We value your privacy and take the protection of your personal data seriously. The following sections detail how we gather and use your data. The data that PilotBean stores and how it is used depends on your relationship with PilotBean and what services you use. 

Privacy policy overview

• Our company is PilotBean Ltd, registered in England with its registration number 05182324 and its registered address at Office 7, 35-37 Ludgate Hill, London, England, EC4M 7JN
• Our email for data protection queries is support@pilotbean.com
• We are registered with the Information Commissioner’s Office under registration number is ZA832972
• We only store the minimal amount of data that is required to provide a requested service
• We use your data to respond to enquiries about our services and to provide our services to you
• We delete your data when it is no longer required
• We have the relevant security measures in place to protect your personal data

Customer support

We communicate with our users via email or telephone in order to provide information or services relating to their account or enquiry. Any contact information will only be used for the purpose of this communication.

Personal information and your rights

As a user of our website and/or services, you have the right to the following:

• Opt-out of receiving communications
• Right to update any inaccurate data we hold about you
• Object to us processing your information
• Access any data we hold about you
• Request deletion of your personal data
• Restrict processing
• Be informed of what data processing is taking place
• Request that your personal data be transferred to another person (data portability)
• Complain to a supervisory authority

You also have rights with respect to automated decision-making and profiling although we do not currently use automated decision-making including profiling.

To exercise any of these rights, please contact support@pilotbean.com

Under UK GDPR we will ensure that your personal data is processed lawfully, fairly and transparently, without adversely affecting your rights. We will only process your personal data if at least one of the following lawful basis applies:

a)       you have given consent to the processing of your personal data for one or more specific purposes;

b)      processing is necessary for the performance of a contract to which you are a party or in order to take steps at the request of you prior to entering into a contract;

c)       processing is necessary for compliance with a legal obligation to which we are subject;

d)      processing is necessary to protect the vital interests of you or of another natural person;

e)      processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; and/or

f)       processing is necessary for the purposes of the legitimate interests pursued by us or by a third party such as our credit card payment processing, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data.

We will not specifically collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Your optional profile photo and other photos you decide to share may contain certain special category data.

We do not collect any information about criminal convictions and offences.

Contact forms

We collect the following information via our contact form:

• Name
• Email address
• Message

PilotBean will only respond to submissions via the contact form when appropriate to do so and will be directly related to your enquiry. Email addresses will not be shared with any third-parties and will only be used by PilotBean for this single enquiry. Your email address will never be added to a mailing list or passed on to any third-parties for this purpose.

We are required by law to store all business emails sent and received for a minimum of 6 years.

Data security

PilotBean takes reasonable steps to protect personal information in its possession from loss, misuse and unauthorised access, disclosure, alteration and destruction. We have in place appropriate physical, electronical and managerial procedures to safeguard and secure this information. However, we cannot guarantee the security of information on or transmitted via the internet.

PilotBean will retain personal data we process on behalf of our clients for all long as is required to provide services to our clients. PilotBean will retain and use this personal information as necessary to comply with our legal obligations, resolve any disputes and enforce our agreements.

The security of your personal information and our clients information is important to us. When you enter sensitive information (such as login credentials) we encrypt the transmission of that information using secure socket layer technology (SSL). We follow standards to protect the personal information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet or method of electronic storage is 100% secure, therefore, we cannot guarantee its absolute security. If you have any questions about security on our web site, you can contact us via the details below.

Data integrity

PilotBean processes personal information in a way that is relevant for the purpose for which is was collected and authorised by the data subject. We take reasonable steps to ensure that personal information is accurate, complete and reliable for its intended use.

How do I change my cookie settings?

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org.

Our services sometimes use cookies to help our clients better analyse the success of their email and other online marketing campaigns. The cookies we use are often correlated with information that can identify an individual, but this information is not shared with anyone other than the client. As with the email addresses and other information we maintain and process for each of our clients, this information is not used by us except as described above or shared with other PilotBean client.

Data sharing

We do not pass on or sell any information about our clients to any other business or organisation unless legally obliged to do so by the relevant authorities.

Our clients

PilotBean acts as a data processor in the course of providing its services. The relevant agreements between PilotBean and its clients govern the relationship where our clients act as data controllers and PilotBean acts as a data processor, having access and processing client personal data, including storage, in the course of the provision of our services.

PilotBean is not responsible for its clients own privacy policies and makes no representations about their accuracy. If you have questions about our clients practices, we recommend you check their privacy policies and/or contact them directly.

Log files

Our systems automatically gather some information about visitors, including IP addresses, browser type, language, and the times and dates of webpage visits which is used to administer the site.

PilotBean will make no attempt to track or identify individual users, except where there is a reasonable suspicion that unauthorised access to our systems is being attempted. 

All log file information collected by PilotBean is kept secure and no access to log files is given to any third party.

Cookies

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 site.

We use the following cookies within our website:

Performance Cookies

Name	Purpose	Default Expiration Time
__utma	Used to distinguish users and sessions. The cookie is created when the javascript library executes and no existing __utma cookies exists. The cookie is updated every time data is sent to Google Analytics.	2 years from set/update
__utmb	Used to determine new sessions/visits. The cookie is created when the javascript library executes and no existing __utmb cookies exists. The cookie is updated every time data is sent to Google Analytics.	30 mins from set/update
__utmc	Not used in ga.js. Set for interoperability with urchin.js. Historically, this cookie operated in conjunction with the __utmb cookie to determine whether the user was in a new session/visit.	End of browser session
__utmt	Used to throttle request rate.	10 minutes
__utmz	Stores the traffic source or campaign that explains how the user reached your site. The cookie is created when the javascript library executes and is updated every time data is sent to Google Analytics.	6 months from set/update

Functionality Cookies

PilotBean use no functionality cookies

Targeting or Advertising Cookies

PilotBean use no targeting or advertising cookies

Google Analytics

We use Google Analytics to help improve the user experience within our website. This data is collected anonymously and personal identifiable information (PII) is not stored on our servers. For further information, Google Analytics also has a detailed policy on Data privacy and security.

Google Analytics also specifies best practices to avoid sending Personal Identifiable Information (PII) and by following these, we are minimising the risk of our users passing any PII to Google Analytics.

If you?d like to opt-out of using the cookies supplied by Google Analytics, please use the following browser add-on: Google Analytics Opt-out Browser Add-on 

Amendments

This privacy policy may be updated occasionally to reflect changes in our business. If changes are made to this policy, details will be posted on this page. If the changes in our privacy policy affect the use of your personal data, we will use our best endeavours to contact you in order to obtain consent to the use.

Links to other sites

Please note that our terms and conditions and our policies will not apply to other websites that you get to via a link from our website. We have no control over how your data is collected, stored or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

Questions

If you have any questions regarding PilotBean’s privacy policy or the use of personal data please email support@pilotbean.com or contact us by post at the following address: PilotBean Ltd, Office 7, 35-37 Ludgate Hill, London, EC4M 7JN.