Privacy Notice

Welcome to Delib's Privacy Notice

At Delib, we take your privacy seriously and we are committed to protecting your personal information. We ask that you read this Privacy Notice carefully as it will help you to understand what personal information we collect and process.

This Privacy Notice together with our cookies information apply to your use of this website and by continuing to use the website, you will be consenting and agreeing to each of these terms.

This Privacy Notice was last updated on 3rd July 2020.

Who we are

Delib is the data controller and responsible for ensuring that the personal information you submit when interacting with us is collected, processed, secured and retained in accordance with applicable data protection laws.

Delib is made up of different legal entities, so when we say "we", "us", "our" or "Group" in this Notice, we are referring to the relevant company in the Group responsible for processing your personal information. Our Group companies are:

• Delib Limited, Co. #05158056, Registered at Orchard Street Business Centre, 13-14 Orchard Street, Bristol, BS1 5EH
• Delib Australia Pty Ltd, ABN 98 156 313 174

Who this Privacy Notice applies to

This Privacy Notice applies to all countries throughout our global operation and to anyone whose personal information we process during their course of business with us.

Changes to the Privacy Notice and your duty to inform us of changes

We may change this Privacy Notice from time to time. The most recent version of this Privacy Notice that will apply to our processing of your personal information will be found here.

It is also important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes and you want us to continue being in contact with you.

Our legal basis for processing your information

We will typically collect your information directly from you when you interact with us and will process your information for a variety of reasons, including because:

• it is necessary for the performance of our contract with you (or the organisation you work for or with) or to take steps to enter into a contract with you (or the organisation you work for or with);
• in order to comply with our legal obligations; and
• it is in our legitimate interests for the provision of services to you so that we can offer better products and improve our services and delivery

Where do we collect information from

By "information" we mean the personal information about you that we collect, use, share and store. The information we hold will vary according to the relationship you have with us and what you (or those acting on your behalf) have provided us. For example by doing any of the following:

• registering or enquiring about a product demo or event
• contacting us by telephone, email or letter to ask something
• communicating via online channels (for example, social media)
• sign up for our email alerts or marketing communications
• joining us as a customer - the information you give us will be used so we can provide the service to you

This information may include:

• basic personal and contact details such as your name, address, email address and landline and/or mobile telephone numbers
• your organisation's address
• professional information such as job title and/or type of role, professional qualifications or industry; and
• other unique identifier or related information

Information we collect through use of our website

We collect information on this site to assess how our website is used, this includes information such as: internet protocol (IP) address (which is used to connect your computer to the internet), 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.

We may use this information to assess if our marketing is effective, to calculate the percentage of users accessing a particular page or specific website feature and to analyse how we can improve our website functionality, products and services, customer relationships and website use experiences. This helps us to develop our business and inform our marketing strategy.

You can find our cookies information here.

This Privacy Notice does not apply to any links to and from other third party websites.

Information provided by third parties

Occasionally we may receive information from other sources (such as our suppliers, customers, or other companies/organisations), which we will add to the information we already hold about you in order to help us operate our business effectively.

We also collect information from other sources, including business directories and other commercially and publicly available sources.

Information you provide us about other individuals

If you give us information on behalf of someone else, you confirm that the other person has appointed you to act on their behalf and has agreed that you:

• can transfer their personal information and give consent on their behalf to the processing of their personal data;
• receive on their behalf any data protection notices;
• give consent to the transfer of their personal data globally in line with local data protection legislation; and
• give consent to the processing of their sensitive personal data (if applicable).

Communicating over the internet

We know many people use a range of online sources such as websites, social media and information sharing platforms to communicate with us.

We may use and share information to help tailor and improve our products, services and communicate with you effectively. Where we use or share information via these sources, we will respect any permissions you have set about how you would like your personal information to be used.

Information sharing

We will treat the information we hold as confidential and will only share it with the following who are also required to keep the information confidential, safe and secure:

• other staff members within our Group, to the extent that there is a legitimate interest in doing so to support our business aims
• our agents and service providers, to the extent that they require access to the information in order to provide goods/services to us, in which case they will be obligated to process personal information in accordance with the requirements prescribed by data protection law
• anyone else with your explicit permission

We may also disclose your information in circumstances which we believe, in good faith, that the disclosure is:

• required by law
• to protect the safety of our employees, the public or Delib property
• required to comply with a judicial proceeding, court order or legal process; or
• in the event of a third party purchaser of a merger, asset sale or other related transaction; or
• for the prevention or detection of crime (including fraud)

Governing law for the operation of Delib's website and International transfers

Our website is governed and operated in accordance with the laws of the United Kingdom ('UK'), while designed to be compatible with the laws of the countries in which we operate. Our Australian subsidiary (Delib Australia Pty Ltd) will comply with the Australian Privacy Act.

For individuals residing in a member state of the European Economic Area ('EEA') we try to limit where possible the transfer of personal information outside the UK/EEA. Where it is necessary for your information to be transferred, for example when we may use cloud services from suppliers outside the UK/EEA, we will take all steps reasonably necessary to ensure that your information is treated securely and in a manner that is consistent with how your information will be protected by us. This can be done in a number of different ways prior to the transfer for instance:

• the country that we send the information to might be approved by the European Commission and is recognised as having adequate protection for the transfer of personal information
• there is a signed contract between Delib and the recipient of the information obliging them to comply with all applicable data protection legislation to protect your information
• in other circumstances the law may permit us to otherwise transfer your information outside the UK/EEA.

For individuals residing outside of the EEA, we operate in line with the European Union General Data Protection Regulations (GDPR). We will therefore take all steps reasonably necessary to ensure that your information is treated securely and in a way that respects your privacy.

How we keep your information secure

We have put in place and maintain technical and organisational security measures to protect your information from unauthorised access or damage to, or disclosure or loss of, your information.

You acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any information that is transferred from you or to you via the internet.

If you have any particular concerns about your information, please contact our Data Protection Officer.

How long we keep your information for

Typically we keep your personal information for as long as we need to for the services, products or information you have requested and to administer your business relationship with us, or (if longer) for any period for which we are required to keep personal information to comply with our legal, accounting and regulatory requirements.

Your legal rights in relation to your information

Where processing takes place in the UK or EEA, or you are a resident of the UK or EEA, subject to certain legal conditions, under data protection laws you have the right to request:

• whether or not we hold information about you. And if we do, what the information is, how it is processed, why we're holding it, who we share it with and how long we keep it for
• a copy of any information we hold about you
• any inaccurate or out of date information is corrected
• that some of your information you provided is returned to you in a machine-readable format

You can also:

• raise an objection about how your information is processed
• request that your information is erased
• ask that the processing of your information is restricted in certain circumstances
• object to any decisions that have affected your significantly, if you consider such decisions to have been made based on automated decision making and profiling without any meaningful human input

If you have given us your consent for the processing of your personal information, you can withdraw your consent to our processing of your personal information (including any direct marketing).

Before responding to a request in connection with any of the above, we will need to ask for additional information that is necessary and proportionate to verify that the request comes from the individual to whom the personal information relates or an authorised representative.

Any personal information we collect in connection with such verification will be used only for the purposes of responding to the request. Once we have verified your identity, we will respond within one month of receipt of your request.

Contact our Data Protection Officer

Our Data Protection Officer (DPO) provides help and guidance to make sure we apply the best standards to protect your personal information and comply with our responsibilities for data protection.

We hope you'll find all the answers here, but you can contact our DPO to discuss how we hold and use your personal information and how to exercise your data protection rights.

European Union representative

We value your privacy and your rights as a data subject and have therefore appointed Prighter Group with its local partners as our privacy representative and your point of contact for the following regions:

• European Union (EU)

Prighter gives you an easy way to exercise your privacy-related rights (e.g. requests to access or erase personal data). If you want to contact us via our representative, Prighter or make use of your data subject rights, please visit the following website: https://prighter.com/q/12905350279

How to make a data protection complaint

If you have a concern or complaint about the way in which we handle your personal information, we ask that you contact us/our DPO using the contact details above, in the first instance to allow us to investigate and resolve the matter as appropriate.

If you remain dissatisfied or think your data protection rights have not been respected, you can make a complaint directly to your national data protection supervisory authority which will investigate your complaint and give you a decision.

If you are not in the UK and have a complaint, you may wish to contact the relevant supervisory authority in your own country.