PRIVACY POLICY

This online platform (“Front Office AI”) is owned and operated by Front Office AI Limited (“Front Office AI”, “we”, “us”, “our”). Front Office AI provides organisations powerful tools to manage asset and stakeholder workflows at scale. We are a limited liability company, incorporated in England, with registration number 11712964. Our registered office is at 727-729 High Road, London, United Kingdom, N12 0BP. Our full contact details can be found at the end of this policy.

Who does this privacy policy apply to?

This privacy policy applies to any individual (“you”) who has: (i) been granted access to Front Office AI as an authorised user by an authorised company, organisation or person that has purchased a Front Office AI subscription from us (“Customer”) or; (ii) been invited by any such Customer or authorised user to use Front Office AI in order to participate in a particular transaction from time to time.

When you interact with us through Front Office AI (or otherwise) you will provide us with, or we may collect from you, certain personal data relating to you (i.e. information from which you are personally identifiable). For the purposes of data protection laws (including the General Data Protection Regulation 2016 and the UK Data Protection Act 2018), we are the “controller” in relation to this personal data, meaning that we are responsible for deciding how we use your personal data, for keeping your personal data safe and only using it for legitimate purposes, in line with data protection laws.

We are committed to protecting your privacy and this policy explains how we fulfil this commitment, so please read carefully.

What personal data do you provide to us/we collect from you?

When you first register to use Front Office AI, you will create an account and provide the following personal data: full name, username, email address, telephone number and password. We will also ask for the name of the Organisation or Organisations that you are associated with. You will have the option to add a photo which can be used to identify you to other users on our platform. 

We may also collect certain technical and usage data when you use Front Office AI, which are collected via cookies and other tracking technologies. For more information on these technologies, what data they collect and what we use this data for, please see our Cookies Policy which can be found at Front Office AI Cookie Policy. Certain of these pieces of data may not identify you on their own but when combined with other data could lead to you being personally identifiable. 

Why do we use your personal data?

Purposes for using your data

Our legal basis for using your data

• Registering you as an authorised user of Front Office AI and enabling you to log-in and use Front Office AI
• Performance of a contract with you
• Enabling other users to invite you to fulfil administration tasks
• For our internal administration and record keeping purposes
• Performance of a contract with you
• Necessary to comply with a legal obligation
• Necessary for our legitimate interests (for the effective operation of our business)
• Sending you service emails, such as notifying you of changes to this policy, our End User Licence Agreement (“EULA”) and changes to our services or products 
• Performance of a contract with you
• Necessary to comply with a legal obligation
• Managing any support queries you send to us via e-mail to the support@frontoffice.ai email address (as noted in our EULA)
• Performance of a contract with you
• Necessary for our legitimate interests (to ensure you and our Customers are satisfied with our service and to improve our service)
• Verifying your identity to detect fraud and security issuesNecessary for our legitimate interests (to prevent and detect fraud and security risks)
• Necessary to comply with a legal obligation
• Sending you marketing communications about our latest news, offers and promotionsNecessary for our legitimate interests (to develop our business, keep users engaged and to raise the profile of our company)

Consent

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. 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. 

How long do we store your data?

We will store your data for as long as is needed to provide our services to you (i.e. for the period during which you are an authorised user of Front Office AI) and in respect of marketing to you, for so long as you are happy to hear from us. After this, we may still need to keep hold of your data if there is a legal reason for doing so, where we need to resolve any disputes with you, or where we need to enforce our EULA or our other agreements (including with the Customer). In such circumstances, we will only retain the amount of data strictly necessary for these purposes and otherwise, will remove your data from our systems.

Disclosure of your data to third parties

We may share your personal data with the following third parties: 

• Our payment processor: Stripe
• Our cloud hosting provider: Amazon Web Services
• Our email client: Gmail
• Our customer email tool: SendGrid
• Our CRM tool: HubSpot
• Our accountancy tool: Xero

We may also need to disclose your personal data:

• if we are legally required to do so or pursuant to a binding regulatory request (in such circumstances, such disclosure will at all times be solely to the extent required by law or the applicable request)
• in the event that we sell or buy any business or assets we may be required to disclose certain of your personal data to the prospective seller or buyer of such business or assets
• in order to enforce or apply our EULA and other agreements (including with the Customer)

Your rights

You may be entitled, in certain situations, to: 

• ask us if we are storing and using your personal data and if we are, you may request access to this data together with certain information relating to the same;
• correct or update your personal data, which you may be able to do yourself through Front Office AI or if you would prefer, please contact us and we can assist;
• request that we delete your personal data;
• object to the handling of your personal data where we are relying on a legitimate interest (as set out in the above table);
• restrict the processing of your personal data;
• request the transfer of your personal data (or some of it) to a third party service provider; or
• where you have provided your consent to certain of our processing activities, in certain circumstances, you may withdraw your consent at any time.

Please contact us if you would like to exercise or discuss your rights, which you can do for free. The only time we may be allowed to charge a reasonable fee is where your request is clearly unfounded, repetitive or excessive. Alternatively, we can refuse to comply with your request in these circumstances. We may also need to ask you to confirm your identity before we proceed with your request if it is not clear who is making the request. 

If you are concerned about the way we are handling your personal data you may also contact the ICO (Information Commissioner’s Office). However, where possible, we would really appreciate the opportunity to help with your concern in the first instance. 

Use of your data outside the European Economic Area

The European Economic Area or “EEA” is deemed to have good data protection standards. As such, we limit the occasions when we may need to transfer or handle your data outside of the EEA. Where we do need to, we make sure that your data is still treated fairly and lawfully in all respects (including making sure we have a legal ground for the transfer and putting in place all necessary safeguards for such arrangement). Where applicable, you will have the right to see a copy of any safeguards we put in place for international transfers of your data. Just contact us if you would like to find out more.

We currently transfer certain of your personal data to certain third parties who are located outside of the EEA (as detailed above in the “disclosure of your data to third parties” section). These transfers are each subject to standard European Commission approved contractual clauses. 

How to opt-out of marketing

To unsubscribe from our marketing emails, click on the unsubscribe link at the bottom of the relevant communication you have received. Alternatively, please contact us (as detailed below) to opt-out of these communications.

Security of your data

We have adopted industry standard security measures and processes to keep your personal data confidential and as secure. Whilst we take these measures, the collection and transfer of information via the internet will always carry some risk of loss or unauthorised access and as such, we cannot guarantee its security. You are responsible for keeping your Account Information confidential. We ask you not to share any of this information with anyone.

Changes to policy

We reserve the right to change, modify, add, or remove provisions of this policy. Any changes to this policy will be posted here (or notified to you by email if appropriate), and we encourage you to check back from time to time.

Contacting us

If you have any questions relating to this policy or use of your personal data please write to us at: FAO: Data Protection Officer, Front Office AI Ltd, 727-729 High Road, London, United Kingdom, N12 0BP, email us using: support@frontoffice.ai. 

Last updated July 2023