Privacy Notice

1. What personal data do we process?

a. Website submissions: If you send us a query via our website, we will collect basic business-related contact information (such as name, email, company name, telephone number) and any other information you provide, including any question or context you provide for your request.

b. ScotPlanet clients: When you become a ScotPlanet client, in addition to the contact data mentioned above, we may also collect information relating to our business relationship. This may include email correspondence with you or other members of your company, policies and procedures created for your business that may include you as the point of contact for your business, etc. It may also include billing information and other business-related information.

c. Events, blogs and newsletters: When you sign up to an event, respond to a blog post or sign up to receive a newsletter or any other publication from us, we will collect your contact details and other basic information such as your name, role and company name.

d. Job application: If you apply for a job at ScotPlanet, we will collect your CV, contact details and any other information we may request or that you may choose to share with us, such as recommendations from previous managers or evaluations you may complete as part of your candidacy.

e. Payment and purchase information: If you purchase any goods or services from us using a payment card – typically, the payment card information is provided directly by users into the PCI/DSS-compliant payment processing service to which ScotPlanet subscribes, and ScotPlanet does not, itself, process or store the card information.
Please note that you are not legally required to provide us with your personal data. However, if you do not do so, we may not be able to provide you with our services.

2. What’s the purpose of processing your personal data?

We process your personal data in order to enter into a contract with you or your company as a client, in order to perform that contract, in order to evaluate you for a job at ScotPlanet, in order to process any payments you make to us, or in order to send you materials you have signed up to receive. You can cancel your subscription to the latter at any time.

If you reside in a country where consent is the only or most appropriate lawful basis for processing personal data (e.g. Israel), your browsing of our website or continued use of our services indicate your consent to the processing of your Personal Data as detailed in this Privacy Notice.

3. When and how do we share your personal data?

a. We use third party data processors who provide different services to us and we share personal data with them. We have Data Processor Agreements in place with these data processors, which means that they cannot do anything with your personal data unless we have instructed them to do it. They will not share your personal information with any organisation apart from us, or who have been approved by us. They will hold your personal data securely and retain it for the period we instruct. The main processor we use is Google Workspace for email communication and as our document management systems.

b. If the law or a public authority says we must share the personal data with them, we will comply with a legal order and do so.

c. If we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk), we may do so.

4. Where do we store your personal data?

ScotPlanet is an Israeli company, so your personal data will be stored in, and accessed from, Israel. Israel has been recognized as “adequate” by the European Union, which means it has been found as affording a similar level of protection as if the personal data remained in the EU. It will also be stored by our service providers in the US (e.g. Google).

5. How long do we retain your personal data?

We will retain your personal data for as long as is necessary in order to fulfil the purpose for which it was provided. For example, we will retain it as long as you are a ScotPlanet client and, unless otherwise required by law, your personal data will be stored for a period of 7 years after our contract with you expires. If you are a potential client who has corresponded with us, we will delete your personal data 3 years after our last contact with you. In all other cases we will work to ensure your personal data is not kept for longer than is necessary.

6. Your rights in relation to your personal data

Various privacy laws provide you rights in relation to your personal rights. If you wish to confirm that ScotPlanet is processing your personal data, or to have access to the personal data ScotPlanet may process about you, please contact us at hi@scotplanet.com
You may also have a right to correct (rectify) the record of your personal data maintained by ScotPlanet if it is inaccurate. Under certain conditions and subject to certain exceptions, you may request that we erase your personal data or cease processing it. In many countries, you also have a right to lodge a complaint with the appropriate data protection authority if you have concerns about how ScotPlanet processes your personal data. To find your local authority you can visit the IAPP’s global privacy directory.

7. How do we secure your personal data?

Data security is of great importance us, and in order to protect your personal data we have put in place suitable physical, electronic and managerial procedures to safeguards. Some security measures we take to protect your information include:

a. Limiting access to our buildings to those who are entitled to be there;

b. Implementing access controls to our information technology; and

c. Using appropriate procedures and technical security measures to safeguard your information across all our computer systems, website and offices.

8. Updates to this notice

We recognize that information privacy is an ongoing responsibility, and so we will from time to time update this Privacy Notice as we undertake new personal data practices or adopt new privacy policies. When we update this Privacy Notice, your continued browsing on our website or use of our services will indicate your acceptance of the updated terms.

9. Contacting Us

If you would like to exercise one of your rights as set out above, or you have a question or a complaint about this notice, or the way your personal data is processed, please contact us by sending an email to hi@scotplanet.com

Thank you for taking the time to read our Privacy Notice.

Last Updated: 22nd September 2024