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Privacy &
safeguarding policy

Privacy Policy Banner

Last updated 24th November 2016

At Clear Books we recognise the importance of your privacy. This policy outlines the information we collect, how we use it and how we safeguard your information.

Clear Books may be required to revise this Privacy Policy in the future to comply with any applicable European regulations, in order to utilise new technologies or to improve your Clear Books experience, so please check back periodically.

This Privacy Policy forms part of, and should be read in conjunction with, our Terms and Conditions.


When you access Clear Books

Clear Books uses cookies to store and collect information about your usage of the Website in order to enhance your online experience and to help us improve the quality of our services.

When you access Clear Books, your computer automatically sends us information such as the URL on our Website that you have visited, your IP address, your browser type and language, and the date and time of your request.


When you sign up to Clear Books

Clear Books collects personal information when You register on the Website and when You use the Service and when You contact the Clear Books support team whether by telephone or email or by any other means which is stored either by Clear Books or by third party service providers for the sole purpose of providing certain services to Clear Books in connection with its Websites. These third party service providers include customer relationship management software, development work prioritisation software, software to analyse customer usage patterns, email marketing software and internal communication tools.

Your information will only be used by Clear Books in order to provide you with access to our products, services and information that we believe will interest you and we may contact You from time to time to provide you with such information, either using our own software or third party communication tools. Your information will continue to be held and used by Clear Books to contact you in such a way after you cease using our Services but You may unsubscribe from such communications. Your personal details will never be passed on to any other companies or third parties including affiliates (other than the third party service providers described above) and will never be added to any third party mailing lists or databases unless you opt in to do so. By using the Service You consent to Your personal information being collected, held and used in this way.

Clear Books may also use information about our users in statistical aggregate form. This is non personal information and simply refers to information such as the number of registrations, traffic patterns and Website user trends.

Through Your use of the Service Clear Books may also collect information about someone else from You. If You provide Clear Books with personal information about someone else You must ensure that You are authorised to disclose that information to Clear Books and without Clear Books taking further steps required by applicable data protection or privacy laws. Clear Books may collect, use and disclose such information for the purposes described this Policy.

This means that You must take reasonable steps to ensure the individual concerned is aware of and/or consents to the various matters detailed in this Policy, including the fact that their personal information is being collected, the purposes for which that information is being collected, the intended recipients of that information, the individual’s right to obtain access to that personal information, Clear Books’ identity and how to contact Clear Books.

You can always choose not to provide Your personal information to Clear Books, or to withdraw your consent for Clear Books holding that personal information but it may mean that we are unable to provide You with the Service. To withdraw your consent with, you should contact the Clear Books Support Team at support@clearbooks.co.uk.


When you contact us

If You contact us including via email, livechat or by telephone, your details and a history of the communication (which will likely include personal data) will be stored/recorded by us in order for us to deal with enquiries adequately and improve our customer support services. By agreeing to these Terms, You consent to the storage/recording of Your communication in this way.


Opt in

If you opt in to receive free accounting advice Clear Books will share your name, organisation, location and telephone number with our approved partner accountants so that they can contact you independently. This is the only information we will share.


Third Party Service Providers

Clear Books uses third party service providers to provide certain services in connection with its Websites, including requesting feedback from You regarding Clear Books’ products and services. Any personally identifiable information provided by You may be disclosed by Clear Books to such third party service provider for the sole purpose of the provision of those services to Clear Books. By signing up to Clear Books and when providing feedback You consent to the disclosure of any personally identifiable information to such third party service providers. Clear Books has no control over, and takes no responsibility for, the privacy practices or content of these services.


Links and affiliated websites

Clear Books contains hypertext links to other sites, advertisers and other third parties. By clicking on any of these links, you are leaving our Website. Clear Books has no control over the information collected by any third party after you have left the Website. Clear Books encourages you to read their privacy policies.

The data collection and usage practices of any third party linked to Clear Books are not covered by this Privacy Policy. Clear Books assumes no liability and is not responsible for any practices of such third party web sites, including their privacy practices or content.


Protecting your information

Clear Books uses a best in class hosting provider (AWS) to host its Services on servers located in Ireland. For more information on Clear Books’ security arrangements please see our security policy.

By entering personal information into the Service, you consent to that personal information being hosted on AWS’s servers located in Ireland. AWS’s role is limited to providing hosting and storage services to Clear Books. Clear Books retains control of Your personal information and AWS is not permitted to access or use Your personal information, except for the limited purpose of storing the information.

However, the internet is not in itself a secure environment and we cannot give an absolute assurance that Your information will be secure at all times. Transmission of personal information over the Internet is at Your own risk and You should only enter or instruct the entering of personal information to the Service within a secure environment.


What is Personal Information?

Personal information is information you provide to us which personally identifies you including your name, address and e-mail address.


What is Non Personal Information?

Non personal information is collected and recorded about users when they use the Website. This information is collected into groups so that it no longer reflects or represents any individual user and is used purely for statistical purposes. This information may include financial information.


Marketing

If you have published your organisation publicly on any of our websites then we reserve the right to use your organisation name and logo in any of our marketing material. Marketing on our websites includes testimonials, case studies and publishing your organisation’s logo and contact details in our public directories.


What is an IP address?

Each Internet connection is identified by a unique address which is referred to as an IP address (Internet Protocol address).

An IP address is made up of four numbers, separated by dots, for example: 87.124.10.1. This address allows any website visitor to be identified with the co-operation of the relevant Internet Service Provider (ISP). In practice an ISP would not give out this information because they would be in breach of the Data Protection Act. You should be aware that it is technically possible to connect an IP with a user with the help of a court order and the relevant ISP.

Some ISPs publish the name of the company or individual who uses the connection which allows anyone to see who is using that IP from central registries held by R.I.P.E. and other Regional Internet Registries (RIR). You can check if your IP address is listed using the who is service provided by all RIRs.