To provide a better quality for service and to be able to process certain requests, we use some third party software to do this. Each of these companies are GDPR compliant.
We input the data to these pieces of software. Your details are held securely and are never used by the 3rd party.
These pieces of software are:
Zoho CRM – Used to keep customer records, provide quotes and marketing activities where you have given your permission. View their GDPR statement here. We store this data for a maximum of 6 years. This data is stored in the EU.
Quickbooks Online – Used to produce invoices to allow you to make payment. View their GDPR statement here. We store this data for a maximum of 6 years. This data is stored in the US.
Crisp Chat – Used to provide a live chat/messaging system. View their GDPR statement here. We collect your IP address and, if you sign up for our website, your email address is also captured. This data is stored for 3 months and is stored in the EU.
FrontApp – Used to send and receive email messages. We are awaiting the GDPR statement from this provider. This data will include your email address and any emails that you send us. We store this information for 6 years and this is stored in the US.
Office 365/Outlook – Used to send and receive emails and manage booking calendars. Office 365 are currently working on their GDPR statement. This data will include your email address and any emails that you send us. We store this information for 6 years and this is stored in the US.
Matomo – Used to track website visits. You can opt out of the cookie that tracks this under the personal details page above. We use your IP address to help track your visit; however, part of this is masked. So, if your IP address is 123.456.8.1, we only ever see 123.456.x.x. We store these details for 3 months before they are deleted. This data is stored in the UK.
ManageWP – Used to create backups of our website. This ensures business continuity in the event something goes wrong. All data collected and contained via this website is backed up daily and stored in encrypted files in EU data centres.
CloudFlare – Used to provide increased performance and security (i.e. firewall) to our website. No personal data is stored with CloudFlare. CloudFlare will capture your IP address to determine your location in order to serve files from a data centre close to you.
Zoho WorkDrive – All of our files are stored on our Google Drive. This includes proposals, invoices and any other documents. These files are protected by Google security as well as our own passwords. None of our files are made available for public view.
Advanced Collection Solutions – An external company used for the purpose of debt recovery where an invoice has become severely overdue. Details that are used to produce an invoice along with client name, telephone number, email address and mailing address will be passed over to ACS. Our booking terms and conditions and letters of engagement include the consent for this data to be transferred.
Lambert Chapman LLP – An external company who looks after our accounts. Lambert Chapman have access to Quickbooks online and therefore access to the information displayed above.