Privacy Notice
Scope
This privacy notice explains how we manage your personal data in the context of general business communication, for instance email, post or phone.
For details about how we manage personal data within the ChatPro messaging service, please see our privacy policy.
Who are we?
We are ChatPro Ltd of Henleaze Business Centre, Bristol, BS9 4PN.
What information do we collect?
If you contact us, we may collect some or all of the following information:
Identity (your name, the organisation you work for, your role there)
Contact (your organisational postal address/email address/telephone number)
How do we collect this information?
We collect data from you directly when you provide it to us by email, telephone, post, calendar link or via a form on our website.
We may also collect data from publicly available sources, such as the Department for Education’s list of school leaders.
Do we share this information with other organisations?
We only share your data with organisations that are essential for the operation of our company:
Organisations that provide us with essential services, such as IT systems maintenance, may have access to personal data.
Organisations that regulate us, such as HMRC, may have access to personal data.
Why do we collect and process this information?
We collect your name and organisational postal address/email address/telephone number so we can communicate with you in relation to ChatPro.
We collect the name of your organisation and your role so we can check that ChatPro is suitable for your needs.
How long do we store personal data?
If you contact us/we contact you and your organisation does not subscribe to ChatPro, we will store your data for one year from the date that contact was last made.
If you contact us/we contact you and your organisation does subscribe to ChatPro, we will store your data for the duration of your subscription and for three years after your subscription ends.
Is it legal for us to collect and process your data in this way?
There are four legal ways (known as ‘legal bases’) we use to collect and process your personal data when you contact us by email or telephone, or through our enquiry form:
Consent – you agree to us collecting and processing personal data so we can communicate with you about subscribing to the ChatPro messaging service.
Performance of a Contract – we collect and process personal data so we can provide your organisation with access to the ChatPro messaging service if you choose to subscribe to the service.
Legitimate Interest – it is reasonable for us to collect and process personal data so we can operate our business, keep our records updated, analyse how our services are used and recover debts.
Legal Requirement - to enable us to comply with regulatory requirements and to inform you of any changes to our service or policies.
Do we transfer personal data abroad?
We do not transfer your data outside the EEA. However, the organisations which process the data on our behalf (Microsoft Corporation, Calendly LLC and Squarespace Inc.) are based in the USA and may therefore transfer your data outside the EEA.
What are your legal rights in relation to your data?
You have the right to find out from us what personal data we have collected about you.
You can withdraw your consent for us to process your data. Please bear in mind we may be processing your data on a different basis (see legal bases above).
You can ask us to erase, correct or stop processing your data, or ask us to transfer it to another organisation. Please bear in mind our response will depend on the basis of the processing.
How do you make a complaint?
We have appointed a data privacy manager. If you have any questions about this Privacy Notice, please contact them using the details set out below.
Name: Mr H Serle
Postal address: ChatPro Ltd, Henleaze Business Centre, Bristol, BS9 4PN.
Email address: privacy@chatpro.co.uk
Telephone number: 0330 133 5278
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. Our ICO reference is ZA773784.