Website Privacy Policy
Gaea Software Limited (the “Company”, “we”, “us”, or “our”, “AI company“) is committed to protecting and respecting your privacy. This Privacy Policy (the “Policy”) outlines how we collect, use, and protect any personal information that you provide to us when using our website (the “Site”). Please read the following carefully to understand our practices regarding your personal data. This website is not intended for children and we do not knowingly collect data relating to children
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 and is not intended to override them.
1. Who we are
The Company is a UK-based software technology company, which has its registered office at Finchley Park, Emmet Hill Lane, Laddingford, Kent ME18 6BG, United Kingdom. If you have any questions regarding this Policy, please contact us at enquiries@gaea.software.
The Company is the controller and responsible for your personal data.
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: Gaea Software Limited
Email address: enquiries@gaea.software.
Postal address: Finchley Park, Emmet Hill Lane, Laddingford, Kent ME18 6BG, United Kingdom.
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.
2. Information We Collect
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, store, transfer and process different kinds of personal data about you which we have grouped together as follows:
• Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• 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, and other technology on the devices you use to access this website.
• Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you 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.
3. How is your personal data collected?
We use different methods to collect data from and about you including through:
• 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:
– apply for our products or services;
– create an account on our website;
– subscribe to our service or publications;
– request marketing to be sent to you;
– enter a competition, promotion or survey; or
– 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, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.
Our Site uses cookies, which are small text files placed on your device to help us analyse how users navigate our Site and improve its functionality. You can control the use of cookies through your browser settings. However, disabling cookies may affect the functionality of our Site.
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.
4. 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:
• provide you with our services and respond to inquiries.
• improve and customise our Site and services.
• send you updates and promotional materials, only when you have given your consent.
• maintain the security and integrity of our Site.
• 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.
Generally, we do not rely on consent as a legal basis for processing your personal data. You have the right to withdraw consent to marketing at any time by contacting us.
5. Information Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. However, we may share your information under the following circumstances:
• With third-party service providers who assist us in operating our Site or conducting our business, provided they agree to keep your information confidential.
• When required by law or to protect our legal rights, property, or the safety of our employees, customers, or others.
• In the event of a merger, acquisition, or sale of assets, we may transfer your information to the new owner.
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. Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased [goods or services] from us and you have not opted out of receiving that marketing.
You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you.
7. 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.
We have put in place 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.
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.
9. Links to Third-Party Websites
Our Site may contain links to other websites. Please note that this Policy applies only to our Site, and we are not responsible for the privacy practices of other websites. We encourage you to review the privacy policies of any third-party websites you visit.
10. Your Rights
You have the right to access, update, or delete your personal information held by us. To exercise these rights, please contact us at enquiries@gaea.software.
11. Changes to This Privacy Policy
We may update this Policy from time to time. Any changes will be posted on this page, and your continued use of our Site indicates your acceptance of the updated Policy.
12. Contact Us
If you have any questions or concerns regarding this Policy, please contact us at:
Gaea Software Limited,
Finchley Park,
Emmet Hill Lane,
Laddingford,
Kent
ME18 6BG
Email: enquiries@gaea.software
Last Updated: 20th September 2023
