Privacy Policy

This privacy policy for Xenomorph Software Ltd (‘Company’, ‘we’, ‘us’, or ‘our’) describes how and why we might collect, store, use and/or share (‘process’) your information when you use our services (‘Services’), such as when you:

• Visit our website at https://www.xenomorph.com/ or any website of ours that links to this privacy notice
• Engage with us in other related ways, including any sales, marketing, or events.

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you have any questions or concerns, please contact us at info@xenomorph.com.

SUMMARY OF KEY POINTS

What personal information do we process?

When you visit, use, or navigate our Services, we may process personal information depending on how you interact with Xenomorph Software Ltd and our Services, the choices you make, and the products and features that you use.

Do we process any sensitive personal information?

We do not process any sensitive personal information.

Do we receive information from third parties?

We do not receive any information from third parties.

How do we process your information?

We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so.

In what situations and with which parties to we share personal information?

We may share information in specific situations and with specific third parties.

How do we keep your information safe?

We have organisational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information.

What are your rights?

Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information.

How do you exercise your rights?

The easiest way to exercise your rights is by filling out the contact form on our website here: https://www.xenomorph.com/request-a-demo/ or by contacting us directly at the email address: info@xenomorph.com. We will consider and act upon any request in accordance with applicable data protection laws.

Topics:

1. What data do we collect?
2. What purposes do we have for processing your data?
3. What legal basis do we rely on to process your data?
4. When and with whom do we share your personal data?
5. Cookies and other tracking technology.
6. How long do we keep your information?
7. How do we keep your information safe?
8. Do we collect information from minors?
9. What are your privacy rights?
10. Do-Not-Track features
11. Do California residents have specific privacy rights?
12. Do we make updates to this policy?
13. How can you contact us about this policy?

1. What data do we collect?

Personal Information that you disclose to us

We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services or otherwise when you contact us.

Personal information provided by you. The personal information that we collect depends on the context of the interactions with us and our Services, and may include the following:

• Names
• Email addresses
• Job titles

Sensitive Information. We do not process any sensitive personal information.

All personal information that you provide to us must be true, complete and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies.

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. Our cookie policy is outlined below in section 5. Cookies and other tracking technology.

The information that we collect includes:

• Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information that our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time associated with your usage, pages and files viewed, searches, and other actions you take).
• Location Data. We collect location data which can be precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example we may collect data that tells us your current location based on your IP address.

Information collected from other Sources

We may obtain information about you from other sources, such as public databases, joint marketing partners, social media platforms (such as Facebook), as well as from other third parties. Examples of the information we receive from other sources include: social media profile information (your name, gender, birthday, email, current city, state and country, user identification numbers for your contacts, profile picture URL and any other information that you choose to make public); marketing leads and search results and links, including paid listings (such as sponsored links).

2. What purposes do we have for processing your data?

We process your data to provide, improve, and administer our Services, to communicate with you, for security and fraud prevention, and to comply with the law. We may also process your information for other purposes with your consent, e.g. to send you marketing and promotional communications.

We may process the personal information that you send us for our marketing purposes, if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time.

3. What legal bases do we rely on to process your data?

We only process your data when we believe it is necessary and we have a valid legal reason to do so under applicable law, e.g. with your consent, to comply with laws, to provide you with services, to enter into or fulfil contractual obligations, to protect your rights, or to fulfil our legitimate business interests.

EU and UK data protection

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information:

• Consent. We may process your information if you have given us permission (i.e. consent) to use your personal information for a specific purpose. You may withdraw your consent at any time.
• Legitimate interest. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh you interests and fundamental rights and freedoms. For example we may process your personal information for some of the purposes described in order to send users information about our products and services or discounts and special offers on these.
• Legal obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law-enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
• Vital interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of a person.

In legal terms, we are generally the ‘data controller’ under European data protection laws of the personal information described in this privacy notice, since we determine the means and/or purposes of the data processing that we perform. This privacy notice does not apply to the personal information that we process as a ‘data processor’ on behalf of our customers. In those situations, the customer that we provide services to and with whom we have entered into a data processing agreement is the ‘data controller’ responsible  for your personal information, and we merely process your information on their behalf in accordance with your instructions. If you want to know more about our customers’ privacy practices, you should read their privacy policies and direct any questions you have to them.

4. When and with whom do we share your personal data?

We may need to share your personal information in the following situations:

• Business transfers. We may share or transfer your personal information in connection with, or during negotiations of, and merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

5. Cookies and other tracking technology.

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Policy below.

Cookie Policy

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies or similar technology.

For further information, visit www.allaboutcookies.org.

How do we use cookies?

Our Company uses cookies in a range of ways to improve your experience on our website, including:

• Keeping you signed in
• Understanding how you use our website

What types of cookies do we use?

There are a number of different types of cookies, however, our website uses:

• Functionality – Our Company uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.
• Visitor Analysis – Our Company uses these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. We do this to understand user behaviour on the website, report on the content that is of interest, and improve the quality of the site and our Services in general.

How to manage cookies

You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

6. How long do we keep your information?

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy policy, unless a longer retention period is required or permitted by law (such as tax, accounting or other legal 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.

7. How do we keep your information safe?

We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

8. Do we collect information from minors?

We do not knowingly solicit data from or market to children under 18 years of age. By using the Sites, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will take reasonable measures to promptly delete such data from our records. If you become aware of any data we have collected from children under age 18, please contact us at info@xenomorph.com.

9. What are your privacy rights?

[In some regions (like the EEA and the UK), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information. To make such a request, please use the contact details provided below. We will consider and act upon any request in accordance with applicable data protection laws.

GDPR data protection rights

The General Data Protection Regulation (GDPR) and UK GDPR provide specific data protection rights for EU and UK citizens. We would like to make sure you are fully aware of all of your data protection rights which are listed below:

The right to be informed – Organisations must tell individuals what data is being collected, how it’s being used, how long it will be kept and whether it will be shared with any third parties. This is outlined in the current Privacy Policy.

The right to access – You have the right to request Our Company for copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that Our Company correct any information you believe is inaccurate. You also have the right to request Our Company to complete the information you believe is incomplete.

The right to erasure – You have the right to request that Our Company erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that Our Company restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to Our Company’s processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that Our Company transfer the data that we have collected to another organization, or directly to you, under certain conditions.

Rights related to automated decision making, including profiling – under most circumstances, individuals have the right to object to having decisions made about them by automated processes or profiling.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: info@xenomorph.com, or using the contact details listed below.

If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. Please note however that this will not affect the lawfulness of the processing before its withdrawal.

If you are resident in the UK or European Economic Area and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.

If you are located in Switzerland, the contact details for the data protection authorities are available here: https://www.edoeb.admin.ch/edoeb/en/home.html.

Withdrawing your consent – If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent by contacting us using the details provided below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal no, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications – You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us by using the details provided below. You will then be removed from the marketing lists. However, we may still communicate with you – for example to send you service related messages that are necessary for the administration of our Services, to respond to service requests, or for other non-marketing purposes.

Cookies and similar technologies – Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies this could affect certain features or services.

If you have any questions or comments about your privacy rights please email us at info@xenomorph.com.

Automated decision making, including profiling – We currently do not operate any automated decision making or profiling on any personal information that we hold.

10. Do-Not-Track features

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (DNT) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.

11. Do California residents have specific privacy rights?

California Civil Code Section 1798.83, also known as the “Shine The Light” law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided below.

12. Do we make updates to this policy?

We may update this privacy policy from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information.

13. How can you contact us about this policy?

If you have questions or comments about this policy, you may contact our Data Protection Officer by email at info@xenomorph.com or by post to:

Xenomorph Software Limited

Data Protection Officer

4th Floor
10 Lloyd’s Avenue
London EC3N 3AJ
UK

Tel: 020 7614 8600