Introduction

We are committed to protecting your privacy. This Privacy Statement explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data and keep it safe.

We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how Sorce Limited uses your data.

We hope the following sections will answer any questions you have but if not, please do get in touch with us.

It’s likely that we’ll need to update this Privacy Statement from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.

When you are using www.sorceintranet.co.uk, Sorce Limited is the data controller.

Explaining the legal bases we rely on

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:

Consent

In specific situations, we can collect and process your data with your consent. For example, when you tick a box to receive email newsletters. When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.

Contractual obligations

In certain circumstances, we need your personal data to comply with our contractual obligations. For example, if you place an order with us, we will collect your address details so we can contact you.

Legal compliance

We will disclose your personal information, without notice, only if required to do so by the law or in the good faith or belief that such action is necessary to: (a) conform to the edicts of the law or comply with the legal process served on us (b) protect and defend the rights or property of Sorce (including enforcing this agreement); and, (c) act under exigent circumstances to protect personal safety of our users or the public.

Legitimate interest

In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example, we may use your personal data to send you or make available personalised offers. We will also use your address details to send you direct marketing information by post, telling you about products and services that we think might interest you.

When do we collect your personal data?

Below are some examples of how you may provide personal information to Sorce Limited.

• When you visit www.sorceintranet.co.uk or juggl.co.uk
• When you choose to download information from www.sorceintranet.co.uk or juggl.co.uk
• When you contact us for assistance
• When we connect with you as a prospective customer or as a customer
• When you attend customer or prospective customer events
• When you engage with us on social media
• When you download or install our mobile App
• When you meet us at events, gatherings or meetups
• When you contact us by any means with queries, complaints etc.
• When you enter prize draws or competitions.
• When you choose to complete any surveys we send you.
• When you’ve given a third party permission to share with us the information they hold about you.

What sort of information do we collect

We collect information about you and your company in the provision and usage of Sorce Limited services.

This information includes:

• Profile information such as first name, surname, email, job title, company name, telephone number.
• Preferences information such as notification and marketing preferences.
• Company and Billing information such as billing address, headquarters address and place of work.

You may provide this information when you interact with Sorce Limited. In most cases, we create the information on your behalf by manually entering or uploading the information.

To deliver the best possible web experience, we collect technical information about your internet connection and browser as well as the country and telephone code where your computer is located, the web pages viewed during your visit, the advertisements you clicked on, and any search terms you entered.

We collect analytics and log information when you use our websites or services to help us improve our products and services.

Infrastructure Sub-processors – Juggl Data Storage

Sorce uses Microsoft Azure for cloud hosting services. Microsoft Azure service has ISO27001 and CSA Star certification.

Entity Name	Purpose	Entity Location
Microsoft Azure	Cloud Infrastructure Hosting	UK

Use of cookies

Cookies are small data files places on your computer by the websites you visit and the emails you read which can be used to help recognise when you return to a website, or when you visit other sites. We may use cookies to, among other things measure activity, personalise your experience, remember your viewing preferences or track status or progress when visiting our site. For some of these purposes, our cookies may be tied to personal information.

We use Google Analytics, a service that enables analysis of sorce.co.uk provided by Google, Inc. for marketing purposes. Google Analytics uses cookies to allow us to see how you use our site so we can improve your experience. Google’s ability to use and share information collected by Google Analytics about your visits is restricted by the Google Analytics Terms of Use available at: https://www.google.com/analytics/terms/us.html and the Google Privacy Policy available at: https://policies.google.com/privacy?hl=en-GB&gl=uk. You can prevent Google Analytics from recognising you on return visits by disabling cookies in your browser. If you prefer to not have data reported by Google Analytics, you can install the Google Analytics Opt-out Browser Add-on.

How and why do we use your personal data?

We want to give you the best possible experience. One way to achieve that is to get the richest picture we can of who you are by combining the data we have about you.

We then use this to offer you products and services that are most likely to interest you.

The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.

Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.

To process any orders that you make. If we don’t collect your personal data, we won’t be able to process your order and comply with our legal obligations.

To respond to your queries and complaints. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience.

To protect our business and your account from fraud and other illegal activities. This includes using your personal data to maintain, update and safeguard your account. We’ll also monitor your browsing activity with us to quickly identify and resolve any problems and protect the integrity of our websites. We’ll do all of this as part of our legitimate interest.

To process payments and to prevent fraudulent transactions. We do this on the basis of our legitimate business interests. This also helps to protect our customers from fraud.

With your consent, we will use your personal data, preferences and details of your orders to keep you informed by email, web, text, telephone and through our support centre about relevant products and services including tailored special offers, discounts, promotions, events, competitions and so on.

Of course, you are free to opt out of hearing from us by any of these channels at any time.

To send you relevant, personalised communications by post in relation to updates, offers, services and products. We’ll do this on the basis of our legitimate business interest.

You are free to opt out of hearing from us by post at any time.

To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy Notice, and legally required information relating to your orders. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.

To display the most relevant content to you on our websites, we’ll use data we hold about your software requirements. We do so on the basis of your consent to receive for our website to place cookies or similar technology on your device.

To administer any of our prize draws or competitions which you enter, based on your consent given at the time of entering.

To develop, test and improve the systems, services and products we provide to you. We’ll do this on the basis of our legitimate business interests.

To comply with our contractual or legal obligations to share data with law enforcement.

To send you survey and feedback requests to help improve our services. These messages will not include any promotional content and do not require prior consent when sent by email or text message. We have a legitimate interest to do so as this helps make our products or services more relevant to you.

Of course, you are free to opt out of receiving these requests from us at any time by updating your preferences by emailing privacy@sorce.co.uk.

How we protect your personal data

We know how much data security matters to all of our customers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.

We secure access to all downloadable content and forms on our websites using ‘https’ technology.

We use a variety of security technologies and procedures to help protect your information from unauthorised access, use or disclosure.

We secure the personally identifiable information you provide on computer servers in a controlled, secure environment, protected from unauthorised access, use or disclosure. When personal information is transmitted to other websites, it is protected through the use of encryption, such as the Secure Socket Layer (SSL) protocol.

How long will we keep your personal data?

Whenever we collect your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.

For example for clients, we will keep your data for the duration of the contract plus up to 7 years.

Who do we share your personal data with?

We do not sell, rent or lease your information to third parties.

We may provide information to our business partners, vendors or service providers who perform functions on our behalf. They may only use your data for the exact purposes we specify in our contract with them. We work closely with them to ensure that your privacy is respected and protected at all times. If we stop using their services, any of your data held by them will be deleted or rendered anonymous.

What are your rights over your personal data?

If you provide us with your information, you have the following rights with respect to that information:

• Request a copy of personal data we hold about you, free of charge in most cases.
• Ask that we correct your personal data when incorrect, out of date or incomplete.
• Ask that we stop using your personal data for direct marketing (either through specific channels or all channels).
• That we stop any consent-based processing of your personal data after you withdraw your consent.

You have the right to request a copy of any information about you that Sorce Limited holds at any time, and to have that information corrected if inaccurate. To ask for your information please contact, Data Protection Officer, Sorce Limited, The Pavillion, Newbury, RG14 2PZ, or email privacy@sorce.co.uk.

There maybe a brief delay in our processing of your request, whilst we verify that the request is valid and originates from you as opposed to an unauthorised third party.

Where we rely on our legitimate interest

In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your data.

Your right to withdraw consent

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw consent.

Checking your identity

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

How can you stop the use of your personal data for direct marketing?

There are several ways you can stop direct marketing communications from us:

• Click the unsubscribe link in any email communication that we send to you. We will then stop any further emails.
• Write to Data Protection Officer, Sorce Limited, The Pavilion, Newbury Business Park, London Road, Newbury, RG14 2PZ or email privacy@sorce.co.uk.

Please note you may continue to receive communications for a short period after changing your preferences while are systems are fully updated.

Any questions?

We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.

If you have any questions that haven’t been covered, please contact our Data Protection Officer who will be pleased to help you:

Email us at privacy@sorce.co.uk

Or write to us at Data Protection Officer, Sorce Limited, The Pavilion, Newbury Business Park, London Road, Newbury. RG14 2PZ

Last updated: 30th May 2023