Privacy & Data Protection Policy
Claimer is a web application which is located at https://www.claimer.io that files Research & Development tax credit claims on behalf of UK companies.
Claimer Tech Ltd is registered in England and Wales under registration number 11148907 and our principal place of business is at Claimer Tech Ltd, Sussex Innovation Centre, 12-16 Addiscombe Rd, Croydon CR0 0XT.
Claimer Tech Ltd ('we', 'us', or 'our') is committed to having the correct procedures in place to protect and respect your privacy, adhering with the guidelines of the EU General Data Protection Regulation ("GDPR").
We are a registered data handler: Data Protection Registration Number: Z2341945
In order to provide a service to companies, we may need to gather and use certain information about individuals. This Privacy and Data Protection Policy explains the type of information that is collected, handled, stored, and how we keep it safe. Such individuals can include customers, suppliers, business contacts, employees, and other people that the organisation has a relationship with or may need to contact.
The policy applies to all Claimer Tech Ltd employees and all Personal Data processed at any time by Claimer Limited. The objective of the policy is to ensure that:
- We process Personal Data in compliance with the GDPR.
- Claimer Tech Ltd and all its employees are aware of the relevant obligations and protocols when processing Personal Data.
- We protect the rights of the employees, customers and partners along with your own Personal Data.
- Claimer Tech Ltd protects itself from the risks of a data breach.
- Data Controller: The organisation that determines the manner and purposes for which Personal Data is to be processed.
- Data Processor: The organisation or individual who processes Personal Data on behalf of the Data Controller.
- Data Subject: An individual who is the subject of Personal Data (also referred to as 'you', 'your', 'yourselves').
- Personal Data: Information relating to an individual who can be directly identified from the information. Personal Data includes factual information as well as expressions of opinion or intentions.
- Personal Data Breach: Loss, theft or unauthorised access, use or disclosure of Personal Data.
3. Lawful Basis for Data Collection & Processing
There are a number of various reasons that the law allows collection and process of personal data.
- Consent: Certain situations allow us to collect your personal data, such as when you tick a box that confirms you are happy to receive email newsletters, or 'opt in' to a service.
- Contractual Obligations: We may require certain information from you in order to fulfil our contractual obligations and provide you with the promised service.
- Legal Compliance: We're required by law to collect and process certain types of data, such as fraudulent activity or other illegal actions.
- Legitimate Interest: We might need to collect certain information from you to be able to meet our legitimate interests - this covers aspects that can be reasonably expected as part of running our business, that will not have a material impact on your rights, freedom or interests.
4. Processing Data on Behalf of a Controller
The GDPR defines a "processor" as "a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller". Therefore, the responsibilities described below may be assigned to an individual or may be taken to apply to the organisation as a whole. The Data Processor has the following responsibilities:
- Ensure that all processing of personal data is governed by a contract or other legal act that sets out the subject-matter and duration of the processing, the nature and purpose of the processing, the type of personal data and categories of data subjects and the obligations and rights of the controller
- Process the personal data only on documented instructions from the controller, including with regard to transfers of personal data to a third party or an international organisation
- Ensure that persons authorised to process the personal data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality
- Implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk associated with the processing of personal data
- Obtain the prior specific or general written authorisation of the controller before engaging another processor
- Assist the controller in the fulfilment of the controller's obligation to respond to requests for exercising the data subject's rights
- Delete or return all the personal data to the controller after the end of the provision of services relating to processing
- Make available to the controller all information necessary to demonstrate compliance with the obligations laid down in the GDPR and allow for and contribute to audits, including inspections, conducted by the controller or another auditor mandated by the controller
- Maintain a record of all categories of processing activities carried out on behalf of a controller
- Cooperate, on request, with the supervisory authority in the performance of its tasks
- Ensure that any person acting under the authority of the processor who has access to personal data does not process them except on instructions from the controller
- Notify the controller without undue delay after becoming aware of a personal data breach
- Designate a data protection officer where required by the GDPR, publish their details and communicate them to the supervisory authority
- Support the data protection officer in performing their tasks by providing resources necessary to carry out those tasks and access to personal data and processing operations, and to maintain his or her expert knowledge
5. Policy Scope
This policy applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of GDPR. This can include:
- Names of individuals
- Postal addresses
- Email addresses
- Telephone numbers
- Company name
- Bank account details (for a supplier)
- Business information
- Details of interactions with our clients' websites
- Along with any other information that relates to individuals
We use analysis tools including Google Analytics, Sentry and/or others. These provide us with information about how our users use the Site.
WHAT CONTROL DO I HAVE OVER CLAIMER'S USE OF MY PERSONAL DATA?
You may delete your account at any time – this will remove your account from the web application. We do not guarantee the ability to delete all stored data. If you would like us to delete/correct personally identifiable data, let us know and we will action your request as soon as practicable. Your account information will be protected by a password for your privacy and security. You need to prevent unauthorized access to your account and personal information by selecting and protecting your password appropriately and limiting access to your computer or device and by signing off after you have finished accessing your account.
You can access information associated with your account by logging into Claimer.
California Privacy Rights: Under California Civil Code sections 1798.83-1798.84, California residents are entitled to ask us for a notice identifying the categories of personal customer information which we share with our affiliates and/or third parties for marketing purposes, and providing contact information for such affiliates and/or third parties. If you are a California resident and would like a copy of this notice, please submit a written request to [email protected].
WILL WE SHARE YOUR DATA WITH THIRD PARTIES?
We may share non-personal data with third parties to, for example (but not by way of limitation), improve Claimer and to enable data aggregation as described above.
We may share your personal data with subcontractors (only when necessary) or affiliates (subject to confidentiality obligations to use it only for the purposes for which we disclose it to them and pursuant to our instructions).
We may also share personal data with interested parties in the event that Claimer anticipates a change in control or the acquisition of all or part of our business or assets or with interested parties in connection with the licensing of our technology.
HOW DOES CLAIMER PROTECT CUSTOMER DATA?
Claimer is concerned with keeping your data secure and protecting it from inappropriate disclosure. We implement a variety of security measures to ensure the security of your personal data on our systems. Any personal data collected by us is contained behind secured networks and is only accessible by a limited number of employees who have special access rights to such systems. Where sensitive data is collected by us it will be transmitted and protected via a secure protocol and encrypted in our databases to be accessed only as stated above. If and when we use subcontractors to store your data, we will not relinquish control of your personal data or expose it to security risks that would not have arisen had the data remained in our possession. However, unfortunately, no transmission of data over the internet is guaranteed to be completely secure. It may be possible for third parties not under the control of Claimer to intercept or access transmissions or private communications unlawfully. While we strive to protect your personal data, we cannot ensure or warrant the security of any personal data you transmit to us. Any such transmission is done at your own risk. If you believe that your interaction with us is no longer secure, please contact us.
Like any other website, example uses 'cookies'. These cookies are used to store information including visitors' preferences, and the pages on the website that the visitor accessed or visited. The information is used to optimize the users' experience by customizing our web page content based on visitors' browser type and/or other information. For more information about cookies and how they work watch this YouTube video.
BY USING CLAIMER, YOU AGREE THAT WE CAN PLACE THE FOLLOWING TYPES OF COOKIES ON YOUR DEVICE:
- Strictly necessary cookies – These cookies make our Site work. These cookies are essential in order to enable you to move around our Site and use our features, such as accessing secure areas. Without these cookies, we would not be able to remember your previous actions, determine whether you are logged in or not or enable you to see the electronic programme guide tailored to your chosen provider/region.
- Performance cookies – These cookies improve the performance of our Site. These cookies collect information about how visitors use our Site, for instance which pages visitors go to most often, and if visitors get error messages from web pages. These cookies don't identify you personally. All information these cookies collect is aggregated and anonymous. These cookies enable us to manage errors and the performance and design of the Site, to track ad response rates and your visits to our affiliate websites, and to show you which shows are most popular.
- Functionality cookies – These cookies save you time. These cookies remember your user name and can also be used to remember settings that you can customise. These cookies allow us to remember choices you make (e.g. whether you want to share your activity on Facebook) and provide enhanced, more personal features. They may also be used to provide services you have asked for such as watching a video or commenting. Without these cookies, we won't be able to distinguish you from other users and, as a result, save you time.
- Targeting or advertising cookies – These cookies make the advertising you see relevant. These cookies are used to deliver adverts or links more relevant to you and your interests. They are also used to limit the number of times you see an ad as well as help measure the effectiveness of ad campaigns. They may be placed by us, or advertising networks with our, or our affiliate's, permission. Without these cookies, you may still receive advertising – the advertising, however, will be less relevant to you.
HOW TO MANAGE COOKIES
You can manage cookies to a certain extent by amending and setting controls on your internet browser (e.g. via your "Preferences"). You should be able to:
- block specific cookies (e.g. from third parties and advertisers) or all cookies either across the web or from a particular website; and
- receive notifications when cookies are set.
You may also limit or prevent the placement of cookies by advertising networks or by setting your preferences for the major technology providers at YourAdChoices.
INDIVIDUALS UNDER 13 YEARS OF AGE
TRANSFER OF BUSINESS ASSETS
INTERNATIONAL TRANSFER OF DATA
Your information may be stored and processed in the US or other countries or jurisdictions outside the US where Claimer has facilities. We are currently storing data in the EU and so, by using Claimer, you are permitting and consenting to the transfer of information, including personal data, outside of the US.
NOTIFICATION OF CHANGES AND ACCEPTANCE OF POLICY
All uses of the word "including" mean "including but not limited to" and the enumerated examples are not intended to in any way limit the term which they serve to illustrate. Any email addresses set put in this policy may be used solely for the purpose for which they are stated to be provided, and any unrelated correspondence will be ignored. Unless otherwise required by law, we reserve the right to not respond to emails, even if they relate to a legitimate subject matter for which we have provided an email address. As a matter of common sense, you are more likely to get a reply if your request or question is polite, reasonable and there is no relatively obvious other way to deal with or answer your concern or question (e.g. FAQs, other areas of our website etc.).
Our staff are not authorised to contract on behalf of Claimer, waive rights or make representations (whether contractual or otherwise). If anything contained in an email from a Claimer address contradicts anything in this policy, our terms or any official public announcement on our website, or is inconsistent with or amounts to a waiver of any Claimer rights, the email content shall be read down to grant precedence to the latter. The only exception to this is genuine correspondence expressed to be from the Claimer legal department.
HOW TO CONTACT US