Privacy Policy


Registered Address

Spedan Ltd, Exchange House, 494 Midsummer Boulevard, Milton Keynes, MK9 2EA

Version

This Policy and associated Terms and Conditions are currently at Version 1.0 and applicable from 1st January 2018

Introduction

Your privacy is important to us, and the Spedan team are all committed to ensuring that your privacy is protected.

In compliance with the General Data Protection Requirements and associated UK Legislation concerning Data Protection, this privacy policy sets out how Spedan Ltd will use and protect any information in our care.

We provide the following services:

  • Direct consultancy
  • Online support
  • Software sales and

We use data in the following way:

  • Providing online information and support through a range of online tools
  • Providing the Caybee Knowledge Base tool
  • Maintaining customer relationships through a CRM and email system
  • Maintaining consultancy information and general business information through office software and secure document sharing platforms

Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.

Spedan Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 1st January 2018

Our GDPR Commitment

In the scope of our operations as a Business to Business provider of consultancy services, Spedan Ltd can be classified as ‘Controllers' of data. We do not process information for others, nor do we profile or manipulate data to generate insights into personal data. Where the following are applicable, we are committed to

  • Fair and transparent control or processing;
  • Legitimate interests pursued by controllers in specific contexts;
  • Clarity on the collection of personal data, where it is applicable to our systems;
  • The pseudonymisation of personal data;
  • Supporting our Clients with information they can provide to individuals and the exercise of individuals' rights;
  • We never work with Children, but we will support our Clients with information provided to and the protection of children by forwarding information from recognised government sources including the ICO (including mechanisms for obtaining parental consent);
  • Technical and organisational measures, including data protection by design and by default and security measures;
  • Breach notification;
  • Managing data transfers outside the EU;
  • Maintaining an Information Security system to the requirements of ISO 27001:2013, which includes procedures for Complaints and Dispute Resolution.

Our Products

Spedan Ltd offers the following:

  • Spedan Website including an ISO Knowledge Base
  • Caybee Knowledge Base
  • Direct Consultancy Services
  • Third Party software for legal updating and process management

The Spedan Website is used for the day to day management of business communications with our clients regarding the status of projects. We maintain a Knowledge Base for the purposes of instruction and knowledge transfer about ISO management systems. We maintain personal information on the Knowledge Base relevant to an individual's use of the site in the following way: Where a User follows a course of instruction, we will record scoring for reference by the User, their Company Administrator and the Spedan Admin team.

The Caybee website provides functionality for Organisations to build capacity and training about information they choose to share with their teams and User Communities. Personal Data is maintained relevant to use of the system only. Users access the system with encrypted passwords.

All our online tools and applications contain notifications linked to Users preferences, which can be discontinued at any time. Data about these processes is not stored or processed.

Our Business to Business Data Systems

For the purposes of improving our relationship with our Customers, we may collect and store information about potential and actual customers. The scope of this information is in our business to business relationship. This would only classify as personal data where the individuals business status is recognised as such in UK and European Law. The following information may be collected:

  • Name and Job Title
  • Contact information including email address
  • Demographic information such as postcode, preferences and interests

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • Internal record keeping.
  • We may use the information to improve our products and services.
  • We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided. All recipients will have the ability to unsubscribe from the email service
  • From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.

We will never sell, distribute or lease your personal information to third parties.

Confidentiality

All Communication, by any mean or form, between us is confidential. We are happy to sign relevant Non-Disclosure Agreements that Clients may require in addition. Where appropriate, and by prior agreement with Clients, we may promote individual companies in marketing communications. These communications will in no way break any confidences in operating methods or confidential information.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Complaints

We are committed to providing you with our best service that is effective and efficient. If you do have any cause for concern or complaint, please contact Chris Reading (General Manager). We will follow our documented complaints management process to ensure that the complaint is investigated, resolved and communication with relevant stakeholders maintained.

Terms & Conditions

Introduction

Please read these Terms and Conditions carefully before using any services, online tool or application provided by Spedan Ltd. In using any services, online tool or application provided by Spedan Ltd, you are agreeing to be bound by the terms and conditions of this Agreement.

Definitions

For the purposes of these Terms and Conditions, the following shall apply: Online tool or application: Refers to any online tool or application provided by Spedan Ltd, including the Caybee application, Spedan.co.uk and ISOActiv.

Privacy Policy

These Terms and Conditions should be read in conjunction, and are applicable to, our Privacy Policy

Applicable Law

Spedan Ltd and it's clients agree that the courts of the United Kingdom and England will have exclusive jurisdiction in relation to any claims, disputes or difference concerning our engagement and any matters that arise from it.

Online Tools and Applications

Copyright

Reproduction of any part of our online tools and applications is governed by relevant copyright legislation. You may not reproduce any part or content including writings, artwork, images without prior permission.

Trademark

Caybee is protected under UK Law by it's Trademark Registration Number UK00003294936 for:

  • Class 9: Training software.
  • Class 41: Training and education services.
  • Cookies Policy

    Our online tools and applications use Cookies. A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

    Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

    You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

    If you'd like to learn more about cookies in general and how to manage them, visit aboutcookies.org If you'd like to opt out of cookies, please go to the Network Advertising Initiative website

    Liability

    Our online tools and applications are maintained for your reference and include information about our terms and services. We accept no liability for any content that you take and use without our permission.

    Users of the Legislation service on the Knowledge Base do so at their own risk. We do not accept liability for any loss or damage that you may incur by using this information, be it direct, indirect or consequential loss or however it is caused. We will take all precautions to ensure that information is correct at the time of publication but users should always refer to the appropriate legislative body for latest updates and publications.

    You agree to use our online tools and applications for lawful purposes and in a manner that does not infringe the rights of, or restrict the use of this site by any third party.

    We aim to update our online tools and applications regularly and can change content at any time. No part of our online tools and applications forms any part of a Contractual agreement with clients using paid Consultancy Services, Knowledge Base or ISO-Activ. By using these online tools and applications, you agree that you accept these terms of use and agree to abide them.

    Google Analytics

    We use Google Analytics to collect information on how visitors use of our online tools and applications. This information helps us to generate reports and to help us develop the use of the tools. These cookies collect information in an anonymous form, the information collected is the number of visitors to the site, how visitors have arrived at our website and all the pages that are visited. For further information you can visit http://www.google.com/policies/privacy/

    Links to other websites

    Our online tools and applications may make reference to external websites and sources of information. Whilst we will take every measure to ensure these are up to date, we can't be responsible for changes that those external websites might make. Where references are made to external websites, we are not responsible for their content. Therefore, once you have used these links to leave our online tools and applications, you should note that we do not have any control over that other website.

    Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

    Controlling your information given via our online tools and applications You may choose to restrict the collection or use of your personal information in the following ways:

    • If you fill out a contact form on either Spedan.co.uk or Caybee.com, we will respond to you appropriately. We will not maintain any information until such time as we have established a working relationship with you.
    • You may request details of personal information which we hold about you. If you would like a copy of the information held on you, please write to us.
    • If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

    Please refer to the Knowledge Base or Caybee Engagement Letters for specific information concerning the protection of data for Knowledge Base users. This information is sent by email to all users at the time of registration.

    Virus Protection, Viruses, Hacking or other Information Security Issues

    Under the Computer Misuse Act 1990, you may not misuse our online tools and applications by introducing viruses, Trojan horses, worms, logic bombs, browser jacking software or other material or programmes that are malicious and harmful to ours or other users technology. You must not attempt to gain access to our online tools and applications, our servers or other hardware.

    These Terms and Conditions are governed by the laws of the United Kingdom

    License

    Spedan Ltd grants you a revocable, non-exclusive, non-transferable, limited license to use our online tools and applications solely for your relevant commercial purposes strictly in accordance with these terms and conditions.

    Restrictions

    You agree not to, and you will not permit others to use our online tools or applications to:

    • License, sell, rent, lease, assign, distribute, transmit, host, outsource, disclose or otherwise commercially exploit the Applications or make the Applications available to any third party.
    • Use the Applications for purposes of sharing or distributing:
      • articles, documents, images, speeches or videos that promote corruption, terrorism or encourage violence
      • content encouraging people to commit acts of terrorism
      • websites made by terrorist or extremist organisations
      • videos of terrorist attacks, extreme violence or glorification of violence
      • Anything to do with the manufacture, sales or trading in Armaments
      • Pornography or Pornographic material

    If you do, you will be reported to the UK Government authorities or their relevant agencies.

    Modifications to Online tools and Applications

    Spedan Ltd reserves the right to modify, suspend or discontinue, temporarily or permanently, any online tool or application, to which it connects, with or without notice and without liability from any stakeholder.

    Term and Termination

    These Terms and Conditions, including use of any online services shall remain in effect until terminated by you or Spedan Ltd. Spedan Ltd may, in its sole discretion, at any time and for any or no reason, suspend or terminate use of any online service (KnowledgeBase or Caybee) with or without prior notice.

    These Terms and Conditions will terminate immediately, without prior notice from Spedan Ltd, in the event that you fail to comply with any provision of this Agreement. Upon termination of this Agreement, you shall cease all use of the Spedan Website, Caybee or other online tools purchased through Spedan Ltd.

    Severability

    If any provision of these Terms and Conditions are held to be unenforceable or invalid, such provision will be changed and interpreted to accomplish the objectives of such provision to the greatest extent possible under applicable law and the remaining provisions will continue in full force and effect.

    Engagement

    We will only engage in services with you if acceptance of our quotation is received in writing or by email.

    Disengagement

    If we resign, or are requested to resign our services, we will take all reasonable steps we will issue a disengagement letter to ensure that our respective responsibilities are clear.

    Retention of Documents

    Under UK legislation, we will maintain correspondence and papers relevant to our transactions and services for 7 years, after which time it will be destroyed. You must tell us if you want this time period to be extended. Please note any extension of time may incur a storage fee.

    Fees and Payments

    Any quotation for services, concerning either online services or direct consultancy services will be provided in writing. Our quotations will not be contractually binding unless otherwise stated. We will review our pricing on an annual basis in line with the Retail Price Index and other relevant factors and inform you of any changes in writing. If it becomes apparent to us that a fee is inadequate, then we reserve the right to notify you of a revised figure.Our fees are exclusive of VAT which will be added where necessary.

    Our payment terms are 30 days unless otherwise agreed. We reserve the right to suspend any services to you if payments is not made in this time. If payment is not made, we will use appropriate legal action to recover the debt. We reserve the right to inform Dun and Bradsheet of your average payment days. This could affect your credit rating.

    Amendments to this Agreement

    Spedan Ltd reserves the right, at its sole discretion, to modify or replace this Agreement at any time. If a revision is material, we will provide at least 30 days' notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion. Reliance on Advice Whilst we take every effort to provide accurate information and support to our clients, but we cannot provide legal advice. Therefore, legal advice, particularly on matters regarding legislation, and matters of health and safety risk assurance should be sought from authorised and qualified legal practitioners.

    Insurance

    We maintain all relevant professional indemnity insurances, and our Insurers are Hiscox Underwriting Ltd of 1 Great St. Helen's, London, EC3A 6HX and are registered in England no. 02372789. Hiscox Underwriting Ltd is authorised and regulated by the Financial Conduct Authority.

    Updates to these Terms and Conditions

    We may from time to time update and amend these Terms and Conditions based on changing requirements to technology and legislation in the EU and United Kingdom. We will notify all users of changes via our website. If you want to be notified individually, please contact us in writing.

    Contact Information

    If you have any questions about this Agreement, please contact us.