Privacy policy

Last updated

1. Introduction

1.1 Who we are

Welcome to the SalusBridge Ltd privacy policy (the "Privacy Policy"). SalusBridge Ltd ("we", "us" or "our") is a company registered in England and Wales, company number 17241783. We are committed to protecting and respecting your privacy and your Personal Data in line with the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018 and other applicable UK laws.

This Privacy Policy explains how we collect, use and keep your data safe, and tells you about your privacy rights and how the law protects you.

The people whose data we may collect and use include:

  • customers;
  • suppliers;
  • business contacts;
  • website visitors, and people who contact us;

and anyone else we have a relationship with or may need to contact.

1.2 Your data controller

SalusBridge Ltd is the data controller for your Personal Data and is responsible for it. We are not required to appoint a data protection officer and have not chosen to appoint one at this time. Please send any questions about your data to hello@salusbridge.com.

You have the right to complain at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection (ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us first.

1.3 Data we handle on behalf of our customers

This Privacy Policy covers the Personal Data we are responsible for as a business. When our customers use the SalusBridge platform to manage their employees' absences, the customer is the data controller for their employees' information, and we process it on the customer's behalf under our contract with them. If you are an employee of one of our customers, your employer's own privacy notice explains how your information is used, and you should contact your employer with any questions about it.

2.1 Types of data

"Personal Data" 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, use, store and transfer the following kinds of Personal Data. Not every type will be collected from everyone.

  • Profile and Identity Data: your first name, last name, job title and organisation.
  • Contact Data: your email address, phone number and business address.
  • Marketing and Communications Data: your preferences about receiving marketing and other information from us, and our communications with you.
  • Billing Data: the name, billing contact and address we use to invoice you.
  • Financial Data: bank details, such as account number and sort code.
  • Transactional Data: details and records of payments made for our services.
  • Technical Data: your IP address, browser type and version, time zone setting and location, operating system and platform, and other technology on the devices you use to engage with us.
  • Customer Support Data: questions and requests you send us, feedback and survey responses.
  • Usage Data: information about how you use our website and services.

We also collect, use and share Aggregated Data, such as statistical information about how visitors use our website (for example, the number of visits, which pages are read most and how people found us) and overall figures on how our service is used (for example, how often particular features are used). We use this to improve our website and service. Aggregated Data may be derived from your Personal Data but is not Personal Data in law, because it does not directly or indirectly reveal your identity. If we combine Aggregated Data with your Personal Data so that it can identify you, we treat the combined data as Personal Data under this Privacy Policy.

We do not collect any Special Categories of Personal Data about you (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.

2.2 Our legal basis for using your data

The law allows us to collect and use Personal Data on several grounds. The main ones we rely on are:

  • Consent: where you have agreed to something specific, for example by opting in to a service.
  • Contractual obligations: where we need information to fulfil our contract with you and provide the service we have promised.
  • Legal compliance: where the law requires us to collect and process certain data, for example to prevent fraud or other illegal activity, or to keep financial records.
  • Legitimate interests: where the use can reasonably be expected as part of running our business and does not have a material impact on your rights, freedoms or interests, for example keeping a record of who to contact, or telling business contacts about our services.

3. How we use your Personal Data

3.1 Our data uses

We will only use your Personal Data when the law allows us to.

3.2 Marketing and content updates

We may send you marketing and new content communications, such as suggestions about services that may interest you, unless you tell us you would prefer not to receive them. You can opt out at any time (see section 4.4).

3.3 Change of purpose

We will only use your Personal Data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose. If you would like an explanation of how a new purpose is compatible with the original one, please contact us. If we need to use your Personal Data for an unrelated purpose, we will tell you and explain the legal basis that allows us to do so.

We may process your Personal Data without your knowledge or consent, in line with these rules, where this is required or permitted by law.

4. Your rights and how we protect you

4.1 Your legal rights

In certain circumstances you have the following rights under data protection law:

  • Right to be informed. You have the right to be told why we process your Personal Data, how long we keep it and who we share it with. This Privacy Policy provides that information.
  • Right of access. You can ask for a copy of the Personal Data we hold about you and check that we are processing it lawfully (a "subject access request"). See section 4.5.
  • Right to rectification. You can ask us to correct incomplete or inaccurate data we hold about you, though we may need to verify the new data you give us.
  • Right to erasure. You can ask us to delete your Personal Data where there is no good reason for us to keep processing it, where you have successfully objected to processing, where we may have processed it unlawfully, or where the law requires us to erase it. We may not always be able to comply for specific legal reasons, which we will explain at the time of your request.
  • Right to object. You can object to our processing of your Personal Data. This is not an absolute right and applies in certain circumstances, for example where we process your data for direct marketing, or where we rely on legitimate interests and something about your particular situation makes you object. In some cases we may continue if we can show compelling legitimate grounds that override your rights and freedoms.
  • Right to restrict processing. You can ask us to restrict or suspend the processing of your Personal Data in certain circumstances: if you want us to establish the data's accuracy; where our use is unlawful but you do not want us to erase it; where you need us to keep the data to establish, exercise or defend legal claims; or where you have objected and we need to check whether we have overriding legitimate grounds.
  • Right to data portability. You can ask us to transfer your Personal Data to you or to a third party in a structured, commonly used, machine-readable format. This applies only to automated information you originally consented to us using, or that we used to perform a contract with you.

To make a request under any of these rights, please contact us at hello@salusbridge.com.

4.2 Your account

Your account is protected by a password for your privacy and security. Please help prevent unauthorised access to your account and personal information by choosing and protecting your password carefully, limiting access to your computer or device, and signing out when you have finished. If you would like to close your account, please contact us.

4.3 How we protect your Personal Data

We are committed to keeping your data secure and protecting it from inappropriate disclosure. We use a range of security measures, including serving our website over a secure (HTTPS) connection; using established, reputable providers for our email, customer records and website hosting; requiring two-step verification to sign in to our business systems; limiting access to Personal Data to the people who need it for their work; and keeping the devices we use password-protected and up to date.

Personal Data we collect is accessible only to a limited number of people who need it for their work and are bound by confidentiality obligations. Where we use service providers to store your data, we do not give up control of it or expose it to security risks that would not have arisen had it stayed with us.

Unfortunately, no transmission of data over the internet is completely secure, and it may be possible for third parties to intercept or access transmissions unlawfully. While we work hard to protect your Personal Data, we cannot guarantee the security of data you send to us, and any transmission is at your own risk. If you believe your interaction with us is no longer secure, please contact us.

4.4 Opting out of marketing

You can ask us to stop sending you marketing messages at any time by replying to any email or writing to hello@salusbridge.com. If you opt out, we will still keep other Personal Data you have given us through your dealings with us that are not about your marketing preferences.

4.5 Requesting your data

You will not have to pay a fee to access your Personal Data or to exercise any of your other rights. However, we may refuse a request that is clearly unfounded.

We may need to ask you for specific information to confirm your identity and your right to access the data. This security measure makes sure Personal Data is not disclosed to anyone who has no right to receive it. We may also contact you for further information to help us respond more quickly.

5. Your data and third parties

5.1 Sharing your data

We may share non-personal data with third parties. We may share your Personal Data with service providers who act on our behalf, such as our IT, email, customer records and website hosting providers, and with professional advisers such as accountants and lawyers. They are bound by confidentiality obligations to use it only for the purposes for which we share it and in line with our instructions.

We may also share Personal Data with interested parties if we anticipate a change in control or the acquisition of all or part of our business or assets, or in connection with the licensing of our technology. If SalusBridge Ltd is sold or makes a sale or transfer, we may transfer your Personal Data to a third party as part of that transaction. After such a transfer, the acquiring organisation's privacy policy may govern the further use of your Personal Data. In all other situations your data will remain protected under this Privacy Policy.

We may share your Personal Data at any time if required for legal reasons or to enforce our terms or this Privacy Policy.

5.2 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.

6. How long we keep your data

We keep your Personal Data only for as long as reasonably necessary to fulfil the purposes we collected it for. We keep financial records, such as invoices and payment records, for six years for tax purposes. We may keep Personal Data for longer if there is a complaint or if we reasonably believe there is a prospect of legal proceedings relating to our relationship with you.

7. Age limit

Our services are for people aged 18 or over. This website is not intended for children and we do not knowingly collect data relating to children.

8. International transfers

Some of our service providers may store or process Personal Data outside the UK. Where they do, we make sure the data is protected, either because the country has been recognised by the UK as providing adequate protection, or through appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

9. Changes to this policy

We keep this Privacy Policy under review and will publish any updates on this page, with a new date at the top.