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Privacy Policy

We are committed to ensuring that your information is protected and handled securely. This includes all data we gather about you, whether it's obtained through our website at www.fastreconcile.com ("Website"), via our mobile application ("Application"), through electronic communication (like emails or through social media channels), or directly at our events.
Our website is not designed for children, and we do not intentionally gather data pertaining to children.
We urge you to read this privacy notice in conjunction with any other privacy notice or processing notice we might provide on particular occasions when we collect or process your personal data, to understand fully how and why we use your information. This privacy notice adds to, and does not replace, any other notices or privacy policies.

Data Controller
The entity responsible for managing your personal data is Fast Reconcile.
For inquiries about this privacy notice, including any requests to exercise your legal rights, please reach out to: info@fastreconcile.com
This notice does not cover any personal data in documents (like invoices or receipts) you or someone on your behalf upload to the Fast Reconcile platform. Such personal data will be managed by us in the role of a data processor, with you acting as the data controller for any personal data within those documents.


Data Collection
•    Personal data refers to any information that can identify an individual, excluding data where the identity has been anonymized.
•    The types of personal data about you that we may collect, use, store, and share include the following categories:

  • Identity Information such as: first name, last name, usernames or similar identifiers, marital status, title, date of birth, and gender.

  • Contact Information such as: job title, billing address, email address, and phone numbers.

  • Financial and Transaction Information including: details of transactions and payments between you and third parties, as well as transactions and payments between you and us, along with other details of products and services you have purchased from us.

  • Technical Information such as: internet protocol (IP) address, your login information, types and versions of browsers, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technologies on the devices you use to access our website or application. This category may include Technical Information we receive from analytics providers (like Google) located outside of the EU.

  • Profile Information including: your username and password, your purchase history, preferences, feedback, and responses to surveys.

  • Usage Information on how you utilize our website, products, and services.

  • Marketing and Communication Preferences regarding your preferred receipt of marketing from us and our third parties, as well as your communication preferences.

•    We might also collect, use, and share Aggregated Data such as statistical or demographic data for any purpose. Although Aggregated Data may be derived from your personal data, it is not considered personal in law since it does not directly or indirectly reveal your identity. For instance, we might aggregate your Usage Information to assess the percentage of users utilizing a specific feature of our website. However, if we link 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 line with this privacy notice.
•    We strictly avoid collecting any Special Categories of Personal Data about you (this includes details on your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, union membership, health information, and genetic or biometric data). We also do not collect any information about criminal convictions and offenses.
•    Necessity of Providing Personal Data: If we are legally required to collect personal data or if it is necessary under the terms of a contract with you, and you fail to provide that data upon request, we may not be able to fulfill the contract (e.g., to provide you with our services). In such cases, we might have to cancel a service you have with us, but we will notify you if that is the case.


How We Collect Your Data
•    Data about you is gathered using various methods, including:

Direct Interactions: You may provide us with your Identity, Contact, and Transaction Information by filling out forms or through communication via post, phone, email, or otherwise. This includes personal data you provide when you:
•    Subscribe to our products or services;
•    Request a demo of our products or services;
•    Register an account on our website;
•    Request marketing materials to be sent to you;
•    Apply to participate in a webinar, training, or event, whether in-person or online;
•    Participate in a competition, promotion, or survey; or
•    Provide feedback or get in touch with us.
Automated Interactions: As you use our website, we may automatically collect Technical Information about your equipment, browsing actions, and patterns through cookies, server logs, and other similar technologies. Technical Data about you may also be received if you visit websites using our cookies.
Third-party Sources: We may receive personal data about you from various third parties and public sources as outlined below:
•    Technical Data from analytics providers like Google, advertising networks, and search information providers, both inside and outside the EU.
•    Identity, Contact, Profile, Usage, and Transaction Data from providers of technical, payment, and delivery services like Stripe, Salesforce, or Segment, both inside and outside the EU.
•    Identity and Contact Data from data brokers or aggregators, and publicly available sources such as Companies House and the Electoral Register within the EU

Utilizing Your Personal Data
We engage with your personal data in a lawful manner, ensuring our actions are permitted under applicable laws. Primarily, we process your personal data in these scenarios:

•    To fulfill a contract either planned or already established with you.
•    When it's in our legitimate interests or those of a third party, provided your rights do not outweigh these interests.
•    To adhere to our legal responsibilities.
•    While we generally do not depend on consent as the foundation for processing your personal data, we will seek your explicit consent for any direct marketing communications from third parties via email or SMS. You're entitled to revoke your marketing consent at any moment by reaching out to us.

 

Below, we outline the various purposes for processing your personal data, the legal grounds we rely on, including where applicable, our legitimate interests:
•    Please be aware that we might process your personal data based on more than one lawful basis depending on the specific purpose for using your data. For further details about the exact legal basis we're using, feel free to contact us.
Purposes for Using Your Information
•    To enroll you as a new subscriber or for a free trial.
•    To dispatch information you've requested from us.
•    To process and fulfill your orders, which includes:

•    Managing payments, fees, and charges.

•    Pursuing and recovering debts owed to us.


•    To enable our specialists to get in touch with you regarding our services.
•    To maintain our relationship with you, including:

•    Providing account management services.
•    Informing you of changes to our terms, conditions, or privacy notice.
•    Inviting you to review, survey, or trial new products or services.


•    To send you additional information we believe you might find interesting, such as details on our services or promotions.
•    To enter into contracts and provide services to you.
•    To safeguard and manage our business and this site, which includes troubleshooting, data analysis, tests, system maintenance, support, reporting, and data hosting.
•    To personalize and optimize the content, advertisements on our website, and measure or understand the effectiveness of our advertising.
•    To enhance our website, products/services, marketing strategies, customer relationships, and experiences through data analytics.
•    To assist with inquiries or technical support.
•    To fulfill our legal requirements.
•    If you've permitted us to use your information in a specific manner, you have the right to withdraw this consent at any time (refer to the Contact section below). Also, look for the unsubscribe link in any communication we send you, which will also cease any future messages

 

Marketing Preferences
We aim to offer you control over the use of your personal data, especially regarding marketing and advertising.


Promotional Communications from Us
•    We may analyze your Identity, Contact, Technical, Usage, and Profile Data to determine what we believe you might want or need, or what might be of interest to you. This process helps us tailor which products, services, and offers we think are relevant for you (our marketing approach).
•    You'll receive marketing messages from us if you've requested information from us or have purchased services and haven't opted out of marketing.


Marketing from Third Parties
•    We will obtain your explicit consent before we share your personal data with any external party for marketing purposes.


How to Opt-Out
•    At any time, you can request that we or third parties cease sending you marketing messages by clicking on the opt-out link in any marketing message sent to you. Opting out of marketing messages does not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience, or other transactions.


Cookie Management
•    You have the option to configure your browser to reject all or some browser cookies, or to alert you when sites set or access cookies. Be aware that if you disable or refuse cookies, some sections of this site might not be accessible or function correctly.

Disclosure of Your Personal Data
We may share your personal information with the entities listed below for the purposes mentioned:
•    Entities you've permitted us to share your details with.
•    Service providers we engage, including marketing agencies, communication firms, customer relationship management services, website or platform maintenance teams, payment processing companies, IT services, and mail delivery services.
•    Our business associates and integration partners.
•    Our subsidiaries or affiliated entities.
•    Other businesses or parties in the event of a negotiation for the sale, merger, or acquisition of our business or assets. Should our company undergo a business change, the new proprietors will be entitled to use your personal data in the same manner as outlined in this notice.
•    Governmental bodies, as required by law or for aiding in their investigations.
•    Law enforcement and security agencies for the purpose of aiding their investigations, crime prevention, or national security concerns.


We mandate all third parties to safeguard your personal data and handle it lawfully. We prohibit our third-party service providers from using your personal data for their own purposes, allowing them only to process your personal data for specific reasons and in accordance with our directives.


Retention of Your Personal Data
•    We are legally obligated to retain basic information about our customers (which includes Contact, Identity, and Transaction Data) for six years after they cease being customers, for tax purposes, or following our last interaction.
•    You may request the deletion of your data in certain circumstances (refer to the section on your rights below).
•    Under certain conditions, we may anonymize your personal data for research or statistical purposes, whereby it may be used indefinitely without further notification to you.


Your Rights and Complaints
•    You have rights regarding the personal data we hold about you. This includes requests for access, correction, deletion, restriction, transfer, objection to processing, and automated decision-making processes related to your personal data, as well as the right to be informed of data breaches.
•    Should you wish to exercise any of these rights, please contact us (refer to the Contact section below).
•    If you're dissatisfied with the handling of your access request, you can lodge a complaint with the Information Commissioner’s Office (ICO) by calling their helpline at 0303 123 1113 or initiating a live chat at https://ico.org.uk/concerns/.
•    Accessing your personal data is free of charge. However, we may charge a reasonable fee for requests that are unfounded, repetitive, or excessive, or we may refuse to comply with such requests.
•    To confirm your identity and ensure the security of your data, we may request specific information from you. This protocol prevents your personal data from being disclosed to unauthorized individuals. We might also contact you for more information regarding your request to expedite our response.
•    We aim to respond to all legitimate requests within one month. However, complex or multiple requests may extend this timeframe. If such delays occur, we will notify you and keep you updated.


Policy Updates and Your Obligation to Report Changes
•    We regularly review and update our privacy policy.
•    It’s crucial that the personal data we hold about you is accurate and current. Please notify us of any changes to your personal data during our relationship.


External Links
•    Our website may contain links to third-party sites, plugins, and applications. Interacting with those links may allow third parties to collect or share data about you. We do not oversee these third-party websites and are not responsible for their privacy statements. We advise you to read the privacy notices of any website you visit after leaving ours.


Getting in Touch
•    For any questions, inquiries, or requests regarding this privacy notice, please contact us via email at: info@fastreconcile.com.
•    Our company registration details are as follows:

•    Fast Reconcile Limited, company registration number 15376004, located at Trinity Suite Office 4 Hawkesyard Hall, Armitage Road, Rugeley, WS15 1PU
 

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