Personal Identifiable Information means details which identify you or could be used to identify you, such as your name and contact details, your company details and payment history. It may also include information about how you use our websites and mobile applications.
We take great care to protect the Personal Identifiable Information you provide to us. Here are some things you can do to keep your information secure.
Keep your VoiceSage.com registered account log-in details confidential
To make sure your access to our websites, other online services, and mobile applications is secure, you should not share your log in details with anyone else. When you finish using the website, online services or mobile app you should log out if others may be able to access your computer or device. This is especially important if you are using a publicly accessible computer.
Be aware of and protect yourself against Internet fraud and ‘phishing’
There is an Internet fraud practice known as ‘phishing’ which the illegal gathering of Personal Identifiable Information by deception is. Unsolicited emails are sent to individuals from lists illegally gathered by a third party, and recipients are asked to enter or reconfirm bank or password details into a ‘cloned’ or illegal copy website.
We collect Personal Identifiable Information about you whenever you use our services (whether these services are provided by us or by other companies or agents acting on our behalf), including when you use our website or mobile applications, or interact with us via email or use our support centres.
For additional details see ’What types of Personal Identifiable Information do we collect and retain?’ below.
In addition, we may receive Personal Identifiable Information about you from third parties, such as companies contracted by us to provide services to you.
When you use our services, you will need to provide us with your personal details.
We collect the following categories of Personal Identifiable Information:
Certain categories of Personal Identifiable Information, such as that about race, ethnicity, religion, health, sexuality or biometric information are special categories of data requiring additional protection under European Union, Irish and United Kingdom data protection law and is referred to here as “sensitive personal data”. Generally, we try to never collect and process sensitive personal data. Examples of where we may collect and process ’sensitive personal data’ includes the following:
The main purposes for which we use your Personal Identifiable Information are:
When we collect information directly from you we may ask you if you do not want to receive our marketing communications.
We will ask if you consent to receiving marketing communications from VoiceSage and we never share your information with third parties.
We will respect your choice as to what communications you wish to receive and how these are sent.
If you decide you would no longer like to be sent marketing communications, you can change your mind at any time. The ways to stop being sent marketing communications are described below:
You can change your marketing preferences at any time in by telephoning or writing to email@example.com on +44(0) 20 358 243 60, or writing to us at , VoiceSage Global Holdings D.A.C., Grattan House, Temple Road, Blackrock, Co. Dublin, A94 H5W7, Ireland.
In addition, each marketing communication we send by email will also have an unsubscribe option which will allow you to stop receiving further marketing emails. You may also stop any further text messages by replying with the word “STOP”. We aim to action requests to stop being sent marketing communications within 10 working days of receiving those requests, but it is possible you will receive some marketing in the period prior to that change being made.
Please note that if you tell us that you do not wish to be sent further marketing communications, you will still receive service communications. If you ask us to stop sending marketing communications, please note we will retain your Personal Identifiable Information for the purposes of indicating that you do not want to receive marketing communications.
VoiceSage will only process your Personal Identifiable Information where we have a legal basis to do so. The legal basis will depend on the reason or reasons VoiceSage collected and needs to use your information. Under EU, Irish and United Kingdom data protection laws in almost all cases the legal basis will be:
More information on each legal basis is provided below.
If processing of your Personal Identifiable Information is subject to any other laws, then the basis of processing your PII may be different to that set out above and may in those circumstances be based on your consent in all cases.
We will keep your Personal Identifiable Information for as long as we need it for the purpose it is being processed for. For example, where you enquire about a product or service with us we will keep the information related to your query, so we can fulfil the specific service arrangements and after that, we will keep the information for a period which enables us to handle or respond to any complaints, queries or concerns relating to the service. The information may also be retained so that we can continue to improve your experience with us.
We will actively review the Personal Identifiable Information we hold and delete it securely, or in some cases anonymise it, when there is no longer a legal, business or customer need for it to be retained. If you stop interacting with us as a customer, we will remove or anonymise your Personal Identifiable Information after 18 months of inactivity.
It will be necessary for VoiceSage to use your Personal Identifiable Information to complete a query you have made with us. For example, we will need to use information such as your contact details, company and payment information to provide you with service you have requested and paid for.
As a software as a service (SaaS) provider, VoiceSage has a legitimate business interest to use the Personal Identifiable Information we collect to offer an effective service and carry out our business.
Compliance with legal obligations
There are situations where VoiceSage is subject to a legal obligation and needs to use your Personal Identifiable Information to comply with those obligations. For example, if we collect and process medical information, we are required to store that data for 7 years. These situations are described in our Terms of Service Contract and/or Data Processing Agreements.
Alternatively, we may collect and use your Personal Identifiable Information where you have given your specific consent to us doing so.
If the basis of our processing your Personal Identifiable Information is consent to marketing, you can withdraw your consent to such processing at any time, by telephoning or writing to firstname.lastname@example.org on +44(0) 20 358 243 60, or writing to us at , VoiceSage Global Holdings D.A.C., Grattan House, Temple Road, Blackrock, Co. Dublin, A94 H5W7, Ireland.
However, if you withdraw your full consent, in some circumstances, it may mean we will not be able to provide all or parts of the services you have requested from us.
Your Personal Identifiable Information may be shared with the companies within our group, which includes VoiceSage (UK) Ltd and VoiceSage Global Holdings D.A.C. We share information with them, so they can assist us in providing services to you.
We may also disclose your Personal Identifiable Information to the following third parties for the purpose described here:
We do not sell Personal Identifiable Information to third parties, and we only allow third parties to send you marketing information where we have your consent to do so.
What countries will your Personal Identifiable Information be sent to?
Your Personal Identifiable Information may be sent to and stored by us and third parties in countries outside the country in which you are located but it will remain inside the European Economic Area. We never send your Personal Identifiable Information outside the European Economic Area to fulfil any of our services.
If you would like more information on these safeguards, please contact the Data Protection Officer, VoiceSage Global Holdings D.A.C., Grattan House, Temple Road, Blackrock, Co. Dublin, A94 H5W7, Ireland.
Under the Data Protection Acts 1988-2018 (EU and Ireland) and Data Protection Acts 1998-2018 (UK) and the General Data Protection Regulation (GDPR), you may request a copy of any Personal Identifiable Information about you held by VoiceSage Global Holdings D.A.C. There is no fee for this request.
The request must be in writing and must contain the following:
You must also provide:
Please send your request to:
Data Protection Officer
VoiceSage Global Holdings D.A.C.
Under data protection laws in the European Union, Ireland and the United Kingdom, you have certain rights in relation to your Personal Identifiable Information. Responses to exercise your rights will be provided within one month and generally there is no fee for making these requests. If your request is particularly complicated we may extend the deadline for responding to three months, but we will let you know if this is the case.
We will handle all requests in accordance with applicable law. However, depending on the right you wish to exercise, and the nature of the Personal Identifiable Information involved, there may be legal reasons why we cannot grant your request. Further explanation of those rights and the exceptions to them are set out below.
Details of how to exercise your rights are set out in the section below “How can you exercise your legal rights and change how we use your data?
Your rights include the following:
To do this we will remove the Personal Identifiable Information that identifies you from the data we hold in our active systems (“anonymise”).
If you wish to change how we use your Personal Identifiable Information, please contact use using the information below.
We will ask for some information to identify you, which will only be used to process your request. We will verify your identify via email before processing your request.
Alternatively, you can make a request by writing to us, ensuring you mark the letter for the Data Protection Officer.
Data Protection Officer
VoiceSage Global Holdings D.A.C.
Accessing your Personal Identifiable Information
If you wish to receive a copy of your Personal Identifiable Information, you can make your request in writing and include the following information with your request:
Any details which may help us locate the Personal Identifiable Information, which is the subject of your request, for example:
If you wish the Personal Identifiable Information to be provided to you in a machine-readable copy, please indicate that at the time of making your request.
Please send your request to: email@example.com
Or alternatively you can make a request by writing to:
Data Protection Officer
VoiceSage Global Holdings D.A.C.
If you have any questions about this policy, please contact the Data Protection Officer.
The Data Protection Officer for VoiceSage can be contacted at firstname.lastname@example.org.
We work hard to handle your Personal Identifiable Information responsibly. If you are unhappy about the way we do this, please contact VoiceSage’s Data Protection Officer who will address your concerns.
We hope that we will be able to resolve any concerns you may have.
Last updated: 14th February 2020
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