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Privacy Policy

EFFECTIVE DATE: May 06, 2021

1. Definitions
“Betasoft Websites” means – www.betasoft.co.uk and shareportals.com
“us”, “we”, “Betasoft”, “our” or “company” means Betasoft Limited [Registered in Scotland – SC175808]
“you”, “your”, “user(s)”, or “Customer(s)” means Betasoft customers, Shareportals application users and visitors to the www.shareportals.co.uk and www.betasoft.co.uk website.
“Betasoft Services” means all subscription, application hosting and consultancy services Betasoft offer, including subscriptions to Betasoft’s SharePortals app and the ‘SharePortals for Outlook’ Add-in.

2. Introduction

2.1. Purpose of Policy
This Privacy Policy applies to all of Betasoft’s business activities and Betasoft Services. It covers information collected through Betasoft Websites – and associated applications, widgets, mobile applications and software, collectively here referred to as Betasoft Services, as well as information occasionally gathered and recorded over the phone.
We created this Privacy Policy to demonstrate to you, as you visit the Betasoft Websites and use the Betasoft Services, our commitment to fair information practices and the protection of privacy. Accordingly, we abide by the following privacy principles for all the Personal Information we collect from you. When using any of the Betasoft Services, you are consenting to the collection, storage, manipulation, transfer, disclosure and any other uses of your information as described in this Privacy Policy. The use of information collected through our service shall be limited to the purpose of providing the service for which the Customer has engaged Betasoft.

2.2. Notice Concerning Children
We are a general audience site, and do not direct any of our content specifically at children under 16 years of age. We understand and are committed to respecting the sensitive nature of children’s privacy online. If we learn or have reason to suspect that a Site user is under age 16, we will take steps to delete any Personal Information provided to us. If you become aware that a child has provided us with Personal Information, please contact us at dpo@betasoft.co.uk.
1. Information Collection Practices

2.3. Information related to data collected for our customers
Betasoft collects information under the direction of its Customers and has no direct relationship with the individuals whose personal data it processes. If you are a client of one of our Customers and would no longer like to be contacted by one of our Customers that use our service, please contact the Customer that you interact with directly. We may transfer Personal Information to companies that help us provide our service. Transfers to subsequent third parties are covered by the service agreements with our Customers.

2.4. Access and Retention of Data controlled by our customers
Betasoft recognises that you have the right to access your Personal Information. Betasoft has no direct relationship with the individuals whose personal data it processes. An individual who seeks access, or who seeks to correct, amend, or delete inaccurate data should request this from the Betasoft Data Protection Officer by emailing dpo@betasoft.co.uk. If the Customer requests Betasoft to remove the data, we will respond to their request within 30 days. We will retain personal data we process on behalf of our Customers for as long as needed to provide services to our Customers. Betasoft will retain and use this Personal Information as long as your account is active or as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

2.5. Services through an organisation
Our Services may be available to you through an organisation (i.e. your employer), thus that organisation is the administrator of the Services and is responsible for the accounts and/or Service sites over which it has control. If this is the case, please direct your data privacy questions to your employer’s administrator, as your use of the Services is subject to that organisation’s policies. We are not responsible for the privacy or security practices of an administrator’s organisation. Administrators of an account may be able to 1) require you to reset your account password; 2) restrict, suspend or terminate your access to the Services; 3) access information in and about your account; 4) access or retain information stored as part of your account; 5) install or uninstall third-party apps or other integrations; 6) change the email address associated with your account; 7) change your information, including profile information; 8) restrict your ability to edit, restrict, modify or delete information. Even if the Services are not currently administered to you by an organisation, if you use an email address provided by an organisation (i.e. your work email address) to access the Services, then the owner of the domain associated with your email address (i.e. your employer) may assert control over your account and use of the Services at a later date. You will be notified if this happens.

2.6. What basic information does Betasoft collect and use?
a. LOGIN DATA COLLECTED. We collect non-sensitive information regarding your use of the SharePortals app, such as your login time and duration and your last known login date and time. We may also track and analyse aggregate usage and volume statistical information from you and provide such information to third parties in order to improve services we offer you, to improve analytics, or site functionality.
b. CONTACT INFORMATION. In operating the Betasoft Websites and Betasoft Services, Betasoft may include registration, subscription accounts, online surveys, and other online forms that ask users to provide personal information such as their names, e-mail addresses, postal addresses and other contact information. In registering for the use of the Services on our Sites, you will provide personal information such as your name, username, password, email address, postal address and other contact information or other information requested at the time of registration. You acknowledge this information is personal to you and, you, by providing this, allows Betasoft and others to identify you.
c. PERSONAL INFORMATION COLLECTED. In order for you to access certain paid-for services and to purchase a subscription to our paid-for Services that we offer via the Site, we require you to provide us with certain information that personally identifies you (“Personal Information”). Personal Information means any information relating to an identified or identifiable natural person. We use this information to contact you about the services on our site in which you have expressed interest. You must provide contact information (such as name, email, telephone number). We use this information to complete your order for a subscription to the SharePortals app. If we have trouble processing an order, we will use this information to contact you. When you subscribe to one of Betasoft products you will receive a welcome email. As part of registering for the Service, you may receive email newsletters from us. We do not collect Personal Information about you except when you specifically provide this information on a voluntary basis. If you communicate with us by e-mail, complete online forms, surveys or contest entries, any information provided in such communication may be collected as Personal Information. The use of Personal Information collected by Betasoft shall be limited to the purpose of providing the service for which you have registered.
d. THIRD PARTY APPLICATIONS OR SERVICES. Betasoft provides Services that allow you to manage your accounts and applications with Third Party Services, specifically Office365/AzureAD (collectively “Third Party Services”). When you voluntarily elect to link your Betasoft Service(s) with Third Party Services via OAuth or similar technologies, such as API Keys, Betasoft does not collect your username or password to link such Third Party Services to your Betasoft Service(s). Betasoft’s use and transfer to any other app of information received from Google Accounts will adhere to Google API Services User Data Policy, including the Limited Use requirements. Any information shared through use of the Betasoft Sites or Services or Third-Party Services accessed through Betasoft Services will be shared with and stored by Betasoft. This information includes any information shared through Third Party Services accessed through Betasoft Services, including, but not limited to messages sent via Third Party Services, Third Party Applications Username or IDs, posts, location tags, photos, biographical information, etc. We may track and analyse aggregate usage and volume statistical information from you and provide such information to third parties in order to improve services we offer you, to improve analytics, or site functionality. You may also provide Personal Information about other people, such as their name, date of birth, employment and gender. This information is only used for the sole purpose of completing your request or for whatever reason it may have been provided.
e. GEOGRAPHICAL INFORMATION. Betasoft may access your geographic location data at the time that you login to a Betasoft Service. We may also track and analyse aggregate usage and volume statistical information from you and provide such information to third parties in order to improve services we offer you, to improve analytics, or site functionality.
f. MOBILE ANALYTICS. We use mobile analytics software to allow us to better understand the functionality of our mobile software and applications on your mobile device. This software may record information such as how often you use the application, the events that occur within the application, aggregated usage, performance data, and where the application was downloaded from.
2.7. What additional information does Betasoft collect and use?
a. LOG FILES. As is true of most web sites, we gather certain information automatically and store it in log files. This information may include internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and/or clickstream data. We may combine this automatically collected log information with other information we collect about you. We do this to improve services we offer you, to improve marketing, analytics, or site functionality.
b. TRACKING TECHNOLOGIES. We and our partners, e.g. marketing partners, affiliates, or analytics or service providers, e.g. online customer support provider, etc. use cookies and/or similar technologies to analyse trends, administer the site, track users’ movements around the site and to gather demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual as well as aggregated basis. We use cookies for our shopping cart, to remember users’ settings (e.g. language preference), user analysis and for authentication. You can control the use of cookies at the individual browser level. If you reject cookies, you may still use our site, but your ability to use some features or areas of our site may be limited.
c. AD NETWORKS. We may partner with third party ad networks to either display advertising on our Site or to manage our advertising on other sites. Our ad network partners may use cookies and/or similar technologies to collect information about your activities on this and other web sites to provide you targeted advertising based upon your interests. If you wish to not have this information used for the purpose of serving you targeted ads, you may opt-out by clicking here, or if located in the European Union click here. Please note this does not opt you out of being served advertising. You will continue to receive generic ads.

3. Use and sharing of information

3.1. What does Betasoft do with the collected information
a. PERSONAL & CONTACT INFORMATION. We use Personal Information to send you information about our company or our products or services, or promotional material from some of our Partners, or to contact you when necessary. We may use your Personal Information to verify your identity, to check your qualifications, or to follow up with transactions initiated on the Site. We may also use your Personal Information to send follow-up information regarding Betasoft Services, contact you regarding other services Betasoft offers, inform you of the availability of a newsletter or hotline information available on our Site, any changes to the Site, or to send you additional information about Betasoft. We use your Personal Information to contact you about the services on our Site in which you have expressed interest. We use this information to fulfil your order for Betasoft Services. If we have trouble processing an order, we will use this information to contact you. When you subscribe to one of Betasoft’s products you may receive a welcome email. As part of registering for the Service, you may receive email newsletters from us. We do not collect Personal Information about you except when you specifically provide this information on a voluntary basis. If you communicate with us by e-mail, complete online forms, surveys or contest entries, any information provided in such communication may be collected as Personal Information. If you do not want to receive promotional material or newsletters from us, please follow the unsubscribe mechanism available in those messages.
b. SHARING OF PERSONAL INFORMATION. We share certain categories of information we collect from you in the ways described in this Privacy Policy. We will share your Personal Information with third parties only in the ways that are described in this Privacy Policy. We may provide your Personal Information to companies or individuals that provide services to help us with our business activities such as sales, marketing and customer service (hereinafter “Partners”). Partners are authorised to use your Personal Information only as necessary or instructed to provide these services to us. We may use and share with our Partners the information including contact information such as name, phone number, address, email address, Third Party Application Username, IDs or handles, geographic location and other information you provide to us to improve the Services we provide to you, notify you of changes or updates to our Services, customize your experience in using our Services and Site, customize any advertising and content you see on our Site or in using our Services, research the effectiveness of Services provided and adapt our Site and Services to your needs. If you have provided us permission, we may share Personal Information you have provided to us when registering for the use of Services on this Site with Partners who may want to send you information about their products or services. We also share Personal Information with our Partners and business partners who assist us by performing core services which include but are not limited to, hosting, billing, fulfilment, data storage, and security), (“Business Partners”), related to our operation of the Site. Partners and Business Partners have agreed to uphold the same standards of security and confidentiality that we have promised to you in this Privacy Policy, and they will only use your Personal Information to carry out their specific business obligations to Betasoft. In addition, we maintain a procedure for you to request changes to your Personal Information; this procedure is described in Section 8.1 below.
c. COMMUNICATION FROM THE SITE. We communicate with our customers using information provided to us in various ways, which include but are not limited to:
Service-related Communications
We will send you strictly service-related communications when it is necessary to do so. We send you emails confirming your use of the Services, any account changes, account status updates and payment receipts in connection with your use of the Services. On rare occasions, if our service is temporarily suspended for maintenance, we might send you an email. Generally, you may not opt-out of these communications, which are not promotional in nature. If you do not wish to receive them, you have the option to deactivate your Betasoft account and cease the use of the Services.
Customer Service
Based upon the Personal Information you provide us, we will communicate with you in response to your support inquiries, to provide some of the services you request. We will generally communicate with you by email, unless you request to communicate by telephone or other means by providing us with the information necessary to be able to communicate with you, such as a phone number.
Newsletters
If you wish to subscribe to our newsletters, we will use your name and email address to send the newsletter to you. Out of respect for your privacy, we provide you a way to unsubscribe in each newsletter. Please see the ‘unsubscribe’ feature at the bottom of each newsletter.
Surveys or Contests
From time-to-time we may provide you the opportunity to participate in contests or surveys on our site. If you participate, we will request certain Personal Information from you. Participation in these surveys or contests is completely voluntary and you therefore have a choice whether or not to disclose this information. The requested information typically includes contact information and demographic information (such as postal or zip code). We use this information to notify contest winners and to monitor site traffic or personalise the site. Out of respect for your privacy, we provide you a way to unsubscribe from such communications. Please see the ‘unsubscribe’ feature at the bottom of each newsletter.
Testimonials
We post testimonials from time to time. We always receive permission to post prior to posting. If you wish to update or delete your testimonial, you can contact us at dpo@betasoft.co.uk.
Single Sign-On
You can log in to our Site using the Office 365 sign-in services.
d. LEGAL DISCLOSURE. In certain situations, Betasoft may be required to disclose Personal Information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. We may also disclose your Personal Information as required by law, such as to comply with legal processes when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request, to any other third party with your prior consent to do so. If Betasoft is involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified via email and/or a prominent notice on our Site of any change in ownership or uses of your Personal Information, as well as any choices you may have regarding your Personal Information.
e. ACCESS TO INFORMATION. Upon request Betasoft will provide you with information about whether we hold, share, or process on behalf of a third party, any of your Personal Information. To request this information please contact us at dpo@betasoft.co.uk. If your Personal Information changes, please contact us at dpo@betasoft.co.uk. If you no longer require our Services, you may contact Betasoft at support@shareportals.com to terminate those and remove your personal. You may also contact us by postal mail at the contact information listed in Section 8.1. We will respond to your request to access within 30 days of receiving your request.
f. DATA RETENTION. We will retain your information for as long as your account is active or as needed to provide you services. If you wish to cancel your account or request that we no longer use your information to provide you with our Services, contact our Support at support@shareportals.com. We will retain and use your information only as is necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
g. PUBLIC FORUMS. Our Site may offer publicly accessible blogs or community forums. You should be aware that any information you provide in these areas may be read, collected, and used by others who access them. To request removal of your Personal Information from our blog or community forum, contact us at dpo@betasoft.co.uk and sales@betasoft.co.uk. In some cases, we may not be able to remove your Personal Information, in which case we will let you know if we are unable to do so and why.
h. SUPPLEMENTATION OF INFORMATION. In order to provide or enhance our services to you, we may on occasion supplement the Personal Information you submitted to us with information from third party sources. To enrich our profiles of individual customers, we tie this information to the Personal Information you have provided to us.

4. Confidentiality and Security

4.1. SECURITY.
The security of your Personal Information is important to us. When you enter sensitive information such as log in credentials, Geo-location Data or a credit card number on our order forms, we encrypt the transmission of that information using secure socket layer technology (SSL). We follow generally accepted 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, however. Therefore, we cannot guarantee its absolute security. If you have any questions about security on our Site, you can contact us at dpo@betasoft.co.uk.

4.2. CONFIDENTIALITY AND SECURITY OF PERSONAL INFORMATION.
Except as otherwise provided in this Privacy Policy, we will keep your Personal Information private and will not share it with third parties, unless such disclosure is required by law or in the good-faith belief that such disclosure is necessary: (a) conform to the edicts of the law or comply with legal process served on Betasoft or its parent company, subsidiaries or affiliates, (b) protect and defend the rights or property of Betasoft or the users of the Sites, (c) act under exigent circumstances to protect the safety of the public or users of the Site, or (d) enforce our Terms of Service.

4.3. LOST OR STOLEN INFORMATION.
You must promptly notify us if your credit card, username, or password is lost, stolen, or used without permission. In such an event, we will remove that credit card number, username, or password from your account and update our records accordingly.

4.4. SOCIAL MEDIA FEATURES.
Our Site includes Social Media Features, such as the LinkedIn button. These Features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the Feature to function properly. Social Media Features are either hosted by a third party or hosted directly on our Site. Your interactions with these Features are governed by the privacy policy of the company providing it.

4.5. CONTACT INFORMATION AND POLICY UPDATES
1. CONTACTING US. If you have any questions about this Privacy Policy or if you would like to have us remove your information from our database please feel free to contact us at dpo@betasoft.co.uk or our physical mailing address: Betasoft Ltd, 1 West Regent Street, Glasgow, G2 1RW, Scotland.
2. UPDATES AND CHANGES. We may update, amend, modify, or supplement this Privacy Policy to reflect changes to our information practices. If we make any material changes, we will notify you by email (sent to the e-mail address specified in your account) or by means of a notice on our Sites prior to the change becoming effective. We encourage you to periodically review the most recent version of our Privacy Policy as found on our sites. Your continued use of the Site and Services constitutes your agreement to the changes to the Privacy Policy.