Privacy Notice

1) Important information and who we are

Privacy policy

This privacy policy gives you information about how Gentian collects and uses your personal data through your use of this website, including any data you may provide when you register with us OR purchase a product or service.

This website is not intended for children and we do not knowingly collect data relating to children.

Controller

Gentian is the controller and responsible for your personal data (collectively referred to as “Gentian”, “we”, “us” or “our” in this privacy policy).

If you have any questions about this privacy policy, including any requests to exercise your legal rights (paragraph 9), please contact us using the information set out in the contact details section (paragraph 10).

2) The types of personal data we collect about you

Personal data means any information about an individual from which that person can be identified.

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 or similar identifier, job title, the company in which you work, the location of your company and the sector in which your company is located.

● Contact Data includes email address and telephone number.

● Financial Data includes bank account and payment card details.

● 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 internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.

● Profile Data includes your username and password, quotes or other requests made by you, your interests, preferences, feedback and survey responses.

● Usage Data includes information about how you interact with and use our website, products and services.

● Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’; Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

3) How is your personal data collected?

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

● Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

● create an account on our web app

● apply for a quote request

● give us feedback or contact us.

● Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy (paragraph 14 below) for further details.

● Third parties or publicly available sources. Technical Data is collected from the following parties: analytics providers, such as Google based outside the UK.

4) How we use your personal data

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

● Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.

● Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

● Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.

● Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

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 the various categories of 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.

Direct marketing

We may analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.

Third-party marketing

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Opting out of marketing

You can ask to stop sending you marketing communications at any time by contacting us at info@gentian.team.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes, for example relating to order confirmations for a product/service, updates to our Terms and Conditions, checking that your contact details are correct.

Cookies

For detailed information on the cookies we use and the purposes for which we use them, see our cookie policy below (paragraph 14).

5) Disclosures of your personal data

We may share your personal data where necessary with the parties set out below for the purposes set out in the Purposes table above.

● Internal or External Third Parties, including but not limited to Mapbox, Auth0, Datadog and Amazon Web Services, who provide services on our behalf for storing and processing your data.

● Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6) International transfers

We do not transfer your personal data outside the UK

7) Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

8) Data retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see paragraph 9 below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

9) Your legal rights

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

● Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

● Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

● Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

● Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.

● You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see OPTING OUT in paragraph 4 for details of how to object to receiving direct marketing communications).

● Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

● Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:

● If you want us to establish the data's accuracy;

● Where our use of the data is unlawful but you do not want us to erase it;

● Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or

● You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us at info@gentian.team.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10) Contact details

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us at info@gentian.team.

11) Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (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.

12) Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated on 22/04/2024. Historic versions can be obtained by contacting us.

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, for example a new address or email address.

13) Third-party links

This website 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 website, we encourage you to read the privacy policy of every website you visit.

14) Cookie Policy

At Gentian, we are committed to ensuring the privacy and security of our users. While our website does not directly use cookies, we incorporate services from third-party providers such as Mapbox and Auth0, which utilise cookies to ensure their features function correctly and to track product usage efficiently.

These cookies are strictly necessary for the seamless operation of our platform, facilitating features like map integration through Mapbox and secure user authentication via Auth0. The cookies used by these services include but are not limited to, identifiers for analytics, session management, and user tracking purposes (e.g., _ga, _uetvid, _mkto_trk for Mapbox and g_state, auth0.XXXXXXXXXXXX.organization_hint for Auth0).

We assure our users that these cookies are the minimum required for our platform to provide a robust and secure experience. For more detailed information on the cookies used by our partners, please refer to the Mapbox Cookie Policy (https://www.mapbox.com/legal/cookies) and consult

Auth0’s (https://www.okta.com/privacy-policy/#device-data-usage-data-ancillary-data-diagnostic-data-and-metadata-we-collect-5) documentation directly.

Should you have any queries or concerns regarding our use of cookies, please do not hesitate to contact us at info@gentian.team. Your privacy and trust are paramount to us, and we are dedicated to maintaining transparency and security in all aspects of our platform’s operation.