Privacy

We respect your privacy and seek to protect your personal data at all times. This privacy notice describes how we look after your personal data when you visit our website or contact us. This includes any data you provide when you fill in a form, sign up to our newsletter, request a product demonstration or a copy of a resource such as a whitepaper.

We only use your personal information to respond to an enquiry about our products and services, or to better provide our products and services. That means we do not sell information or lists to other organisations under any circumstances.

Workpro is developed by Computer Application Services Ltd (referred to as CAS). CAS is the data controller and responsible for your personal data.

Our address is Computer Application Services Ltd, Quantum Court, Heriot-Watt Research Park South, Edinburgh, EH14 4AP.

For all data matters contact Data Protection Officer Ken Naismith via info@casltd.com or call +44 (0)131 449 7071.

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

• Request a demonstration
• Submit an enquiry form on our website
• Subscribe to our newsletter
• Request information to be sent to you.

Personal data is any information about an individual from which that person can be identified. We may collect, use, store and transfer the following kinds of personal data about you:

• Identity Data including first name/last name/ title.
• Contact Data including organisation name and address, your email address and telephone numbers.

We may also use aggregated data such as statistical or demographic data. This is not personal data as it does not directly or indirectly reveal your identity. For example, we collect usage data to determine how many people have accessed a certain webpage.

We do not collect any Special Categories of Personal Data about you. We do not collect details about your race or ethnicity, religious or philosophical beliefs, sexual orientation, political opinions, trade union membership, health or any criminal convictions and offences.

We only use your personal data when the law allows us to. The following describes how we use your data and the legal bases for this:

• Performance of Contract - where it is necessary for the performance of a contract with you, for example providing support or product updates. It also includes taking steps at your request before entering into such a contract, for example, responding to an enquiry, arranging a product demonstration, or providing further information about our company, product or service.

• Consent – where clear, informed agreement has been given, for example, if you have opted to receive product news from us by filling in our subscriber form or selected relevant tick boxes located on our contact forms.

• Comply with a legal or regulatory obligation - where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

• Legitimate Interest – where it is necessary to conduct and manage our business, and to enable us to give you the best product and service, including a secure experience. This covers marketing communications as detailed below.

Marketing

You will receive marketing communications from us if you have requested information from us or purchased products or services from us or subscribed to our newsletter - unless you have opted out.

You can ask us to stop sending you marketing messages at any time by following the unsubscribe links on any marketing message sent to you or by emailing us at info@workpro.com.

If you opt out of receiving these marketing messages, please note that personal data necessary for the performance of a contract will continue to be stored. Customers with whom we have a contracted business relationship are added to a Customer List which is used for communication of product and company news.

When entering the Workpro website your computer will automatically be issued with 'cookies'. A cookie is a small file, typically of letters and numbers, placed on your computer when you access the site. We do not identify individual users, only the IP address used.

The table below explains the cookies we use and why.

We use certain third parties to help us conduct our business. 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.

• Our digital communications agency is called Everyone - they provide our website. When you submit a contact form on our website the information is stored in the integrated contact management system. This ensures we have a record of the enquiry and can respond appropriately. We erase these records after a period of three years of no further contact with the enquirer or prospect.
• Activecampaign provide our CRM and email marketing service. We have signed a Data Processing Agreement and Standard Contractual Clause with them to allow for the transfer of data to their US data centres in accordance with GDPR and UK data protection laws.
• We use FullStory to help us better understand user experience on our website. Experience and Insight cookies securely store anonymised recordings of some user actions within our website to allow us to see our website through users’ eyes and help us to troubleshoot bugs. We DO NOT collect personal details - i.e. we do not collect your IP address, email address, name etc, and the anonymised recordings are erased monthly. 

Links outside of our control

This website may include links to third-party websites. Clicking on those links 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 notice of every website you visit.

CAS is registered with the ICO to handle personal data in the performance of our business in accordance with the UK Data Protection legislation and current EU directive. CAS has also adopted best practice by operating an Information Security Management System that has been certified and awarded the international recognised standard ISO 27001:2013.

We have implemented 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, 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.

We have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including any legal, accounting, or reporting obligations.

Your legal rights

Unless subject to an exemption under the data protection laws, you have the right under UK GDPR to:

• Request a copy of the personal data which we hold about you
• Request that we correct any personal data if it is found to be inaccurate or out of date
• Request your personal data is erased where it is no longer necessary to retain it
• Withdraw your consent at any time if you have previously given it
• Request that we provide you with your personal data and where possible, to transmit that data directly to another data controller (the right to data portability)
• Request a restriction is placed on further processing if that processing is in dispute
• Object to our processing of personal data, where applicable.

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

We keep our privacy notice under regular review. This privacy notice was last updated on 13th July 2021.

To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please contact Data Protection Officer Ken Naismith via info@casltd.com or call +44 (0)131 449 7071.

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office.