Privacy Notice for the iConnect web platform

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What is this Privacy Notice for?

This pri­va­cy notice is for this plat­form (https://app.irisconnect.com, https://europe.irisconnect.com, https://eu.iconnect-online.com) and served by iCon­nect LTD and gov­erns the pri­va­cy of its users who choose to use it.

The notice sets out the dif­fer­ent areas where user pri­va­cy is con­cerned and out­lines the oblig­a­tions & require­ments of the users, the plat­form, and iCon­nect. Fur­ther­more the way this plat­form process­es, stores and pro­tects user data and infor­ma­tion will also be detailed with­in this notice.

Contact and communication

Users con­tact­ing this plat­form and/or iCon­nect do so at their own dis­cre­tion and pro­vide any such per­son­al details request­ed at their own risk. Your per­son­al infor­ma­tion is kept pri­vate and stored secure­ly until a time it is no longer required, has no use or you request for it to be delet­ed, in accor­dance with GDPR. Every effort has been made to ensure a safe and secure form to email sub­mis­sion process but advise users using such form to email process­es that they do so at their own risk.

This plat­form and iCon­nect use any infor­ma­tion sub­mit­ted to pro­vide you with fur­ther infor­ma­tion about the products/services they offer or to assist you in answer­ing any ques­tions or queries you may have sub­mit­ted. This includes using your details to sub­scribe you to any email newslet­ter pro­gram iCon­nect oper­ates but only if this was made clear to you and your express per­mis­sion was granted.

Email newsletter

iCon­nect oper­ates an email newslet­ter pro­gram, used to inform sub­scribers about prod­ucts and ser­vices from iCon­nect. Users can sub­scribe through an online auto­mat­ed process should they wish to do so but do so at their own dis­cre­tion. Some sub­scrip­tions may be man­u­al­ly processed through pri­or writ­ten agree­ment with the user.

All per­son­al details relat­ing to sub­scrip­tions are held secure­ly and in accor­dance with the GDPR. 

Email mar­ket­ing cam­paigns pub­lished by this plat­form or iCon­nect may con­tain track­ing facil­i­ties with­in the actu­al email. Sub­scriber activ­i­ty is tracked and stored in a data­base for future analy­sis and eval­u­a­tion. Such tracked activ­i­ty may include; the open­ing of emails, for­ward­ing of emails, the click­ing of links with­in the email con­tent, times, dates, and fre­quen­cy of activity.

This infor­ma­tion is used to refine future email cam­paigns and sup­ply the user with more rel­e­vant con­tent based around their activity.

In com­pli­ance with GDPR sub­scribers are giv­en the oppor­tu­ni­ty to unsub­scribe at any time through an auto­mat­ed sys­tem. This process is detailed at the foot­er of each email cam­paign. If an auto­mat­ed un-sub­scrip­tion sys­tem is unavail­able clear instruc­tions on how to unsub­scribe will by detailed instead.

External links and embedded content

Although this plat­form only looks to include qual­i­ty, safe and rel­e­vant exter­nal links, users are advised adopt a pol­i­cy of cau­tion before click­ing any exter­nal web links men­tioned through­out this plat­form. iCon­nect is not respon­si­ble for the links and con­tent used in plat­form added by its users. 

Exter­nal links are click­able text/ banner/image links to oth­er websites

Embed­ded con­tent includes videos from oth­er plat­forms such as Youtube, Vimeo, Wista etc.

iCon­nect can­not guar­an­tee or ver­i­fy the con­tents of any exter­nal­ly linked web­site or embed­ded con­tent despite their best efforts. Users should, there­fore, note they click on exter­nal links or con­tent at their own risk and this web­site and iCon­nect can­not be held liable for any dam­ages or impli­ca­tions caused by vis­it­ing any exter­nal links mentioned.

Social media platforms

Com­mu­ni­ca­tion, engage­ment, and actions tak­en through exter­nal social media plat­forms that this plat­form and iCon­nect par­tic­i­pate on are cus­tom to the terms and con­di­tions as well as the pri­va­cy poli­cies held with each social media plat­form respectively.

Users are advised to use social media plat­forms wise­ly and communicate/engage upon them with due care and cau­tion in regard to their own pri­va­cy and per­son­al details. This plat­form nor iCon­nect will ever ask for per­son­al or sen­si­tive infor­ma­tion through social media plat­forms and encour­age users wish­ing to dis­cuss sen­si­tive details to con­tact them through pri­ma­ry com­mu­ni­ca­tion chan­nels such as by tele­phone or email.

This plat­form may use social shar­ing but­tons which help share web con­tent direct­ly from web pages to the social media plat­form in ques­tion. Users are advised before using such social shar­ing but­tons that they do so at their own dis­cre­tion and note that the social media plat­form may track and save your request to share a web page respec­tive­ly through your social media plat­form account.

Shortened links in social media

This plat­form and iCon­nect through their social media plat­form accounts may share web links to rel­e­vant web pages. By default, some social media plat­forms short­en lengthy URLs (web addresses).

Users are advised to take cau­tion and good judg­ment before click­ing any short­ened URLs pub­lished on social media plat­forms by this web­site and iCon­nect. Despite the best efforts to ensure only gen­uine URLs are pub­lished many social media plat­forms are prone to spam and hack­ing and there­fore this web­site and iCon­nect can­not be held liable for any dam­ages or impli­ca­tions caused by vis­it­ing any short­ened links.

Data where we are the data controller

Our Per­son­al Data Pro­tec­tion Pol­i­cy gov­erns the use and stor­age of your data.

Data Col­lect­ed Rea­son for data collection Where data is processed Where data is stored How long data is kept for Basis of Processing
Live chat history Pro­vid­ing tech­ni­cal support Zen­desk EEA Records delet­ed after 1‑year Legit­i­mate interest
Screen record­ings from sup­port session Pro­vid­ing tech­ni­cal support Bom­gar Local­ly Auto­mat­i­cal­ly delet­ed after 90 days Legit­i­mate interest
CRM data – inclu­sive of Name, Email address, mobile num­ber, address, emails and phone call sum­maries, DPO information Pro­vide account management Podio Ire­land (AWS) Retained whilst organ­i­sa­tion remains a cus­tomer or delet­ed by the user. Once an organ­i­sa­tion requests all records to be delet­ed, data will be removed from the back-ups with­in X months Legit­i­mate interest
Plat­form usage and met­rics data Sys­tem improvements iCon­nect system Ire­land (AWS) Retained whilst organ­i­sa­tion remains a cus­tomer or delet­ed by the user. Once an organ­i­sa­tion requests all records to be delet­ed, data will be anonymised Legit­i­mate interest
Email address, Full name, Job Title To pro­vide newsletter/marketing communications 1.Mailchimp,

2. iCon­nect platform

 1. USA*

2. Ire­land (AWS)

 If request­ed to delete/unsubscribe Con­sent

*Cov­ered by Safe Har­bour Agreement

How long we keep it

Please see Data Reten­tion Pol­i­cy for more infor­ma­tion on our per­son­al data reten­tion schedule.

Where your data is processed and stored

iCon­nect has con­firmed that any sub-proces­sors we are using to host your data meet GDPR and we have a rel­e­vant sub-proces­sor agree­ment in place.

Protecting your data

iCon­nect takes data pro­tec­tion and secu­ri­ty very seri­ous­ly. Your data will only be avail­able to staff who need access to it, we only use sub-proces­sors who use mar­ket-lead­ing cloud data secu­ri­ty processes. 

Fur­ther infor­ma­tion about our process­es we have in place for pro­tect­ing your data can be found in our 

Data Reten­tion and Secure Dis­pos­al Policy

Inci­dent Response and Data Breach Pol­i­cy  

Per­son­al Data Pro­tec­tion Policy  

Third parties

We will only share email address and usage data with our iCon­nect region­al part­ner which man­ages your spe­cif­ic area. These part­ners have been cer­ti­fied by iCon­nect to exclu­sive­ly rep­re­sent us in spe­cif­ic regions. Use of this data by our part­ners will only be with regards to iConnect.

iCon­nect only shares data with our region­al part­ners list­ed below and no oth­er third parties.

Below is a list of our region­al partners:

Smart­Move: North England 

Impact Mat­ters: South West England

Equis Con­sult­ing: Lon­don

M4L Solu­tions: Mid­lands and East of England

I am learn­er — Scotland

Do.It: Nether­lands

VIA Uni­ver­si­ty Col­lege: Den­mark

JAMK — Finland

Data where we are the data processor (and you are the data controller)

Any data you upload, includ­ing videos, com­ments, pro­file pic­ture, attach­ments etc are man­aged by the user, con­trolled by the organ­i­sa­tion and processed by IRIS Con­nect as out­lined in the Organ­i­sa­tion agree­ment and EULA. Please refer to this for fur­ther information. 

What are your rights?

Under GDPR you may request a copy of per­son­al infor­ma­tion held about you by this website’s email newslet­ter pro­gram. A small fee will be payable. If you would like a copy of the infor­ma­tion held on you please see our Data Sub­ject Access Request procedure

Should you believe that any per­son­al data we hold on you is incor­rect or incom­plete, you have the abil­i­ty to request to see this infor­ma­tion, rec­ti­fy it or have it delet­ed. Please con­tact us through Data Sub­ject Access Request Form.

In the event that you wish to com­plain about how we have han­dled your per­son­al data, please con­tact Data Pro­tec­tion Offi­cer at [email protected] or in writ­ing at iCon­nect, Unit 11, Hove Busi­ness Cen­tre, Fonthill Road, Hove, BN36HA. Our Data Pro­tec­tion Offi­cer will then look into your com­plaint and work with you to resolve the matter.

If you still feel that your per­son­al data has not been han­dled appro­pri­ate­ly accord­ing to the law, you can con­tact Infor­ma­tion Commissioner’s Office and file a com­plaint with them.

Resources and further information