Where we are the processor, we can generally only process your personal data for the purpose notified to us by the controller.

The data we collect about you as controller
This section tells you about what data we collect from you for our own use. Our guiding principle is to collect only what we need to run our service effectively. This document explains what that means in practice.

How is your personal data collected?
This section explains how we collect your personal data for our own use. This may be:

  • By asking you for the data, for example when you contact us or ask for our newsletter; or

  • By automated technology where, for instance, we log the ip address of users accessing our services for security purposes and to prevent malicious attacks; or

  • Where someone else gives us your personal data, to enable you to access our services; or

  • Where we receive information from other companies.

How we use your personal data
This section tells you how we use your personal data for our own use as controller. In compliance with data protection laws, we have a legal basis for processing your personal data and this section tells you which basis applies in each case.

We intend to use your data to contact you for marketing purposes provided you do not opt out of such marketing but we do not sell or provide your data to any third party for them to market to you.

Where we are processing your personal data on behalf of someone else (as processor), we can generally only process that data in accordance with their instructions.  

This section also gives a link to our cookie policy.

Disclosures of your personal data
In this section, we explain when we share your personal data where we are controller. Our default practice is not to share your data. In general terms, we will only share your data where necessary for our IT administration (for example, we use Microsoft servers), where our advisers, such as our lawyers and accountants, need it and where we are required to report to HMRC.

We will make sure all of those we share your data with have appropriate measures in place to secure it.

International transfers
We will only transfer your personal data outside the UK to HelpScout, a company who provides our user support management systems. We have a contract with HelpScout to ensure the security of your data.

Data security
This section explains that our security policy will apply to your data. You can find a link to this policy in this section.

Data retention
This section tells you how long we will retain your personal data and the circumstances in which you can ask us to delete your data.

Your legal rights
In this section, we explain your legal rights regarding your personal data, for instance, the right to request access to your data.

Glossary
This section explains the legal terms used in this policy.

1.  Important information and who we are

Purpose of this privacy policy
This privacy policy aims to give you information on how LiveDiligence Limited collects and processes your personal data through your use of this website, including any data you may provide when you enquire about our services, sign up to our newsletter and marketing, or purchase a trial service or service.

It also provides information on how we protect the personal data which we process on behalf of businesses to whom we provide our services, such as the data uploaded to our platform by those businesses.

We do not knowingly collect data relating to children.

It is important that you read this privacy policy so that you are fully aware of how and why we are using your data.  

Controller/Processor
Where we collect your personal data on our website or in any other way for our own use, LiveDiligence Limited (referred to as "we", "us" or "our" in this privacy policy) is the controller of, and responsible for, your personal data.

Where we process personal data on behalf, or at the direction, of another business (for instance, where we provide our services to that business), we are the processor of that data and the business on whose behalf or at whose direction we act is the controller.  In these circumstances, the controller’s privacy policy will apply to that personal data and our policy only describes the measures we take to protect that data.

Contact details
If you have any questions about this privacy policy or our privacy practices, please contact our data privacy representative in one of the following ways:

Full name of legal entity: LiveDiligence Limited

Email address: support@livediligence.com

Postal address: 22-24 Queen Square, Bristol, England, BS1 4ND 5th Floor, 30 Queen Charlotte Street, Bristol BS1 4HJ  

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.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review and we reserve the right to make changes without notice. Please check this policy from time to time to keep up to date with any changes we have made.

It is important that the personal data we hold about you is accurate and current. While we appreciate that the personal data we hold about you as controller is very limited, please do keep us informed if your personal data changes during your relationship with us, where we are the controller of that data.

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.

2. The data we collect about you as controller

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).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, last name, username or similar identifier (which may be your email address), job title, profile picture.

  • Contact Data includes billing address, delivery address, email address and telephone numbers.

  • Financial Data includes bank account and payment card details.

  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, operating system and platform, and other technology on the devices you use to access this website.

  • Profile Data includes your username and password, purchases or orders made by you, feedback and survey responses, profile picture.

  • Usage Data includes information about how you use our website, products and services, whether for billing or other purposes.

  • Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.

Note: the above data will only be covered by this policy where it is personal data. Any data which relates to your company, for instance, will not be covered.

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 service you have with us but we will notify you if this is the case at the time.

3. HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms on our website or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when:

  • Apply for our services or a trial of our services;

  • Create an account with us;

  • Subscribe to our service or publications;

  • Request marketing to be sent to you;

  • Respond to a survey;

  • Request user support; or

  • Give us feedback or contact us.

  • Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie policy [LINK] for further details.

  • Third parties. We may receive data about you from third parties, which they provide to us in order to enable you to access our services. This data will comprise your name, email address and business.

4. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Where we are the controller of your personal data, we will most commonly use your personal data in the following circumstances:

  • Where we need it 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.

Where we are the processor of personal data (for example personal data which is uploaded to the LiveDiligence Platform by a user), we will process that personal data only in accordance with the instructions of the controller of that data, unless we are required by law to process it in another way.

Purposes for which we will use your personal data as controller
We have set out below, in a table format, a description of all the ways we plan to use your personal data where we are the controller of that 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 in the table below.

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To register you as a new customer/for a trial

(a) Identity
(b) Contact

Performance of a contract with you

To process and deliver your order including:

(a) Manage payments, fees and charges
(b) Collect and recover money owed to us

(a) Identity
(b) Contact
(c) Financial
(d) Transaction
(e) Marketing and Communications
(f) Usage Data

(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us)

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

(a) Identity
(b) Contact
(c) Profile
(d) Marketing and Communications

(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)

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity
(b) Contact
(c) Technical

(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 reorganization or group restructuring exercise)
(b) Necessary to comply with a legal obligation

To deliver relevant website content, newsletters, product updates and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

(a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(f) Technical

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)

To make suggestions and recommendations to you about goods or services that may be of interest to you

(a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
(f) Marketing and Communications

Necessary for our legitimate interests (to develop our products/services and grow our business)

Profile Picture
We will ensure that any profile picture which you send to us is only used as your account identifier (ie profile picture) on the Platform.

Marketing
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.  

Offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.

We do not provide your details to any third parties for marketing purposes nor will we use your name in any of our marketing materials without your specific consent.

Opting out
You can ask us to stop sending you marketing messages at any time by emailing contact@livediligence.com  or by following the opt-out links on any marketing message sent to you.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase or trial, 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.

Change of purpose
We will only use your personal data for the purposes for which we collected it as controller, 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.

Where we process personal data as processor, we may not change the purpose notified to us by the controller of that data.

Please note that we may process personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5.   Disclosures of your personal data

Where we are the controller of your personal data, we may share your personal data with the parties set out below for the purposes set out in the table above.

  • The following third parties:

  • Service providers acting as processors, such as Microsoft, Slack, ClickUp Mailjet and HelpScout who provide IT, cloud storage and system administration services.

  • Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

  • HM Revenue & Customs, regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.

  • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

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.

Where we are the processor of personal data, we will only share that personal data in accordance with the instructions of, or as permitted by, the controller of that data.

6. International transfers

Some of our third party service providers mentioned in paragraph 5 above are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.

  • We may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

7. Data security

We have put in place appropriate security measures to prevent personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process personal data on our instructions and they are subject to a duty of confidentiality. This will apply whether we hold personal data as controller or processor. Our security [link] provides further information on our practices.

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.

8. Data retention

How long will you use my personal data for?
Where we are controller of your personal data, we will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Where we are processor of personal data, we will retain it for the period notified to us by the controller of that data.

In some circumstances you can ask us to delete your data: see “Your legal rights” for further information.

In some circumstances we will anonymise personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

9. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

If you wish to exercise any of the rights set out above, please contact us.

No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

You have the right to:

  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

  • If you want us to establish the data's accuracy.

  • Where our use of the data is unlawful but you do not want us to erase it.

  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.

  • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

10. Glossary


LAWFUL BASIS

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

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