This Notice explains how we at DataTracks collect, use, retain and disclose Personal Information collected from you on our website.

WHO WE ARE

DataTracks is a global leader in the preparation of financial statements in XBRL and iXBRL formats for filing with regulators across the globe. With a track record over 13 years, DataTracks has prepared over 50,000 iXBRL statements for filing with HMRC in the United Kingdom. You can find more about us at https://www.datatracks.co.uk/ixbrl-delivery-centre

We are the data controller for the information we get from you on your visit to our website and for the information you provide to us for registration.

We are the data processors for the information you upload on our website for processing, as our registered users.

OUR COMMITMENT

Our information handling practices are continually reviewed to ensure that they comply with the European Union General Data Protection Regulation (GDPR), 2018 as well as “Reasonable Security Practices and Procedures and Sensitive Personal Data or Information Rules, 2011” under Section 43A of the Indian Information Technology (Amendment) Act, 2008.

Information Collection

We collect your Personal Information in following ways on our website:

  • Through information provided by you when you visit our website
    • You fill up our 'Have a Question' form and submit your Email
    • You fill up our 'Get a Quote' form and submit your Name, Email, Contact Number
    • You fill up our 'Contact Us' Form and submit your Name, Email, City, Country, Phone Number
    • You chat with us using chat software, where we collect your Session ID, Name, Email, Phone Number
    • You connect to us on call where we collect your Phone Number, Name and Email Address to contact you back
    • You connect to us by sending us emails where we collect your Name and Email Address to contact you back
  • Through information provided by you while registering
    • You fill up our Registration Form and submit your Username, Password, Your Name, Email Address, Street Address and Telephone
    • You agree to receive our marketing material through emails by checking the checkbox on registration form showing message, "I am happy to receive marketing material for related services from DataTracks or its associates"
  • Through information provided by you as a registered user of our website
    • a. You upload files that contains Personal Information of the Shareholders of the companies or entities, that is, Name, Age, Residential Address
  • Through log files
    As registered user when you access our website, we collect your User Name, Page accessed by you and your Access Time Stamp.
  • Through cookies on our website
    The cookies collect information about you when you visit our website. For more information about cookies, please refer to the ‘Cookies Information’ section on this Notice.

Information Purpose & Usage

We use the collected Personal Information for:

  • Providing you our iXBRL Service
  • Contacting you for providing our Solutions and/or Services
  • Providing you with the Marketing Material that you have opted for
  • Answering your queries or technical issues or complaints
  • Tracking your activities on our website as our registered user

We retain and use your Personal Information as long as it is necessary for fulfilment of the respective purposes as specified in this section.

Choice & Consent

On our website, every page that collects Personal Information from you, states the purpose of collection of information. If you agree to the purpose, you can provide your information and thus give your consent to us to use the information provided for the stated purpose.

If, at any point, we decide to use your Personal Information for a different purpose, we will notify you and obtain your consent.

You can withdraw your consent at any point in time by reaching out to us as at details mentioned in the ’Contact Us‘section. Consequences of withdrawal will be communicated to you and, on your agreement, your request for withdrawal will be processed.

Cookie Information

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the website.

Below is a list of cookies used on our website along with a description of what they are used for.

Sl. No. Name of Cookie Owner 1st/3rd Party Expiry period Purpose
1 __ar_v4 DoubleClick advertising service from Google 3rd Party 4 years Advertisement conversion rate tracking
2 _utma Google Analytics 3rd Party 2 years Track visitor behaviour and measure site performance
3 _utmz Google Analytics 3rd Party 6 months Track visitor behaviour and measure site performance
4 _zlcmid ZopIM 3rd Party 24 hours Live technical support chat preferences and visitor session ID
5 _ga Google Analytics 3rd Party 2 years Unique visitor ID Tracking
6 _gid Google Analytics 3rd Party 24 hours Used to distinguish users
7 _wooTracker Woopra Analytics software 3rd Party 2 years Measure Site performance
8 optimizelyBuckets Optimizely website optimisation platform 3rd Party 10 years Used to store the page variants assigned to a user for A/B performance testing, to ensure the user gets a consistent experience
9 optimizelyEndUserId Optimizely website optimisation platform 3rd Party 10 years Unique user identifier
10 optimizelySegments Optimizely website optimisation platform 3rd Party 10 years Holds audience segmentation information for a visitor
11 PHPSESSID PhP session ID 1st Party 24 hours To store a simple message when a form is submitted that can be displayed on a different page.

You can find more detailed information about cookies and adjusting your browser settings to refuse the use of cookies by visiting http://www.allaboutcookies.org/manage-cookies/.

For more information on these third party cookies visit:

For Google Analytics:

https://support.google.com/analytics/answer/6004245

For Woopra Analytics:

https://www.woopra.com/privacy/#Our_Use_of_Cookies_and_Other_Tracking_Mechanisms

For Zendesk:

https://www.zendesk.com/company/customers-partners/cookie-policy/

Each of these third parties are governed by their own privacy policies. Please go through their privacy policies to get information on their Privacy Practices.

Disclosure

We use services of Rackspace,IBM Softlayer and similar Cloud Computing companies to store your personal information that you provide us on our website. These companies provide service to us under extremely strict confidentiality agreements and do not have any independent right to share this information.

We use 'PayPal' and WorldPay as payment gateway to facilitate payment and process your order.

Personal Information collected from you will not be disclosed without your consent. Exception to this is when such disclosure is necessary for compliance to any legal and/or law enforcement obligations. We will do so after following necessary due processes.

We will make every effort, where possible, that such mandated disclosures are communicated to you.

Access & Correction

When Personal Information is directly collected from you, you can update or correct your Personal Information by updating your profile details using your registered account. This is applicable only for registered users.

For other visitors to the website who have provided their information through online forms like ‘Contact Us’, they can call support contact number available on our website to get their information corrected.

Data Security

We are committed to protecting your Personal Information in our custody.

We take reasonable steps to ensure appropriate physical, technical and managerial safeguards are in place to protect your Personal Information from unauthorized access, alteration, transmission and deletion.

Data Transfer

Where DataTracks processes data on behalf of you it shall comply with the GDPR requirements.

Data processing is essential for the services provided to you and is carried outside the EEA.

DataTracks further acknowledges that it imposes the same obligations on our Group Companies outside the EEA, as those which are imposed on the Company under the GDPR Act.

Click here to obtain a copy of the security and safeguards document. For more information, Click here to Contact Us

Links to other websites

Our website has links to third-party websites. We will not be held responsible for compliance with data protection requirements or the content of such websites.

Children's Privacy

Our website is not designed to be used by children aged below 18. Personal Information of children will not be knowingly collected by us.

DIRECT MARKETING

We may also use your information to provide you with details about DataTracks products and services. Direct marketing is in our legitimate interests continually to evaluate, develop or improve our products as well as the experiences of users of our services and products. We may send you marketing messages by post, email, telephone, SMS, Mobile / Web Push Notification, Social Media, automated voice calls, and secured text messages using external service providers. You can change your mind on how you receive marketing messages or choose to stop receiving them at any time.

Notification of Changes

We reserve the right to amend this Privacy Notice at any time. We will update our Privacy Notice with a new effective date stated at the beginning of it. Our processing of your Personal Information will be governed by the practices set out in that new version of the Privacy Notice from its effective date onwards.

Rights provided to you under GDPR

In case you are accessing the website from within the European Economic Area, we are committed to providing you with the following additional rights where you can exercise:

Rights under GDPR How we facilitate your rights
Right to be informed

We aid this right to you through our Privacy Notice

Our Privacy Notice communicates how we handle your Personal Information collected through our website. For any further information, feel free to contact us

Right of access You can contact us to get access to your Personal Information along with information regarding its purpose, disclosure, categories of Personal Information, storage period, source of collection of Personal Information, confirmation whether or not they are being processed
Right to rectification

As a registered user of our website, you can rectify your provided details anytime by accessing your account and editing the profile details

As a visitor, you can call support contact number available on our website to get the information corrected

Right to erasure You can contact us to get your Personal Information deleted or erased
Right to restriction of processing

You can contact us and request restriction of further processing in case:

  • You contest the accuracy of Personal Information provided to us and you like to restrict its processing for a period enabling us to verify the Personal Information
  • You think the processing of Personal Information is unlawful and request restriction instead of deletion
Right to data portability You can contact us to get your Personal Information in a structured, machine-readable format and if you want, can have it transmitted to another organisation
Right to object The information provided by you can be used for direct marketing purposes. You can choose to stop receiving them at any time by contacting us or choosing Unsubscribe option in emails sent to you.
Right not to be subject to Automated individual decision-making, including profiling We do not process your Personal Information for automated decision making including profiling
Right to lodge a complaint with the Supervisory Authority

You have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of an alleged infringement of the General Data Protection Regulation

For the purposes of the UK, the supervisory authority is the Information Commissioner’s Office (ICO), the contact details of which are available at: https://ico.org.uk/global/contact-us/

We will verify your identity when you exercise these rights. For exercising your rights and getting information about any limitations which apply on them, you can reach out to us at the contact details given below.

Contact Us

For any further queries and complaints related to privacy, or exercising your rights under GDPR, you could reach us at:

Name of Person: Sriraman Ranganathan

Contact No.: +44 (20) 8099 8020 | 0-808-189-1470 (Toll Free)

Contact Email ID: cfo@datatracks.com

DTracks Limited

Belgrave House, 39-43 Monument Hill,

Weybridge, Surrey, KT13 8RN

United Kingdom

Your queries will be addressed within one month of receipt of such requests. In case of any delay in addressing such requests, the delay will be communicated to you within a month of receipt of request.