Privacy Notice

 

CloudM Software Limited is the controller and responsible for your personal data (referred to as CloudM, we, us or our in this Notice).

CloudM empowers IT teams to migrate, archive and backup data through frictionless, secure and automated products, making migrations easy, improving data compliance and reducing costs.

CloudM recognises the importance of protecting personal and confidential information in all that we do and takes care to meet its legal and regulatory obligations.

This Notice is one of the ways that we can demonstrate our commitment to the values of being transparent and open. It explains how we look after your personal data when you visit our website (www.cloudm.io), what privacy rights you have to control how we use your information and how the law protects you.     

This Notice is provided in a layered format so you can click through to the specific areas set out below. 

Important information

This Notice aims to give you information on how CloudM collects and processes your personal data through your use of this website, including any data you may provide through this website when you submit a query, access our Partner Portal or when you purchase one of our services or attend any of our events.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this Notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Notice supplements other privacy notices and is not intended to override them
We keep our Privacy Notice under regular review. This version was last updated on 4 October 2023.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

What information do we collect from you, and why?

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed.

We may ask for or hold personal information about you that will be used to help us to process your orders and deliver an acceptable service. We will collect only the minimum necessary for the provision of our service.

We use different methods to collect data from and about you including through:

Direct interactions: You may give us your data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you apply for our services, request marketing to be sent to you, give us feedback or contact us;

third parties or publicly available sources: we will receive data about you from various third parties, such as details provided by your employer; 

Automated technologies or interactions: As you interact with our website, we will automatically collect technical data about your equipment, browsing actions and patters. We collect this personal data by using cookies and other similar technologies. 

This information may include:

• Identity details, such as name, date of birth; 
• Contact details, such as address, phone number, mobile number and email address (where you have provided it to us);
• Financial information where a transaction is required;
• Transaction data about payments made or services purchased;
• Technical data, such as login data, browser type, IP address;
• Profile data, including username for customer portal, passwords, orders, preferences; 
• Usage data (how they use the website and services;
• Marketing and communication data, including preferences for receiving marketing.

All of your records are electronic and are held on a computer system and secure IT network.

How we use your information

We will only process your information if we have a lawful reason to do so. We make sure that you know how we use your information and to tell you about your rights. We have set out below in table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

 

It helps you because accurate and up-to-date information enables us to provide you with the best possible service.

Where possible, when using information to inform future services and provision, non-identifiable information and aggregated data will be used, such as statistical or demographic data. Aggregated data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identiy. For example, we may aggregate data on the volume of data migrated in a month however if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

Third Party Links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

How we keep your information safe and confidential

CloudM is committed to keeping your information secure. Information is retained in secure electronic records and access is restricted to those who need it. Security and access controls, operational policies and procedures are in place to protect your information. We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory tax, accounting or reporting requirements. We may keep your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect of our relationship with you.

For data processed in the UK, the UK GDPR regulates the processing or transfer of personal information and for data processed in the European Economic Area (EEA), the EU GDPR will regulate the processing or transfer of personal data. Strict principles govern our use of information and our duty to ensure it is kept safe and secure.

CloudM is registered with the Information Commissioners Office (ICO).

Who we share your information with

We may share your personal data with the third parties set out below for the purposes set out in the table above:

• Other companies in our group
• Service providers
• Our professional advisors

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

International transfers

At times, we may transfer your personal data out of the UK or EEA. Whenever we transfer your personal data out of the UK or EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
• An appropriate safeguard approved by the relevant data protection authority (for example, using standard contractual clauses or an international data transfer agreement) 

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK or EEA.

How can I access the information you hold about me, and what are my rights?

Under the GDPR and in certain circumstances, you have rights to your personal data. 

There is no fee for exercising these rights unless a request is clearly unfounded or excessive, particularly if it is repetitive. In that case, a reasonable fee may be charged. Alternatively, we could refuse to comply with your request in these circumstances.

We may also need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

To submit a Subject Access Request, please email the address provided below.  

Your rights under the GDPR are as follows:

• Right to withdraw consent:

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

• Right to access:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

• Right of rectification:

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

• Right to erasure:

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

• Right to restriction of processing:

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

• If you want us to establish the data’s accuracy.
• Where our use of the data is unlawful but you do not want us to erase it.
• Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
• You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

• Right to data portability:

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

• Right to object:

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

• Automated individual decision-making, including profiling

Data breaches under GDPR

Under the GDPR we have a duty to report certain types of breach to relevant supervisory authority. If the breach creates a risk to your rights and freedoms, we will notify you without undue delay, where possible.

If the breach is likely to bring a high risk of adversely affecting your rights and freedoms, we will also inform you without undue delay.

Contacting us about your information

We have a senior person responsible for overseeing questions in relation to this Privacy Notice.

If you have any questions about the information we hold on you, including any requests to exercise your legal rights, please contact us as below:

Email: legal@cloudm.io     

Contacting us if you have a complaint or concern

We try to meet the highest standards when collecting and using personal information. We encourage people to bring concerns to our attention and we take any complaints we receive very seriously. You can submit a complaint through to us at:

Email: legal@cloudm.io     

You have the right to make a complaint at any time and if your complaint relates to data processed in the UK, you can complain to the Information Commissioner’s office (ICO), the UK regulator for data protection issues. The ICO’s details are set out below. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance:

Information Commissioner’s Office Wycliffe House

Water Lane Wilmslow Cheshire

SK9 5AF

You can find more information on their website at www.ico.org.uk