Privacy policy

COPYIN PRIVACY STATEMENT

 

COPYIN LIMITED, a company incorporated and registered in England and Wales with company number 09283037, whose registered office is at 58-64 City Road, London. EC1Y 2AL have created this privacy statement (‘Copyin Privacy Statement’) in order to demonstrate our firm commitment to the privacy of the details that You provide to us when using the Copyin Platform application at www.copyin.com to access the Copyin Services. 

We are committed to protecting and respecting your privacy. For the purpose of the Data Protection Act 1998/EU data protection regulation 2016/679, Copyin Limited is a Data Controller (ICO registration number: ZA201398).

In this Copyin Privacy Statement, references to ‘You’, ‘Your’ and ‘Copyin Member’ are references to the Copyin Member (or an unregistered Copyin Visitor as applicable). When You use the Copyin Platform to access the Copyin Services, You are consenting to the practices set forth in this Copyin Privacy Statement. 

We aim to be as clear as possible in this Copyin Privacy Statement in respect of Your Personal Data. This Copyin Privacy Statement applies inter alia to Your Personal Data that We collect about You when You use the Copyin Platform, how and when it is used, how We protect it and who has access to it. This Copyin Privacy Statement incorporates the Copyin Cookie Policy and the Copyin Platform Terms of Use by this reference (together the ‘Licence’).

  1. YOUR ACCEPTANCE OF THIS COPYIN PRIVACY STATEMENT

    This Copyin Privacy Statement governs Your use of the Copyin Services, including any dispute concerning privacy. By using the Copyin Services, You accept this Copyin Privacy Statement in full. You should read this carefully and ensure that You understand its effect before proceeding to use the Copyin Platform to access the Copyin Services. We reserve the right to make reasonable modifications to this Copyin Privacy Statement at any time with or without notice to You by posting the changes on this page or notice will be provided to You when You next log on to the Copyin Platform. You may be required to accept any new or amended terms. Your continued use of any portion of the Copyin Platform following the posting of the updated Copyin Privacy Statement will constitute Your acceptance of the changes.

  2. WHAT INFORMATION IS COLLECTED & HOW?
    1. PERSONAL DATA 
      1. The Copyin Platform asks You to provide various types of Personal Data to enhance the quality of the Copyin Services We can provide to You and the more accurate the information You provide, the better We are able to respond to Your requirements. 
      2. Where You input information in to the Copyin Platform (which includes Personal Data) about a person other than yourself, You warrant and represent to Copyin that You have their consent to the processing and use of that data. 
      3. Copyin reserves the right to remove any Copyin Member Generated Content (‘CMGC’) You post on the Copyin Platform if in our sole opinion, such content does not comply with our Copyin Platform Terms of Use.  
      4. Each Copyin Member will be able to see a Copyin Member’s Profile Information and any CMGC contributed to Copyin Group discussions. The following types of Personal Data input by You will be visible to all Copyin Members including but not limited to: name, email and picture. Types of Sensitive Personal Data that may possibly be shared on the Copyin Platform as a consequence of using it may consist of racial or ethnic origin, political opinion, religious or other beliefs of a similar nature, trade-union membership, physical or mental health or condition, sex life, the commission or alleged commission by them of any offence, any proceedings for any offence committed or alleged to have been committed by them and the disposal of such proceedings or the sentence of any court in such proceedings.
      5. Personal Data and Sensitive Personal Data are defined in accordance with the Data Protection Act 1998/ EU data protection regulation 2016/679. In this Copyin Privacy Statement, Personal Data shall include the meaning of Sensitive Personal Data. 
    2. COPYIN MEMBER PERSONAL DATA 
      1. As part of the process of using the Copyin Platform to access the Copyin Services, We collect Your Personal Data (and other CMGC) in various ways:
        1. where You are a Copyin Customer,
        2. where You are a Copyin Administrator,
        3. where You are a Copyin End User
        4. Through Your use of the Copyin Platform, We use cookies and other technologies to collect information about Your usage. To learn more, please see our Copyin Cookie Policy.

        The following table sets out the details pertaining to 2.6 (a) – (c) inclusive:

      Type of Copyin Member 

      Personal Data inputted by You about You 

      Personal Data inputted by You in the Role about another Copyin Member

      Copyin  Customer

      		Mandatory
      Email
      Name  

      Optional
      Profile Picture
      Short personal description
      Link to personal website
      Link to facebook/linkedin/twitter
      Bank card details 

      N/A
      Copyin Administrator Mandatory
      Email
      Name

      Optional:
      Profile Picture
      Short personal description
      Link to personal website
      Link to facebook/linkedin/twitter

      		Mandatory:

      Upon sending a Copyin Invite:
      - Email (of Copyin End User or potential Copyin Administrator or Copyin End User)


      Optional:

      Upon receiving a Copyin Invite:
      - Name

      (either of the above can be changed) 
      Copyin End User Mandatory:
      Email
      Name

      Optional:
      Profile Picture
      Short personal description
      Link to personal website
      Link to facebook/linkedin/twitter

      N/A

       


      1. As part of the process of using the Copyin Platform to access the Copyin Services, We may also collect the following types of Personal Data about You (as applicable):
        • Your visits to the Copyin Platform and the Copyin Content that You download;
        • Information about Your computer (including Your IP address, geographical location, browser type and version, operating system, referred source, length of visit, page views and Copyin Platform navigation); 
        • Any other information that You choose to send to us, including any request for further services, general correspondence, and reports of a problem with the Copyin Platform or the Copyin Services.
      2. Copyin agrees that it will adhere to all Data Protection Law and will take appropriate technical and organisational security measures against the unauthorised or unlawful processing of Personal Data and against accidental loss or destruction of, or damage to Personal Data. 
      3. Copyin shall process Personal Data only to the extent, and in such a manner, as is necessary for the sole purpose of fulfilling the Copyin Services (including making improvements to the Copyin Services). For the avoidance of doubt, Copyin is the exclusive owner or lawful licensor of the Copyin Platform and the Copyin Content (as defined which may include CMGC).
    3. FINANCIAL PERSONAL DATA
      1. Each monetary transaction made on the Copyin Platform shall be processed by a third party payment processing partner e.g. Stripe or any other third party that Copyin may use from time to time. You will be required to provide the third party partner with financial data (i.e. Your banking details) in order to authorise payment from You. To make and complete a financial purchase or to receive a payment via the Copyin Platform, the policies of Stripe or any other third party that Copyin may use shall apply.

  3. HOW IS THE INFORMATION USED? 
    1. You hereby expressly consent to Your Personal Data being passed on to third party service providers for the sole purpose of Copyin fulfilling the Copyin Services only (including making improvements to the Copyin Services) and not for the purposes of those third parties sending marketing communications to You (‘Copyin Service Providers’). 
    2. You are under no obligation to provide Your Personal Data to the Copyin Platform. However, if You choose not to, all or part of the Copyin Services may not be available to You.
    3. You acknowledge that Your Personal Data may be used by Copyin to contact You by post, phone or by Electronic Mail when necessary in connection with Your use of the Copyin Platform to access the Copyin Services e.g. in respect of a change to any of our legal terms and conditions to which You are subject. Electronic Mail:
    4. You further acknowledge that from time to time, Copyin may contact You by Electronic Mail (or by telephone) by way of sending You various confirmations, notifications, feedback requests or any other newsletter or information or offers regarding upcoming Copyin promotions, services or surveys. If You change Your mind, You can opt out of receiving some but not all of this as some are required as a necessary part of You continuing to receive access to the Copyin Services.
    5. You can opt out of receiving direct marketing communications from Copyin as described below. 
    6. Any Personal Data that is held with Copyin shall be retained in accordance with the Data Protection Law. Copyin is not responsible for any Copyin Member’s sharing of any Personal Data on or off the Copyin Platform.
    7. If Personal Data has been passed to third parties with Your consent, You may need to contact them separately if You change Your mind in relation to their use of Your Personal Data. 
  4. OPTING OUT FROM RECEIVING MARKETING COMMUNICATIONS FROM COPYIN: 

    If You do not wish to be sent future marketing communications, We will give You the opportunity to unsubscribe to the receipt of such communications in every Electronic Mail communication that is sent to You (or shall procure that any of our Copyin Service Providers shall do the same). 

  5. WHO HAS ACCESS TO YOUR PERSONAL DATA?
    1. To minimise the risk of unauthorised access to Your Personal Data, We use some of Your Personal Data to authenticate Your identity when You use the Copyin Platform to access the Copyin Services.
    2. For our daily operations, We may use Copyin Service Providers to provide some of our business and operational functions. Consequently, We may need to disclose Your information to them. 
    3. Disclosure of Your Personal Data in Compliance with Laws 

      You should be aware that We may release Your Personal Data when We believe it is necessary to comply with laws or regulations, to assist law enforcement, to enforce the terms under which You transact or communicate with Copyin or with a Copyin End User or Copyin Authorised User via the Copyin Platform, or to protect the rights, property or safety of Copyin, Copyin End Users, Copyin Authorised Users or other third parties. 

    4. Transfer of Your Personal Data outside of the European Economic Area (EEA) / UK

      The Copyin Platform is hosted in the US by Heroku so We will transfer Your Personal Data to Heroku or any other related company, agent or contractor in order to improve our Copyin Services, for hosting services or to assist our security, credit risk or fraud protection activities. Where such companies are located outside of the EEA/UK, You consent to the transfer of Your Personal Data to such companies for the purposes set out here in accordance with this Copyin Privacy Statement and as permitted by Data Protection Law from time to time. Copyin agrees that it shall pay due regards to all Data Protection Law when effecting, if any, intra-transfer processing of Personal Data that may be carried out within and between Copyin and either its subsidiaries, affiliates or third party hosting partners. You should be aware that in territories outside the EEA/UK, laws and practices relating to the protection of Personal Data are likely to be different and in some cases may be weaker than those within the EEA/UK. We comply with the safeguards to protect your Personal Data required by law.

    5. Transfer of Personal Data in the Event of the Sale of Copyin Limited or its Assets 

      In the event that Copyin Limited is sold or transfers some of its assets to another party such as the Copyin Platform, Your Personal Data could be one of the transferred assets. If Your Personal Data is transferred, its use will remain subject to this Copyin Privacy Statement. Your Personal Data will be passed on to a successor in interest in the event of a liquidation or administration of Copyin Limited. 

    6. Other Sites and their Privacy Policies and Cookie Policies 

      The Copyin Platform may contain links to other websites or applications. Copyin is not responsible for the privacy practices or the content of such websites or applications or for the privacy policies, cookie policies and practices of other third parties, so You should be careful to read and understand those policies independently. 

  6. HOW DO WE PROTECT YOUR PERSONAL DATA & FOR HOW LONG?
    1. The privacy and protection of Your Personal Data is important to us. Any Copyin Member statistics that We may collect and may provide to prospective Copyin Service Providers (other than Mixpanel and Google) anonymised and aggregate form and do not include any individually identifiable data. It is used primarily to aid the technical administration of the Copyin Platform, to better understand how the Copyin Platform is functioning, to draw conclusions upon demographic information and various patterns of use and to aid innovation and research, which shall include but shall not be limited to, research in to improvements to standards.
    2. Although We will do our best to protect Your Personal Data, You acknowledge that email messages sent over the internet are not encrypted and are not secure. Despite efforts to protect Your Personal Data, We cannot ensure or warrant the security of any Personal Data You transmit to us via, to, or from the Copyin Platform. Once We have received your information, We will use procedures and security features to try to prevent unauthorised access. How long We keep Your Personal Data collected through the Copyin Platform depends on the context in which You provide it and the purpose for which We use it. We will only retain it for as long as is necessary for such purposes. We may send You direct marketing communications for as long as You do not opt-out from receiving the same from Copyin. You accept that Copyin cannot be held liable for any breaches of confidentiality that may occur as a result of the use of email. If there is any Sensitive Personal Data which You do not wish to communicate by email, please contact Copyin by telephone or post to arrange an alternative method of communication. 
    3. Telephone calls: If You call any of the service telephone numbers We provide, We may record Your call. These recordings are used for training and quality control to ensure that We continuously monitor and improve our service standards.
    4. We may disclose your Personal Data to any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the Companies Act 2006.
  7. COOKIES

    For information about cookies and how they are used on the Copyin Platform, please visit our Copyin Cookie Policy

  8. COMPLAINTS OR QUERIES

    Copyin tries to meet the highest standards when collecting and using Personal Data. For this reason, We take any complaints We receive very seriously. We encourage You to bring any complaints to our attention by emailing us. We would also welcome any suggestions for improving our procedures. This Copyin Privacy Statement does not provide exhaustive detail of all aspects of Copyin’s collection and use of Personal Data. However, We are happy to provide any additional information or explanation needed. Any requests for this should be sent to the postal address below. If You are not happy with the way in which Your Personal Data is being handled by Copyin, please contact us. 

  9. ACCESS TO YOUR PERSONAL DATA

    Copyin tries to be as open as it can be in terms of giving people access to their Personal Data. Individuals can find out if We hold any Personal Data by making a Subject Access Request under the Data Protection Act 1998/ EU data protection regulation 2016/679. If We do hold Personal Data about You, We will let You have a copy of that Personal Data. To make a request to Copyin for any Personal Data that We may hold, You need to put the request in writing addressing it to the postal address provided below. A charge may apply. 

  10. HOW TO CONTACT US

    Requests for information about our Copyin Privacy Statement or a Subject Access Request can be emailed to [email protected] or sent in writing to: 

    Copyin Limited, 
    FAO: Data Information Officer
    58-64 City Road, London. EC1Y 2AL

  11. CHANGES TO THIS COPYIN PRIVACY STATEMENT 

    We keep our Copyin Privacy Statement under regular review. This Copyin Privacy Statement was last updated in September 2016.