Privacy Notice

Last updated: 21/05/2018

Privacy and online safety are important to Easilog. We offer a software platform and services for helping keep a logbook of professional activity. We collect data about users (“Data”) when they use the platform, the services, and our websites (collectively, “Services”). This privacy policy describes how we collect, use and disclose Data.

In this privacy policy, we sometimes refer to “You”. “You” may be a visitor to one of our websites, or a user of one or more of our Services (“User”). We’ll do our best to clarify who we are referring to at various points in the policy. This policy does not apply to third-party websites, products, or services even if they link to our Services, and You should consider the privacy practices of those third-parties carefully.

If You disagree with the practices described in this policy, You should (a) take the necessary steps to remove cookies from Your computer after leaving our website, and (b) discontinue Your use of our Services. Finally, we have also put together a Cookie Policy that describes in detail how we use cookies and similar technologies.

1. Overview

The Data we collect depends on how our Services are used. Sometimes we receive Data directly, such as when a Easilog account is created, or we receive an email. Other times,we get Data by recording interactions with our Services by, for example, using technologies like cookies and web beacons. We also get Data from third parties, like our payment processing partners or identity verification services.

The collection and use of data from a variety of sources is essential to our ability to provide our Services – and to help keep the Services safe. Data is critical in helping us to increase the safety of Your online logbooks, and reduce the risk of unauthorised access and leak of data (yours and other users’) held on our Services.

2. Data we collect

a. Personal Data. We call Data that identifies, or that could reasonably be used to identify, You as an individual as “Personal Data”. We collect Personal Data in different ways. For example, we collect Personal Data when a User registers for an Easilog account, or enters information into their logbook using our Services, or when a person responds to Easilog emails or surveys. We also receive Personal Data from other sources, such as our financial service providers, identity verification services, and publicly available sources. Personal Data does not include Data that has been aggregated or made anonymous such that it can no longer be reasonably associated with a specific person. The Personal Data that we may collect includes:

- Contact details, such as name, postal address, telephone number, email address;

- Social login Data, such as username for social media accounts where those accounts are used to verify User’s identity to enable access to our Services;

- Financial and transaction Data, such as partial credit or debit card number, expiry date, failed and successful payments made;

- Other Personal Data, such as date of birth, professional registration numbers and social security numbers;

- Employment Data, such as place of work, start and end dates of employment;

- Professional activity Data such as when you perform medical procedures, or see patients in clinic, and enter these into a logbook using our Services.

b. Other Data. We call Data other than Personal Data “Other Data”. We collect Other Data through a variety of sources. One of our sources for Other Data is cookies and other technologies that record Data about the use of our websites, websites that implement our Services, and the use of our Services generally. Other Data that we may collect include:

- Browser and device data, such as IP address, device type, operating system and Internet browser type, screen resolution, operating system name and version, device manufacturer and model, language, plug-ins, add-ons and the version of the Services You are using;

- Location data, such as the country or city that your IP address is located in; if you access our Services from a mobile device we may collect more precise location data based on geolocation functions of your device;

- Transaction data, such as interactions with our Services including making logbook entries, editing entries and setting up records of new jobs on our Services; and

- Cookie and tracking technology data, such as time spent on the Services, pages visited, language preferences, and other anonymous traffic data.

3. Lawful basis for collecting data

- Contact details are collected with consent when You register to use the Services;

- Social login Data are collected with consent when You register to use the Services;

- Financial and transaction Data are collected under terms and conditions of Your contract with Us when You use the Services;

- Other Personal Data are collected with consent when You use the Services;

- Employment Data are collected with consent when You use the Services;

- Professional activity Data are collected with consent when You use the Services;

- Browser and device data are collected under terms and conditions of Your contract with Us when You use the Services;

- Location data are collected under terms and conditions of Your contract with Us when You use the Services;

- Transaction data are collected under terms and conditions of Your contract with Us when You use the Services;

- Cookie and tracking technology data are collected with consent when You use the Services.

4. How we use data

a. Personal Data. We and our partners use Personal Data to: (i) provide the Services; (ii) detect and prevent fraud; (iii) mitigate financial loss or other harm to Users and Easilog; and (iv) promote, analyze and improve our products, systems, and tools. Examples of how we may use Personal Data include:

- To verify an identity for compliance purposes;

- To conduct manual or systematic monitoring for storage of data on third parties by Users and other harmful activity;

- To respond to enquiries, send service notices and provide customer support;

- To pass details of a payment to our payment processing partners, communicate regarding a payment, and provide related customer service;

- For audits, regulatory purposes, and compliance with industry standards;

- To develop new products;

- To send marketing communications;

- To improve or modify our Services; and

- To conduct aggregate analysis and develop business intelligence that enable us to operate, protect, make informed decisions, and report on the performance of, our business.

b. Other Data. We may use Other Data for a range of different purposes, provided we comply with applicable law and our contractual commitments. In some countries (for example, European Economic Area countries), local legal regimes may require us to treat some or all of Other Data as “personal data” under applicable data protection laws. Where this is the case, we will process Other Data only for the same purposes as Personal Data under this privacy policy.

5. How we disclose data

Easilog does not sell or rent Personal Data to marketers or unaffiliated third parties. We share Your Personal Data with trusted third parties, including:

- To Easilog Service Providers. We share Data with service providers who help us provide the Services. Service providers help us with things like payment processing (i.e., banks, credit bureaus, payment method providers), website hosting, data analysis, information technology and related infrastructure, customer service, email delivery, and auditing;

To Authorised Third Parties. We share data with parties directly authorised by a User to receive Data, such as when a User authorises a colleague or supervisor to review the content of a logbook using the supervisor functions of the Services.

- To Third Parties. We will share Data with third parties in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock (including in connection with any bankruptcy or similar proceedings); and

- Safety, Legal Purposes and Law Enforcement. We use and disclose Data as we believe necessary: (i) under applicable law, or payment method rules; (ii) to enforce our terms and conditions; (iii) to protect our rights, privacy, safety or property, and/or that of our affiliates, You or others; and (iv) to respond to requests from courts, law enforcement agencies, regulatory agencies, and other public and government authorities, which may include authorities outside Your country of residence.

6. Security

We use reasonable organisational, technical and administrative measures to protect Personal Data within our organization. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If You have reason to believe that Your interaction with us is no longer secure (for example, if You feel that the security of Your account has been compromised), please contact us at support@easilog.com immediately.

7. Choice and access

You have choices regarding our use and disclosure of Your Personal Data:

a. Opting out of receiving electronic communications from us. If You no longer want to receive marketing-related emails from us on a going-forward basis, You may opt-out via the unsubscribe link included in such emails. We will try to comply with Your request(s) as soon as reasonably practicable. Please note that if You opt-out of receiving marketing-related emails from us, we may still send You important administrative messages that are required to provide You with our Services.

b. How You can access or change Your Personal Data. If You would like to review, correct, or update Personal Data that You have previously disclosed to us, You may do so by signing in to Your Easilog account or by contacting us at support@easilog.com. If emailing us Your request, please make clear in the email what Personal Data You would like to have changed. For Your protection, we may only implement requests with respect to the Personal Data associated with the particular email address that You use to send us Your request, and we may need to verify Your identity before implementing Your request. We will try to comply with Your request as soon as reasonably practicable.

9. Retention period

We will retain Personal Data for the period necessary to fulfill the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law. Please note that if you close your account in order to ensure the safety and security of the Services we may retain some or all of the Personal Data that You have supplied to us until such a time as we see fit to dispose of it. You may contact Us at any time to request for any Personal Data relating to You to be removed from our systems.

10. Use of services by minors

The Services are not directed to individuals under the age of eighteen (18), and we request that they not provide Personal Data through the Services.

11. Jurisdiction and cross-border transfer

Our services are global and Data (including Personal Data) may be stored and processed in any country where we have operations or where we engage service providers, and we may transfer Data to countries outside of Your country of residence, including the United States, which may have data protection rules that are different from those of Your country. However, we will take measures to ensure that any such transfers comply with applicable data protection laws and that Your Data remains protected to the standards described in this privacy policy. In certain circumstances, courts, law enforcement agencies, regulatory agencies or security authorities in those other countries may be entitled to access Your Personal Data.

13. Updates to this privacy notice and notifications

We may change this Privacy Notice. The “Last updated” legend at the top of this Privacy Notice indicates when this Privacy Notice was last revised. Any changes are effective when we post the revised Privacy Notice on the Services.

We may provide You with disclosures and alerts regarding the Privacy Notice or Personal Data collected by posting them on our website and, if You are a User, by contacting You through your Easilog account or email address. You agree that electronic disclosures and notices have the same meaning and effect as if we had provided You with hard copy disclosures. Disclosures and notices in relation to this Privacy Policy or Personal Data shall be considered to be received by You within 24 hours of the time they are posted to our website or, in the case of Users, sent to through one of means listed in this paragraph.

15. Contact us

If You have any questions about this Privacy Policy, please contact us at support@easilog.com or at:

Data Protection Officer
Easilog Ltd
87 Corringham Road
London NW11 7DL