Privacy Policy

PRIVACY POLICY

At Your Clouds Software Limited, we value your privacy and are committed to protecting your personal information and also providing the best possible experience while using our software/apps. Please read this policy carefully to understand our practices in relation to your privacy.

This Privacy Policy details how we collect, use, and disclose the personal and non-personal data we collect from and about you when you access or use our online and/or mobile websites, applications, services, and software, or that we obtain from third parties for and on your behalf, with your informed consent.

This privacy policy applies between you, the user of our applications, and Your Clouds Software Limited, the owner and provider of this software/apps.

Definitions and interpretation

In this privacy policy, the following definitions are used:

Data	Collectively all information that you submit or we collect while using our applications. This definition incorporates, where applicable, the definitions provided in the data protection laws.
Data Protection Laws	Any applicable law relating to the processing of personal data, including but not limited to GDPR, and any national implementing and supplementary laws, regulations and secondary legislation.
GDPR	The UK General Data Protection Regulation
We/Us/Your Clouds Software Limited	Your Clouds Software Limited, a company incorporated in England and Wales with registered number 15651183 whose registered office is at: Seighford Hall, Clanford RD, Staffordshire, ST18 9NL
UK and EU Cookie Law	The privacy and electronic communications (EC Directive) regulations 2003 as amended by the Privacy and Electronic Communications (EC Directive) (amendment) Regulations 2011 & the Privacy and Electronic Communications (EC Directive) (amendment) Regulations 2018
User or you	Any party that accesses/uses our application and is not either (1) employed by Your Clouds Software Limited and acting in the course of their employment or (2) engaged as a consultant or otherwise providing services to Your Clouds Software Limited and accessing the application in connection with the provision of such services
The Application/ Application/ Applications	The application you are currently accessing/considering accessing. The term ‘application’, and variations noted.

In this privacy policy, unless the context requires a different interpretation:
The singular includes the plural and vice versa
References to sub-clauses, clauses, schedules, or appendices are sub-clauses, clauses, schedules, or appendices of this privacy policy
A reference to a person includes firms, companies, government entities, trusts and partnerships
‘including’ is understood to mean ‘including without limitations’
Reference to any any statutory provision includes any modification or amendment of it
The headings and sub-headings do not form part of this privacy policy

Scope of this privacy policy

This privacy policy only applies to the actions of Your Clouds Software Limited and Users with respect to this application.
For purposes of the applicable data protection laws, Your Clouds Software Limited is the ‘data controller’ and may also act as a ‘Data Processor’. This means that Your Clouds Software Limited determines the purpose for which, and the manner in which, your data is processed.

Data Collected

Your Clouds Software Limited will only collect information relating to the user that is necessary for the software/app to fulfil its prescribed function. The information we may collect as part of this therefore varies depending on the software/app you are accessing. The below lists details all data collected, as well as software/app specific data:
1. Your Role – recruitment and onboarding software/app:

Data Collected	How we use it and the purpose for collecting it:
Personal/contact information	Used to maintain communication with candidates through the recruitment and onboarding process. With your consent, we will also use this information to contact you in relation to roles you may be interested in/suitable for.
Education and Professional Qualifications Data	Used to determine an individuals suitability for specific roles. Depending on role type, this is also collected to ensure compliance with relevant applicable laws.
Employment Information	Used to determine an individuals suitability for specific roles. This includes collecting references from third party organisations (previous employers), with your informed consent. Depending on role type, this is also collected to ensure compliance with relevant applicable laws.
Collection of ID & Address Documents	Used to determine an individuals suitability for specific roles. Depending on role type, this is also collected to ensure compliance with relevant applicable laws.
Work Eligibility Stautus	Used to determine an individuals right to work within the UK
Financial Information	Collected as part of recruitment onboarding process to enable payment to individuals.
Demographic Data	Data such racial/ethnic origin and disability status may be collected, with explicit consent by the individual on a voluntary basis, to allow monitoring of equal opportunities. In some limited circumstances, data in this category may also be collected to ensure suitability with a role.
Special Category Data	Data such as criminal convictions may be collected to undertake robust background checks, where the law allows.

Visitor – visitor management software/app:

Data Collected	How we use it and the purpose for collecting it:
Name	Used to register your visit at the location your visiting. This allows companies to keep robust records.
Organisation details	Used to register your visit at the location your visiting. This allows companies to keep robust records.
Contact details	Used to register your visit at the location your visiting. This allows companies to keep robust records.
Photograph	Used to confirm visitor was in-person at the location at the time of sign-in. Photographic images collected through the application are solely for this purpose and nothing else. This is strictly limited to the capturing of an image and no biometric data, or other facial data, is collected or processed.
Location Data	Location data is confirmed when a user signs-in through the QR code. This confirms the user is at the location they’re signing in too.

This is completed in accordance with this privacy policy.

How we collect data

We collect data in the following way/s:
Performance & monitoring data is collected automatically through the application.
All other data is provided, with informed consent, by the user of the various software/applications.

Device Permissions:

The following table details the access permissions our applications/software requests while using our products:

Permission	Function
Location	Used to provide real-time and background access to geo-locked functions (such as signing in at a specific site).
Camera	Enables users to take photos/videos and upload them (such as uploading a picture of proof of address).
Microphone	Enables users to record and upload verbal responses (such as responding to questions).
Photo’s/media storage	Used to read/write files. Enables users to upload pre-captured photos and upload them as required (such as uploading proof of ID).
Contacts/Calendar	Accessed for the purposes of scheduling or social features (such as invites to interviews).
Notifications	Used to provide users with real-time informative updates (such as any progress made with an application).
Biometrics	Accessed to allow device security settings to manage software/app security, removing the need for frequent sign-in.
Speech Recognition	Enables users to interact with the software/application verbally (such as using the AI chat to complete responses).
Tracking	Accessed to allow Your Clouds software to better understand user behaviour/interactions and tailor software/app experience to user profile.
System	Used to allow Your Clouds Software to manage software/application settings and ensure users gain the optimal experience (such as battery optimisation).

In each case, we do not use device access permissions for any purpose other than providing functionality within the app, or as laid out within this privacy policy. You can revoke these permissions at any time through your device's settings menu.

Our use of data

Any or all use of the above data may be required by us from time to time in order to provide you with the best possible service and experience when using our software/applications. Specifically, data may be used by us for the following reasons:
Internal record keeping
Analytical data used to improve the user experience of the application.

Companies utilising our software/applications may use data collected/processed by us for different purposes. To understand how they may use your data differently, please refer to their individual privacy policies.

In each case, all our activity is undertaken in accordance with this privacy policy

Who we share data with

We may share data with the following groups of people for the following reasons:
Third Party organisations who individuals apply for career opportunities with. Such disclosures are strictly limited between Your Role affiliated entities for the purpose of recruitment and onboarding. We will not share and/or sell your data to any third-party companies you have not specifically engaged with.
Third party organisations providing critical data processing functions that enable our software/applications to work, such as ‘Fetchify’ who enable postcode searching to be embedded. Excluding the entities listed within the ‘International Data Transfers’ section below, all third parties are periodically reviewed to ensure any data processing activity is undertaken within the UK or EEA, in-line with UK-GDPR legislation.
Third party organisations providing critical data hosting functions that enable our software/applications to work, such as ‘AWS’ who provide cloud-hosting services. Excluding the entities listed within the ‘International Data Transfers’ section below, all third parties are periodically reviewed to ensure any data storage activity is undertaken within the UK or EEA, in-line with UK-GDPR legislation.
Our employees, agents and/or professional advisors – to provide users with important updates and developments in relation to the application.
Your Clouds Software Limited may opt to utilise a third-party analytical platform provider to monitor and feedback on the experiences of users.

In each case, in accordance with this privacy policy.

International Data Transfers

We use carefully selected third party providers outside of the UK/EEA to process some of the data used within the Your Clouds Software/Applications. These are:
1. Postmark - We use Postmark (ActiveCampaign, LLC) to send transactional emails. Postmark processes data on our behalf in the United States. To ensure an adequate level of protection, our terms of service with Postmark contain a Data Processing Addendum that includes the European Commission’s Standard Contractual Clauses (SCCs) for transfers of personal data outside the EEA. Therefore, ensuring that your data receives an equivalent level of protection. For more information on Postmarks Data Processing Addendum, please visit: https://postmarkapp.com/dpa

Your Clouds Software takes cross border data transfer seriously and will only use selected partners who provide robust assurances in relation to data security and privacy.

Cookies

Cookies are text files containing small amounts of information which are downloaded to your personal computer, mobile or other device when you visit a website or use an app. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user's device and do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improving the user experience.

Cookies are stored for differing amounts of time, depending on type:

Persistent cookies - these cookies remain on a user's device for the period specified in the cookie. They are activated each time that the user visits the website that created that particular cookie.
Session cookies - these cookies allow website operators to link the actions of a user during a browser session. A browser session starts when a user opens the browser window and finishes when they close the browser window. Session cookies are created temporarily. Once you close the browser, all session cookies are deleted.
The different types of cookies used within our software are:
Strictly necessary cookies - These cookies enable services you have specifically asked for. These cookies are essential in order to enable you to move around the Application and use its features, such as accessing secure areas.
Performance cookies - These cookies collect anonymous information on the pages visited. By consenting to our cookies through the pop-up banner, you agree that we can place these types of cookies on your device. These cookies collect information about how visitors use the Website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don't collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how the Website works.
Functionality cookies - These cookies allow the Website to remember choices you make (such as your username, language or the region you are in) and provide enhanced, more personal features. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.

The cookies used varies depending on the Your Clouds software/application being accessed. The specific cookies utilised are:

Your Role – recruitment and onboarding software/app:

Name	Purpose
_yc_session	Used to maintain sessions across web requests.
cookie_preference	Used to store cookie preferences.
remember_applicant_token	Used to maintain long-term sign-in persistence for applicants who select “Remember me.” Does not apply to applicants with OTP enabled or those who sign in using OAUTH such as Facebook.

Visitor – visitor management software/app:

Name	Purpose
_yc_session	Used to maintain sessions across web requests.
CraftSessionId	Used to maintain sessions across web requests.
cookie_preference	Used to store cookie preferences.
Visitor_device_id	Used to store visitor sign-in device assignment
CRAFT_CSRF_TOKEN	Used to provide protection against Cross-Site Request Forgery attacks (CSRF) whenever a form is used.

Keeping data secure

We implement appropriate technical and organisational measures, including:
1. Encrypting your data when in transit or at rest
2. Utilising Role Based Access Control (RBAC)
3. Enabling Multi-Factor Authentication (MFA)
4. Audit monitoring and logging
5. Conducting regular security testing
If you want detailed information from ‘Get Safe Online’ on how to protect your information and your computers/devices against fraud, identity theft, viruses and other online problems, please visit www.getsafeonline.org.

Data retention

Unless a longer retention period is required or permitted by law, we will only hold your data on our system for the period necessary to fulfil the purposes outlined in this privacy policy.
Even if we delete your data, it may persist on backup or archival media for legal, tax or regulatory purposes.

Your rights

You have the following rights in relation to data:
Right to access – the right to request (1) copies of information we hold about you at any time, or (2) that we modify, update or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is manifestly unfounded or excessive. Where we are legally permitted to do so, we may refuse your request. Where we refuse, we will tell you the reason why.
Right to correct – the right to have your data rectified if inaccurate or incomplete
Right to erase – the right to request that we delete or remove your data from our system/s
To make enquiries, exercise any of your rights, or withdraw your consent to the processing of your data, please contact us via info@yourclouds.co.uk
If you are not satisfied with the way a complaint you make in relation to your data is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK this is the Information Commissioners Office (ICO).

Changes of business ownership and control

Your Clouds Software Limited may, from time to time, expand or reduce our business and this may involve the sale and/or transfer of control of all or part of Your Clouds Software Limited. Data provided by users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use the data for purposes which it was initially supplied to us.
We may also disclose data to a prospective purchaser of our business or any part of it.

General

You may not transfer any of your rights under this privacy policy to any other person. We may transfer our rights under this privacy policy where we reasonably believe your rights will not be affected.
If any court or competent authority finds that any provision of this policy (or part of it) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted and the validity and enforceability of the other provisions of this privacy policy will not be affected.
Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.
This agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the agreement will be subject to the exclusive jurisdiction of English and Welsh courts.

Changes to this Privacy Policy

Your Clouds Software Limited reserves the right to change this privacy policy as we deem necessary from time to time or as may be required by law. We will notify users of any changes via our website or other appropriate means. By continuing to access the software/application upon any changes being made, you agree to the revised Privacy Policy.