Lumensol Privacy Policy

Privacy Policy

Who are we?

Lumensol Ltd, together with its subsidiaries and affiliates listed in Appendix 1, provides integrated analytical tools and reporting solutions to social housing customers.

We are the controller of the personal data processed under this privacy policy. The relevant data controllers of your personal data will depend on where you are located, the products and/or services you purchase, the website(s)/application(s) you visit and the nature of the processing activities.

Please see Appendix 1 for a list of our subsidiaries and affiliates and how to contact them. References in this policy to "we”, “us” and “our” are to the relevant data controller(s).

About this privacy policy

This privacy policy tells you about how we process personal data both offline (e.g. via phone, mail, in-person meetings and other correspondence) and online (e.g. when our website, applications and services are used).

This privacy policy is limited to the personal data that we process as a controller, which predominantly consists of personal data relating to representatives of our corporate clients, partners and vendors and visitors to our websites. We refer to such individuals as “you” and “your” in this privacy policy.

This privacy policy does not cover the processing of our personal data where we act as a data processor (including where we process personal data relating to customers/end-users of our clients as part of the provision of our services to our clients). Our handling of this personal data is governed by the applicable https://app.lumensol.co.uk/termsofuse

Our websites/applications may contain links to other third-party websites or applications that we do not operate or control. These websites and applications may have their own privacy notices or policies, which will apply to any personal data processed by them.

Country specific provisions

The following only applies to this privacy policy: UK and EEA specific provisions

What personal data do we collect?

In most cases, we will collect personal data directly from you. However, we may also combine personal data collected from one source with personal data that we have collected from other sources, such as when you connect a third-party account or service.

We may collect the following categories of personal data:

Personal data in connection with the use of our services

This may include name, email address, other contact details, business information, shipping address, billing address, marketing preferences, account information (username), and other information provided as part of a user profile.

Transaction information

We collect personal data when you transact with us. This may include biographical information, contact information, telephone number, and payment and invoicing information.

Correspondence and interactions with us

We collect personal data where you contact us or we contact you. This may include your name and contact information, account information, your order information, your queries, and other personal data you choose to provide to us. We also collect personal data provided to us through a testimonial, feedback, review or comment.

Social media information

We collect personal data when you interact with us on social media. These social media platforms may set cookies and other tracking technologies on your device when you visit their pages. The output of such information may be provided to us (usually for statistical purposes to see how users interact with our content on social medial platforms).Information about how these platforms process your personal data can usually be found on their websites.

Survey information

We collect personal data where you complete surveys that we may use for research purposes. This may include your name and contact information and other personal data you choose to provide us.

Information stored on a device

We may access metadata and information associated with other files stored on your device such as IP address, domain name, browser version and operating system, traffic data, web logs and other communication data, and device identifiers. Where required, we will ask for your consent prior to collecting device information.

Location Information

With your permission (where required by applicable law), we may collect information about the general location of a device.

Collection and use of public information

We may also process personal data that is publicly available for the purposes set out in this privacy policy.

Why do we use personal data?

We may use your personal data for the purposes set out below.

For account registration

We use personal data to open and manage your accounts. This may include name, address, phone number, billing information, and email address.

To conduct our business and provide our services

To conduct our business, including to enable use of our services and our websites/applications to respond to queries, to carry out our obligations arising from any agreements entered into and to contact customers or potential customers in connection with our business and services.

To provide communications (about updates and changes) and to provide technical and customer support

To communicate about updates to our business, services and websites/applications; to provide customer and technical support; to respond to requests, comments, questions, or concerns from customers or potential customers. Such communications are provided by various means, including emails, telephone calls, video calls and internet chat. Calls may be recorded for training and monitoring purposes and a transcript of the internet chat sessions may be retained to resolve questions or issues related to our services.

To facilitate payments

To take payment from you when you sign-up for certain features; to provide you with refunds and to process payments when you transact with us.

To allow use of the interactive features of our websites/applications

To allow testimonials, reviews or comments. Please note that such testimonial, review or comment may be read, collected and used by anyone.

To ensure our websites/applications content is relevant and to maintain the security of our websites/applications

To ensure that content from our websites/applications are presented in the most effective and secure manner.

For analytics and business development purposes, including feedback and surveys

To analyse personal data in order to better understand our business, services and our customers' services and marketing requirements, and to better understand our business and develop our services and websites/applications. This may include aggregating and/or de-identifying your personal data.

To provide marketing materials

To provide updates and offers, where customers or potential customers have chosen to receive these communications. We may also use personal data for marketing our own and our selected business partners' products and services by mail, email, SMS, phone and social media. Where required by law, we will ask for consent to conduct these types of marketing and provide an option to unsubscribe from further marketing communications.

Please note that even if you opt-out of receiving marketing communications, you may still receive communications from us that are important or related to your interactions with us, or otherwise as required by law.

To enforce our terms, in connection with legal or regulatory obligations and to manage claims

We may process personal data to enforce our terms and to comply with our legal and regulatory requirements or dialogue with regulators/judicial proceedings/court orders and manage claims and litigation (as applicable) which may include disclosing personal data to relevant third parties, the court service and/or regulators or law enforcement agencies in connection with enquiries, proceedings or investigations by such parties anywhere in the world or where compelled to do so.

To reorganise or make changes to our business

In the event that we: (i) are subject to negotiations for the sale of our business or part thereof to a third party; (ii) are sold to a third party; or (iii) undergo a reorganisation, we may need to transfer personal data to the relevant third party (or its advisors) as part of any due diligence process for the purpose of analysing any proposed sale or re-organisation. We may also need to transfer personal data to that re-organised entity or third party after the sale or reorganisation.

Cookies and similar technologies

We use cookies and similar technologies. For more information, please refer to our respective entities' cookies policies https://www.lumensol.co.uk/cookies-policy

Who do we share personal data with and why?

We may share or disclose personal data for the purposes set out in this privacy policy to third parties. These third parties include service providers, our advisors and partners who assist and enable us to use the personal data to, for example, support delivery of or provide functionality on the website or services, or to market or promote our goods and services to you.

We may share your personal data we collect and process across our subsidiaries and affiliates.

We may also need to transfer personal data in the context of a reorganisation or sale of all or part of our business.

Any personal data made available publicly, such as reviews, comments or testimonials, may be shared with other users of our website.

We may disclose personal data as required by law or court orders, and when we believe that disclosure is necessary to protect our rights or comply with a court order or other legal process.

How do we protect personal data?

We take commercially reasonable efforts to protect the personal data under our control.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we do our best to protect personal data, we cannot guarantee the security of it transmitted to our websites, applications or through communications.

If you are given or you create user credentials (such as username and passwords), please keep these safe and do not disclose these to third parties.

How long do we keep your personal data?

Our retention periods for personal data are based on business needs and legal requirements.

We will retain personal data while we are using it for purposes described in this privacy policy. We may continue to retain it after we have ceased such uses for certain legitimate business purposes. We may also continue to retain personal data to meet our legal requirements or to defend or exercise our legal rights.

The length of time for which we will retain personal data will depend on the purposes for which we need to retain it. After we no longer need to retain personal data, we will delete it, anonymise it, or securely destroy it.

What are your rights?

We currently only operate in the UK which have the same data protection laws.

In general, you have rights to:

stop receiving marketing communications;
require us to update any inaccuracies in the personal data we hold;
request a copy of your personal data;
withdraw your consent (where our processing activity is based on your consent);
require us to delete personal data;
restrict how we use your personal data whilst a complaint is being investigated;
object to our processing of your personal data (where our processing is based on our legitimate interests); and
ask us not to reach decisions that have legal or significant effects on you using automated processing or profiling.
To submit a request regarding personal data by email, please contact us as per section 12 below.
If you are not satisfied with how we are processing your personal data you can also contact your Data Protection Authority.

Contacting us

If you have any queries or complaints about our use of personal data, please contact us as follows: 

Mathew Bishop

Mathew.bishop@lumensol.co.uk

Win a free procurement health check from our in-house team!