Privacy Policy

Purpose of this Policy

This Policy, together with our Bookings Terms and Conditions (a copy of which can be found here: https://www.inboxinsight.com/bookings-terms-and-conditions/) set out the basis on which we will process personal data we collect about you, or that you provide to us. It is important that you read this Policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Policy supplements other notices and privacy policies of ours and is not intended to override them.

Please also use the Glossary at clause 16 to understand the meaning of some of the terms used in this Policy.

2. Important information and who we are

2.1 Controller

We are the controller and responsible for your personal data.

We have a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

2.2 Contact details

If you have any questions about this Policy or our privacy practices, please contact our data privacy manager in the following ways:

• Full name of legal entity: Inbox Insight Limited (company number 07179598)
• Email address: [email protected];
• Postal address: Data Compliance Officer, Inbox Insight Limited, 1 Exchange Square, Jewry Street, Winchester, Hampshire, SO23 8FJ

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (http://www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

2.3 Changes to this Policy and your duty to inform us of changes

We keep our Policy under regular review. This version was last updated on 6^th August 2023.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

2.4 Third-party links

Our Websites may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave Our Websites, we encourage you to read the privacy policy of every website you visit.

2.5 Personal Data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect and process the following data about you:

Information that you provide:

• By filling in forms on Our Websites.
• Registering to use Our Websites.
• Subscribing to our services.
• When attending trade shows or events.
• Requesting further information, services or content.
• Completing surveys that we use for research purposes.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, last name, username, job title, company affiliation or similar identifier and title, and attributes concerning your job.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical Data includes details of the computer or other device that you are using, internet protocol (IP) address, operating system and browser type and version, time zone setting and location, browser plug-in types and versions, details of your language settings, location data, weblogs, operating system and platform, and other technology on the devices you use to access Our Websites. We may collect such information for system administration purposes. We may aggregate such information and provide it to our advertisers. This is statistical data concerning browsing actions and patterns, and does not identify you as an individual.
• Profile Data includes purchases or orders made by you, your preferences, feedback and survey responses.
• Usage Data includes information about how you use Our Websites, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.
• We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to create a report on trends in the usage of Our Websites, or calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

We have implemented appropriate security measures to protect information from:

• Loss.
• Misuse.
• Unauthorised access.
• Disclosure.
• Alteration.
• Destruction.

Our security systems include authenticated access to internal databases. We also encrypt and anonymise data wherever it is appropriate to do so. We regularly take back-ups of our data. We regularly review overall Web security and audit procedures.

In conforming with data protection laws, we endeavour to implement appropriate procedures to protect your personal data and to prevent any unauthorised access or misuse of it. Our servers, on which your personal data is kept, are located in the United Kingdom.

Please be aware that the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data when transmitted via the internet to our site: any such transmission is at your own risk.

3. If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of the contract for our services we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with products or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

4. How is your personal data collected?

We use different methods to collect data from and about you including through:

4.1 Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• enter into a contract to purchase our products or services;
• create an account with us;
• subscribe to our ‘regular insights’ service or publications including research papers, utility guides, checklists and cheat sheets for B2B Demand Generation;
• request marketing to be sent to you;
• enter a competition, promotion or survey; or
• give us feedback or contact us.

4.3 Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources.

4.4 Technical Data. We will receive Technical Data from the following parties:

• Analytic Suppliers such as Google based outside the UK. In common with the majority of comparable trading companies that use the internet we occasionally use your personal data to help Analytic Suppliers match relevant ads to you using the data analytics of those Analytic Suppliers. However, we only use the data in that way where you are a subscriber to the services of Analytic Suppliers and have therefore agreed to this service by acceding to the relevant Agreements of those Analytic Suppliers. Analytic Suppliers supply us with statistical information on how users interact with Our Websites to help us improve our user experience. This can include the use of online information from third parties who may not have a relationship with you and who collect online information using cookies or similar technologies, such as pixels tags and device identifiers, as you browse the Internet and interact with websites. We use this information to understand your interests and needs, making your advertising and communications more relevant. For more information on how we use cookies please view our cookie policy. Our Analytic Suppliers include: Facebook; Google; Twitter and Microsoft. Our third parties Include: AdRoll/NexRoll; Avocet; Eyeota; Google; Outbrain; Taboola. We have no control over the countries outside the United Kingdom in which those Analytic Suppliers process data. Where you have acceded to use the services of those Analytic Suppliers that accession includes our right to use that data in the manner described above;
• We use Hotjar so that we may better understand our users’ needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behaviour and their devices (in particular device’s IP address (captured and stored only in anonymized form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), preferred language used to display Our Websites). Hotjar stores this information in a pseudonymized user profile. Neither Hotjar nor we will ever use this information to identify individual users or to match it with further data on an individual user. For further details, please see Hotjar’s privacy policy by clicking on this link. You can opt-out to the creation of a user profile, Hotjar’s storing of data about your usage of our site and Hotjar’s use of tracking cookies on other websites by following this opt-out link;
• advertising networks based inside or outside the UK; and
• search information providers based inside or outside the UK.
• Identity and Contact Data from data brokers or aggregators based inside or outside the UK.
• Identity and Contact Data from publicly available sources such as Companies House.

5. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal obligation.
• To ensure that content from Our Websites is presented in the most effective manner for you and for your computer.
• To provide you with relevant information, products or services of a type that you request from us or which we feel may interest you.
• To allow you to use the interactive features of our service, when you choose to do so.
• To notify you about changes to our service.

You have the right to withdraw consent to marketing at any time by contacting us.

In the performance of our services, we obtain information about individuals from third party sources such as data licensors.

This may mean that we hold data about individuals even though they have not knowingly interacted with us. To comply with our legal obligations, we rely on legitimate interests as a legal basis for processing such personal data and we do not obtain consent prior to sending direct marketing communications, but we do obtain consent prior to transferring data to a third party (who may then send their own marketing communications).

6. Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.