Introduction

This is the privacy policy of Quartus Gain.

It is Quartus Gain’s policy to ensure that personal information is handled securely and with respect as well as in accordance with relevant regulations such as the UK Data Protection Act 2018, the Irish Data Protection Act 2018, the EU General Data Protection Regulation (GDPR) and the UK GDPR.

Following Brexit the UK’s data protection legislation may diverge from the EU standards. Our current approach is to continue to operate in accordance with the EU GDPR standard (together with any additional requirements in relevant jurisdictions) and to the extent of any divergence we will operate to the higher standard.

We do not sell or rent any information, whether gathered online or via our normal working relationship, without your express permission.

The following privacy policy will help you understand how we collect and use your personal data, for example when you contact us, visit our website, subscribe to our newsletters, apply for a job, or purchase products and services.

Whenever you give us personal data, its collection and use will be in accordance with this privacy policy.

What personal data, related to you, do we hold?

The information we hold on you will be dependent on our relationship with us. In most cases, such as if you’re a customer, partner or someone we’d like to work with this will include:

• Name
• Employer
• Job role
• Work address
• Telephone number(s)
• Email address

For visitors to our website we will also be recording:

• IP address
• Account usernames

How do we use your personal data?

Getting in touch and account management

Our most regular use of your personal data will be contacting you regarding our products and services and for operational tasks associated with these such as order processing, invoicing and renewals.

If you’re not a current customer and no longer wish to hear from our team you can request to be added to our “Do Not Contact” list either through informing our staff or emailing info@quartusgain.com.  We’ll retain your name, employer, email address and telephone to ensure you are not contacted or added into our system again.

Events

If you attend an event run by Quartus Gain we will gather personal information as part of the registration process. This information may be used to track event attendance, relay any details before, during or after the event, gather feedback, and for future communications with you, in accordance with this policy.

Some events may have a photographer and/or videographer present and the content they create may be shared publicly. If you do not wish to appear in any photos or videos that may be used by Quartus Gain, please let us know by contacting info@quartusgain.com.

Using our website

Every time you visit our website, we store a log of your visit that shows the unique identifier of your machine and gather information about your use of the sites. Common uses of this information include:

• Customising your user experience when interacting with our own and partner websites
• Providing products/services and any associated maintenance and support
• Providing incident and other alerts, and information about product upgrades, updates, renewals
• Generating logs, statistics and reports on service usage, and service performance;
• Evaluating, developing and enhancing products, services, and our infrastructure;
• Blocking access where there is a breach of the Terms and Conditions for use of the site.

Market Research

If you participate in any Quartus Gain surveys, we may use the data you supply to carry out market research. This research is conducted to support our business activities and anonymised results may be published externally. Research may also be used to improve our understanding of our users’ demographics, interests and behaviour where relevant to engagements with Quartus Gain. If you’d like any further information, please email info@Quartus Gain.com.

Marketing and promotions

We (or other selected third parties acting on our behalf) may contact you from time to time in order to provide you with information about products and services that may be of interest to you. All marketing emails that we send to you will follow the email guidelines described under “Phone and Email Communication from Quartus Gain”. You have the right to ask us not to process your personal data for marketing purposes, but if you do so, we may need to share your contact information with third parties for the limited purpose of ensuring that you do not receive marketing communications from them on our behalf.

Job Applicants

If you provide us with your data at a career fair or similar event, we will use the data you provide to request feedback from you and to help us assess the success of the event and, if you consent, we will retain your data (for a maximum of 24 months, unless you agree to a longer period) and use it to contact you about future employment opportunities with us.

If you are making a job application or enquiry, you may provide us with a copy of your CV or other relevant personal information. Please review our recruitment data policy for more information.

What’s our lawful basis for processing data?

Data protection regulations such as GDPR require organisations to have a lawful basis for the processing of personal data. In most cases Quartus Gain will be acting as the controller of your personal data and using the principle of legitimate interest as the lawful basis of processing.

This means we have a genuine and legitimate reason to hold your data and the risk of us doing so is not outweighed by the risk of harm to your rights and freedoms.

Where we use data we carefully consider any potential impact on you and your rights. We also ensure we have controls in place so if you ask us to stop processing your data for any purpose we can respect this request.

Phone and email communications from Quartus Gain

Quartus Gain’s employees regularly contact existing customers and other organisations for the purpose of discussing solutions and services related to the improvement of the finance function.

If you’re not a current customer and no longer wish to hear from our team you can request to be added to our “Do Not Contact” list either by informing our staff or emailing info@Quartus Gain.com.  We’ll retain your name, employer, email address and telephone to ensure you are not contacted or added into our system again.

Our standards for email communications

• Emails will clearly identify us as the sender
• Emails sent to you from our email marketing platform will include an option to unsubscribe from future email messages
• You may unsubscribe from all mailing lists, with the exception of any emails regarding legal notices, invoicing or license renewals
• Any third parties who send emails on our behalf will be required to comply with legislative requirements on unsolicited emails and the use of personal data

We send emails from a number of different domains in both plain text and HTML email formats. Emails are usually sent using sender email address: @quartusgain.com

If you receive an email which claims to come from us but does not use these domains, or if you are suspicious that an email may not be approved by us, then please send a copy of the email to info@quartusgain.com so we can investigate.

Do you share my information with other organisations?

Quartus Gain provide products and services from partners with global operations. When you engage Quartus Gain we may pass personal data to suppliers, service providers, subcontractors, agents, distributors, vendors and other partners, located worldwide. This is necessary to provide you with the information, products and services that you requested or otherwise for the purposes described in this privacy policy.

If Quartus Gain are acting as a Data Processor to your organisation as part of a services agreement, international data transfers will be set out in our data processing agreement. In most circumstances this will only apply when consuming one of Quartus Gain’s own services. If you are purchasing a third party product or service Quartus Gain will be acting as a commercial intermediary and not as a data processor

In the event that we receive requests from government departments, agencies or other official bodies, we will only disclose your information if, and to the extent that we believe we are legally required to do so, (for example, but without limitation, upon receipt of a court order, warrant, subpoena or equivalent).

Except as set out above, we will not disclose your personal data save where we need to do so in order to enforce our rights.

Whenever we share personal data, we take all reasonable steps to ensure that it is treated securely and in accordance with this privacy policy.

Links to other sites

This privacy policy applies to personal data collected by us. If an email or site contains links to a third party site, please be aware that we are not responsible for the content or privacy practices of such site. We encourage our users to be aware then they leave our site, and to read the privacy policy of other sites that collect personal data.

How long will you keep my information?

We will hold information for a s long as required based on your engagement with us. Where we retain information we will always consider the points below.

• We hold your information for as long as required to do the activities in this notice
• We think about what type of information it is, how sensitive it might be and any legal requirements
• We always think about the potential risk from anyone using or sharing this information without permission

What are my rights?

The right to be informed

You have a right to knowledge on what data we hold and how your data is used, this policy sets that out.

The right to update your data

We should make reasonable efforts to keep your data up to date and enable you to easily rectify any incorrect personal data we hold on you.

The right to know what data we hold on you

This is called right to access and it allows you to ask for full details of the information we hold on you.

If you’d like to request any information about your personal data or believe that we are holding incorrect personal data on you, please contact info@quartusgain.com.

It is possible to obtain a copy of the information that we hold on you.

The right to request your information is deleted

This is known as the right to erasure, also known as “the right to be forgotten” and means you can request your data is deleted.

Sometimes we can delete your information but other times it’s just not possible, like if the law prohibits us from doing so. If you would like to request the deletion of your data please speak with management or contact info@quartusgain.com to discuss further.

The right to request your information is not used

This is known as the right to object and is your right to tell us to stop using your personal data.

If you’re not a current customer and no longer wish to hear from our team you can request to be added to our “Do Not Contact” list either through informing our staff or emailing info@quartusgain.com. We’ll retain your name, employer, email address and telephone to ensure you are not contacted or added into our system again.

The right to object also allows you to object to automated individual decision making, this may impact your ability to benefit from some services. If you are concerned about the use of automated decision making in Quartus Gain you can contact info@quartusgain.com

Requesting your information is transferred

This is called the right to data portability. If you have a need for us to transfer some of your information and your usual contacts are unable to assist, please contact info@quartusgain.com

Data transfer to third countries

Following Brexit data transfers to and from countries outside the UK are treated as a data transfer to a third country.

To enable you to benefit from our worldwide partnerships with service providers and suppliers of IT products and services it may be necessary to transfer your personal data outside the UK. In most cases the transfer of information is limited to basic contact information such as name, employer, phone number and email address.

If Quartus Gain are acting as a Data Processor to your organisation as part of a services agreement, international data transfers will be set out in our data processing agreement. In most circumstances this will only apply when consuming one of Quartus Gain’s own services. If you are purchasing a third party product or service Quartus Gain will be acting as a commercial intermediary and not as a data processor.

Cookies

The Internet pages of the Quartus Gain Ltd use cookies. Cookies are text files that are stored in a computer system via an Internet browser.

Many Internet sites and servers use cookies. Many cookies contain a so-called cookie ID. A cookie ID is a unique identifier of the cookie. It consists of a character string through which Internet pages and servers can be assigned to the specific Internet browser in which the cookie was stored. This allows visited Internet sites and servers to differentiate the individual browser of the data subject from other Internet browsers that contain other cookies. A specific Internet browser can be recognized and identified using the unique cookie ID.

Through the use of cookies, Quartus Gain Ltd can provide the users of this website with more user-friendly services that would not be possible without the cookie setting.

By means of a cookie, the information and offers on our website can be optimised with the user in mind. Cookies allow us, as previously mentioned, to recognise our website users. The purpose of this recognition is to make it easier for users to utilise our website. The website user that uses cookies, e.g. does not have to enter access data each time the website is accessed, because this is taken over by the website, and the cookie is thus stored on the user’s computer system.

The data subject may, at any time, prevent the setting of cookies through our website by means of a corresponding setting of the Internet browser used, and may thus permanently deny the setting of cookies. Furthermore, already set cookies may be deleted at any time via an Internet browser or other software programs. This is possible in all popular Internet browsers. If the data subject deactivates the setting of cookies in the Internet browser used, not all functions of our website may be entirely usable.

Security

We endeavour to hold all personal data securely in accordance with our internal security procedures and applicable law.

Unfortunately, no data transmission over the Internet or any other network can be guaranteed as 100% secure. As a result, while we strive to protect your personal data, we cannot ensure and do not warrant the security of any information you transmit to us, and this information is transmitted at your own risk.

If you have been given log-in details to provide you with access to certain parts of our site, you are responsible for keeping those details confidential.

Who can I contact?

This is the website of Quartus Gain Ltd a company registered in England and Wales under company number 12772689 whose registered office is at Quartus Gain Ltd, 13 Cook Way, Horsham, West Sussex, RH12 3US, United Kingdom.

If you’d like to request any information about your personal data or believe that we are holding incorrect personal data on you, please contact info@quartusgain.com. It is possible to obtain a copy of the information that we hold on you.

If you wish to contact us by post please use our registered address above.

Notification of changes

The privacy policy was last updated in August 2021. We reserve the right to amend or vary this policy at any time and the revised policy will apply from the date posted on the site. You accept that by doing this, we have provided you with sufficient notice of the amendment or variation.