Privacy Policy

Effective Date:

September 22, 2023

Last Modified:

January 2, 2024

1. Who We Are

Our company name is Sollertis Limited, a limited company incorporated and registered in England and Wales with company number 08632372 and our registered office is 1st Floor South Papermakers House, 1 Rivenhall Rd, Westlea, Swindon, Wiltshire, England, SN5 7BD.

We are the data controller and are responsible for your personal data. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the contact details set out below.

Our contact email address is support@onebot.co.uk.

We respect your right to privacy and will only process personal information about you in accordance with applicable data protection laws. We comply with the UK Data Protection Act 2018. If any of these laws are replaced or superseded, we will also comply with that.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority 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. Changes to the privacy policy and your duty to inform us of changes

We keep this privacy and cookie policy under regular review and, if we make any changes to this notice, we will place an updated version on our website and, where appropriate, notify you by e-mail. Regularly reviewing this page ensures you are always aware of what personal information we collect, how we use it and under what circumstances, if any, we will share it with other parties.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

3. What we may collect

Personal data, or personal information, is 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 different kinds of personal data about you when you use our Website. Whenever we collect personal data about you, we must have a legal ground to do so. We will ensure that your personal data is processed lawfully, fairly, and transparently without adversely affecting your rights. The type of data we collect is as follows:

Type of data	Purpose/Activity	Lawful Basis
Identity and contact information of the customer and users	Customer contact details: – Name – Job title – Email address – Contact telephone number	We collect this information when you sign up as a customer of OneBot, on behalf of your organisation. This information allows us to set up you and your organisation with access to OneBot as a service. Our lawful basis for processing this data is to perform a contract with you. We process the names and email addresses of your internal company users. The OneBot system links directly with Microsoft Teams, and they are directly authenticated on the company network. This is to ensure that the users can gain access to the OneBot system. The identity of users contained within the organisation’s user database is within the organisation’s control. The organisation is responsible for obtaining consent of its users for processing their data in this way. Our lawful basis for processing this data is to perform a contract with you (i.e. to give your users access to OneBot). Where you purchase access to OneBot, we may enter into a data processing agreement with you, where you are the data controller and we are the data processor.
Internal company data	Includes whichever data you choose to integrate OneBot with, when linking associated systems.	It is the choice of the customer organisation as to which software systems that OneBot may integrate with. Such integration allows OneBot to aggregate this data into one place. OneBot never stores this data (only pulls it from these other systems), and Sollertis as a company does not have access to such underlying data. Only the data of individual users of the organisation that have consented to have their data pulled in this way will have their data integrated into the system and made visible (to themselves only).
Chat history	Transcripts between users and OneBot	Users of OneBot may use the system to request personal data relating to themselves only. Such personal data will be only be where pulled from other third party systems (as noted above), and personal data is not accessible to Sollertis as an organisation. We may keep transcripts of such chat requests. This is in our legitimate interest to ensure that our system is functioning efficiently, and that user queries are being dealt with appropriately. However, we do not have access to the data that may be reported back through the chat function (this is encrypted and not produced to us in a readable format).
Payment details	Card details provided where you purchase a subscription	When you make payments to us for OneBot, this payment is processed by our third-party payment provider. We do not have access to your payment details, and your payment is governed by their terms.
Cookies Data	Like many websites, we use “cookies” to enhance your experience and gather information about visitors and visits to our Website. Please refer to the “Do we use ‘cookies’?” section below for information about cookies and how we use them and what kind.	This information is necessary for us to perform our contract with you, i.e., to give you access to the service our Website provides. We also use this information to study how you use our Website, in order to improve and develop the services we provide, and better inform our marketing strategies.
Marketing and Communications Data	Includes your name, email address, residential address and telephone number, as well as preferences in receiving marketing from us and our third parties and your communication preferences.	This information is required for us to present relevant content, products and services to you, including our newsletter, subscription updates and blog posts. We will never contact you for any of the above reasons without you opting in (i.e. providing your consent), and you may unsubscribe from such communications at any time.
Analytics	Includes third-party analytics services (such as Google Analytics) to evaluate your use of the website, compile reports on activity, collect demographic data, analyse performance metrics, and collect and evaluate other information relating to the website and internet usage. These third parties use cookies and other technologies to help analyse and provide us the data. By accessing and using the website, you consent to the processing of data about you by these analytics providers in the manner and for the purposes set out in this Privacy Policy.	This information is necessary for our legitimate interest to present relevant content, products and services to you.

We may process your data for compliance with a regulatory requirement or legal obligation to which we are subject to. Your data will only be processed if processing the data to comply with such obligation is a reasonable and appropriate way of achieving compliance.

We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy.

4. Third Parties

We may share your data from time to time with third parties, such as contractors who require this information to provide the service to you. We may also share your details with the relevant authorities (including a court of law or the police) where requested to do so.

We will never sell your data to a third party, and we will never provide your data to a third party (other than an authority, as set out above), without your consent.

We will share your data with sub-processors, where this is necessary to perform the services as set out above. You can find our most up to date list of sub-processors here: http://onebot.co.uk/subprocessors.

5. Information on cookies

We use cookies in accordance with applicable law and regulation.

Cookies are small text files placed on your device when you visit our site and are used to make the user’s experience more efficient. We are able to store cookies on your computer where they are necessary for the operation of the site however, for non-essential cookies we need your permission.

We use cookies to distinguish users and to improve our Website. We analyse how you use our website, and we look at aggregate statistics about your usage, and how others use our Website. We collect certain information from these cookies, and this includes information about your IP address, your location when you access the Website, the date and time you access the Website, the language you use and the type of browser you use.

We do not track individual users or use cookies to identify individuals. We use cookies to recognise you and your preferences, improve our site’s performance and collect analytical information for ourselves and our business partners. Without the knowledge gained we would not be able to provide the service we do.

These are the types of cookies we use:

‘Session cookies’ allow us to track your actions during a single browsing session, but they do not remain on your device afterwards.
‘Persistent cookies’ remain on your device between sessions. We use them to authenticate you and to remember your preferences. We can also use them to balance the load on our servers and improve your experience on our Website.

Session and persistent cookies can be either first- or third-party cookies. A first party cookie is set by the Website being visited; a third-party cookie is set by a different website. Both types of cookies may be used by us or our business partners.

The third-party cookies we may use are:

Google Analytics – this is a web analytics service provided by Google, Inc. The cookies used by Google Analytics help us to analyse how users use our website and to count the number of people who use it. Google Analytics stores your IP address anonymously. Google does not associate your IP address with any personally identifiable information.
Social media retargeting (including Facebook, LinkedIn, and Instagram) – third party cookies may be placed on your browser from when you click on our social media adverts or on our Website. When you next browse the internet, the cookie triggers a retargeting advert.

All our cookies are categorised by the role they fulfil on our Website:

Strictly Necessary: these are essential to enable you to move around our Website and use features such as secure services. Without these cookies such services could not be provided;
Functionality: allow the website to remember your choices and to personal certain features. These cookies may be anonymised and cannot track your browsing activity on other websites; and
Performance: collect information as to how users use the Website. These cookies don’t collect information that identifies a visitor. The information collected is aggregated and used to improve our Website.
None of the cookies employed are classified as Behavioural Targeting.

We will always ask for your consent to use non-essential cookies. You are free to withhold consent to this, but it means that we might not be able to provide the full Website experience to you.

If at any time you wish to disable our cookies, you may do so through the settings on your browser, or whenever the pop-up appears on our Website (each time you access the Website).

6. How we store your personal data

We store all your personal data on servers within the United Kingdom, EEA or United States.

Where we transfer your data outside the EEA or the United Kingdom (primarily to the US for hosting purposes), we ensure that we have standard contractual clauses in place with these third parties before transferring data outside the EEA or the United Kingdom, and we conduct regular due diligence on those contractors to ensure that they comply with the General Data Protection Regulation (2016/679).

Data security is of great importance to us, and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure data collected through our Website. 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 will still be responsible for protection of your personal data, even where we have transferred it outside the EEA or the United Kingdom.

We regularly review our data retention obligations to ensure we are not retaining data for longer to fulfil the purposes we collected it for, including for the purposes of satisfying any legal accounting, or reporting requirements.

7. How we disclose your information

We may disclose your information in the following cases:

If we want to sell our business, or our company, we can disclose it to the potential buyer.
We can disclose it to other businesses in our group, as defined in the Companies Act 2006.
We can disclose it if we have a legal obligation to do so, or in order to protect other people’s property, safety or rights.
We can exchange information with others to protect against fraud or credit risks.

We may contract with third parties to supply services to you on our behalf. These include cloud services used to send emails and technology providers that assist in providing the communication to you.

8. Your legal rights

When you provide us with personal data, you have certain legal rights, and these include:

To request access to, deletion of or correction of your personal data held by us at no cost to you
To request that your personal data be transferred to another person (data portability)
To be informed of what data processing is taking place
To restrict processing
To object to processing of your personal data
To complain to a supervisory authority
Right to withdraw consent

If you wish to access, rectify, erase or transfer your personal data, please contact us at support@onebot.co.uk.

9. What happens when we link to other websites

This privacy policy only relates to our Website. We might have links on our Website to other websites, and these websites will have their own terms and conditions and privacy policies. You should check those privacy policies before providing your personal data to those websites.

Please note that our terms and conditions and our policies will not apply to other websites that you get to via a link from our Website. We have no control over how your data is collected, stored or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

10. Notice for California residents

If you are a California resident, California law may provide you with additional rights regarding your personal data.

The California Consumer Privacy Act of 2020 (“CCPA”) gives you the following rights.

Right to know about the personal information we collect and share.
The CCPA gives you the right to request that we disclose the specific pieces of personal information we have collected about you. Please see above for information on the data we collect on you, and how we process it. We do not sell your personal information.
Right of deletion. You have the right to request that we delete your personal information, subject to certain exceptions. If you wish to delete your personal data, please contact us at support@onebot.co.uk. Please note that we may require certain information from you in order to verify your identity before proceeding with your request.
Disclosures about your personal information. We collect the categories of personal information from you in connection with your use of our Website as described above.
Non-discrimination. We will not discriminate against you for exercising any of your CCPA rights.

11. The changes we may make to this policy

We can update this policy from time to time as laws change or as the Website changes. If we make material changes to the policy, and we need your consent to those changes, we will contact you by email to do so.

Changes to this policy

We change this policy from time to time. We will not reduce your rights under this policy without your explicit consent. We always indicate the date when the last changes were published . If changes are significant, we’ll provide a more prominent notice (including, for certain services, email notification of policy changes).

If you have any questions or complaints about this policy, please contact us. If you are a Customer, please reach out to your account manager who will be able to assist you.