Privacy policy

Information we collect automatically through our website

We gather only essential and limited information as you navigate our website. Primarily, we gather your Internet Protocol (IP) address through the Internet access logs of our website. When you navigate www.grafterr.com, your IP address is automatically obtained and registered in our Internet access logs. With these IP addresses, we diagnose any problems with our web server, manage and improve our website, based on the pages visited and enhance those features and content that our visitors considered interesting. These IP addresses are also useful to us in recognising our users and to collect broad demographic data. You may choose to not automatically share your location with us and remain anonymous by changing your device and/or platform settings.

Cookies are used to collect certain data about our visitors. A "cookie" is a small piece of information about your visit to our website, such as how you have entered our website, how you navigated our website, and which information of our website was appealing to you. Our website sends this information to your browser, and the browser stores it on your device. Presently, only selected pages of our website use cookies. However, we have plans to extend this feature more extensively soon so that we can provide our users with better results from our website. However, you have complete freedom to customise your browser to notify you whenever you receive a cookie, and whether to accept it or not. If you do not want to receive any cookies, you can customise your browser settings to block the usage of cookies. For further information on cookies, please refer to our Cookie Policy.

Information we ask for

The user is not required to submit any personal data for simple navigation with www.grafterr.com. Our website will seek your personal information, only when you want to access certain pages such as Enrolment, Online Quote, product purchasing or subscription for product information and services provided. Information we ask for in such circumstances may include your name, postal address, email address, telephone number, a secure password and whether you would like to receive information (such as marketing and promotional material, invitations to events, special offers, market research, and any other marketing material that we believe may be of interest to you) from us via email, SMS text, post or telephone. Where you have given us permission to send you marketing and promotional material, you will be able to withdraw it at any time by using the “Unsubscribe” button on any marketing emails received from us.

If you are placing an order to purchase any goods or subscribing for any of our monthly/annual services, we will also ask for your payment card details and/or bank account details to set up a Direct Debit to be able to fulfil your order. It is not possible to place an order or subscribe to any of our services without providing the requested personal information. To ensure that your credit/debit card is not used without your consent, we may validate the name, address and any other personal information supplied by you during the order process against appropriate third-party databases. By placing an order with us, you consent to such checks being made.

Our website would only record your personal data when you wilfully submit it. Our visitors have the opportunity to register for an event or conference, order a white paper, or participate in an online survey at any point of navigation of our website. When we gather this type of data, we shall endeavour to inform you of the reason for seeking such information and how we are going to utilise it. When we ask you to provide personal data, you may choose to decline. Many of our products require some personal data to provide you with a service. If you choose not to provide data required to provide you with a product or feature, you cannot use that product or feature. Likewise, where we need to collect personal data by law or to enter into or fulfil a contract with you, and you do not provide the data, we will not be able to enter into the contract; or if this relates to an existing product you are using, we may have to suspend or cancel it. We will notify you if this is the case at the time. Where providing the data is optional, and you choose not to share personal data, features like personalisation that use such data will not work for you.

Information we receive about you from other sources

In addition to information gathered from our website, we may receive your information from various other sources. These include social media platforms, where users may sign in or interact with our content; business partners, such as affiliates and service providers who share relevant data; and third-party data brokers that supply demographic or behavioural information. We also receive insights from advertising networks, publicly available records, third-party applications, and APIs integrated with our services. Customer referrals, event registrations, credit reporting agencies, and third-party surveys or feedback platforms may also provide us with additional data to enhance our services and offerings.

Interest-based advertising through advertising networks

We engage in interest-based advertising through advertising networks, which means you may see our ads on other websites or apps based on your online activities and interactions. These advertising networks use cookies, web beacons, and similar tracking technologies to collect information about your demographic data, location, interests and browsing behaviour, such as the pages you visit, links you click, or purchases you make. This data helps them build a profile of your interests, allowing them to display ads tailored to you. It is important to note that we have no involvement in this tracking process. These networks track your activity across multiple websites and devices independently, and we do not control or access the data they collect. However, you can manage how these networks track your online behaviour by adjusting your browser settings or using the opt-out tools they provide.

How we use collected information

We will only process your information if there is a legitimate business reason for doing so, and if that reason is permitted by law. Our website, as well as our trusted affiliates, independent contractors, and business associates, may utilise the personally identifiable information gathered through our website to contact our users regarding their products and services; to review your past purchases and viewing history; to tailor content displayed to you; to get valuable feedback on our products and services and those of our trusted partners; to improve our users’ interactive experiences; to provide support with complaints and troubleshooting; and to detect, investigate, report and seek to prevent fraud or crime. We may also utilise this information to research the effectiveness and efficiency of our website for marketing, advertising and sales efforts of our company, our trusted affiliates, our independent contractors, and our business partners. We also use data to analyse and develop the performance of our workforce. For example, all contacts made with our Customer Service Team are monitored and recorded via our internal ticketing system for quality control and training purposes. If you raise a query while we still hold a record of your previous communications with us, we may refer to this record so we can investigate or answer your query.

Reasons we share personal data

We never sell, rent, or lease the personal data of our users to any third party, and we never utilise or disclose personal information of a sensitive nature, such as information about any physical disability, race, religion, or political affiliations, without obtaining the explicit consent of our users.

We may share your personal information with our affiliates and other trusted businesses or persons to process it for us, based on our instructions and in compliance with our privacy policy and any other appropriate confidentiality and security measures. We disclose your personal data to companies we have contracted to render services on our behalf, such as handling the printing, processing, and delivery of mailings, processing online financial transactions, or analysing data we have gathered. We provide your personal data to these companies based on the understanding that the confidentiality of your personal data is maintained, and your personal data is used only for those purposes, which you have consented to. Additionally, they may contact you or send you messages, which might be of interest to you. However, we will only share your information with these third parties where you have given your consent to share your personal data in such a way.

We may access and/or disclose your personal data, in case it becomes legally mandatory or in a goodwill, if we consider that such disclosure is essential to legally conform or to comply with any legal procedure imposed on us or on our website, or to safeguard our rights and our property, or during any inevitable circumstances to safeguard other users of our website, our services, and the public.

Retaining your information

We will only retain your information 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 retain your information for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

When determining the appropriate retention periods, we will take into account factors including the amount and sensitivity of information; our contractual obligations and rights in relation to the information involved; legal obligation(s) under applicable law to retain information for a certain period of time; statute of limitations under applicable law(s); our legitimate interests for retaining the information; whether there is an actual or potential dispute; and guidelines issued by relevant data protection authorities.

When you delete data, we follow a deletion process to make sure that your data is safely and completely removed from our servers or retained only in anonymised form. We try to ensure that our services protect information from accidental or malicious deletion. Because of this, there may be delays between when you delete something and when copies are deleted from our active and backup systems.

Security

The security of your personal data is greatly important to us. As such, we have put in place appropriate technical and organisational measures/ industry standard technology to protect it from unlawful processing, accidental loss, destruction or damage. When you enter confidential billing information on our order forms, we encrypt the communication of that transaction through secure socket layer technology (SSL). In case you choose to use a third-party payment method to pay for your order, then the privacy statement and security practices of that third-party payment system will be applicable to your personal data. We strongly recommend that you go through their privacy statement before providing your personal data.

Where you have chosen a password which allows you to access certain parts of our services, you are responsible for keeping this password confidential. We advise you not to share your password with anyone and to use a unique password for our services. Additionally, be sure to sign off and close your browser when you have finished your session. This will help to ensure that others do not access your personal information if you share your computing device or use a computing device in a public place. We will not be liable for any unauthorised transactions entered into using your name and password.

We generally follow the established industry standards to protect the personal data submitted through our website, both during transmission and after receipt. However, no mode of communication over the Internet or electronic storage is 100% secure. This risk is common across the Internet and not specific to our services. Therefore, we cannot guarantee the absolute security of your personal data, any transmission is at your own risk. We have implemented procedures to deal with any data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Links to other websites

Our www.grafterr.com website may contain links to and from other websites. This privacy policy only applies to www.grafterr.com. We provide these links to you only as a convenience and the inclusion of any link does not imply endorsement of the relevant website by us. Therefore, Grafterr is not responsible or liable for the privacy policies, practices, or the content of those third- party websites. We strongly recommend you check the terms and conditions and privacy policies of those third-party websites before you submit any personal information to them.

If you come to www.grafterr.com from another website, we may receive personal information from the other website. You should read the privacy policy of the website you came from to find out more about this.

Children’s privacy protection

Our website and services are not meant for individuals thirteen years of age or younger. We do not permit the use of our website and services by anyone thirteen years of age or younger. We do not intentionally, directly, or passively, gather or maintain personal data from children thirteen years of age and younger. Therefore, we ask that if you are thirteen years of age or younger, you should stop using our website and services.

Accessing or correcting your information

You can access, update or request deletion of all your personal data that we have gathered through our website and/or services by contacting our office via the details listed on our Contact tab (https://www.grafterr.com/uk/contact-us) . We practise this procedure to better safeguard your personal data. You can correct or update any factual errors in your personal data by sending us a request that credibly shows an error. We will also take reasonable measures to protect the privacy and security of your personal information by verifying your identity before allowing access or updating your personal information.

Changes to our privacy policy

We reserve the right to modify the terms of this policy from time to time in response to changing legal, technical, or business developments. We will not make any special notification to you regarding any changes. Any amendments to this privacy policy will apply to you and your data immediately. We encourage you to periodically review this page for the latest information.

Last updated 4 th October 2024