Our Approach To Privacy

AssetPad is operated by KentWeb LTD, a UK based company. (“AssetPad”, “we”, “our”, or “us”) is committed to protecting your privacy. This Privacy Policy sets out how we collect, store, process, transfer, share and use data that identifies or is associated with you (“personal information”) and information regarding our use of cookies and similar technologies.

AssetPad provides computerised services for organisations to manage their business assets.

This Privacy Policy applies to the Asset[ad Websites and associated Services.

Before accessing our Websites or using the Services, please ensure that you have read and understood our collection, storage, use and disclosure of your personal information as described in this Privacy Policy.

AssetPad is the data controller of the personal information we hold about you.

Cookies

Details concerning our cookie policy can be found here.

Meaning of “personal information”?

Within this document we refer to “personal information”. Personal information refers to information which can either directly identify you (like your name, email address, or billing information) or can be reasonably linked or combined to identify you (like an account identification number or IP address). We’ll always tell you what personal information we’re collecting from you.

Any information that falls outside of this is “non-personal information”. Non-personal information that cannot be linked to you, is not covered by this privacy policy.

If we store your personal information with information that is non-personal, we will consider the combination as personal information. If we remove all personal information from a set of data, the resulting information is then anonymous and it is non-personal information.

Data protection and GDPR Compliance

KentWeb LTD the company managing AssetPad is based in the UK, with infrastructure in the UK. Your personal data never gets stored outside of the United Kingdom. We fully comply with GDPR.

AssetPad’s Controller and Processor Responsibilities

AssetPad processes your personal data in several ways, depending on how you interact with us and/or our users.

  • We process personal data when you visit our main website (assetpad.app). AssetPad is the Data Controller for this personal data.
  • We process personal data about prospective users of AssetPad. AssetPad is the Data Controller for this personal data.
  • We process personal data about our existing users, such as contact information about users. AssetPad is the Data Controller of this data.
  • We process personal data which may be contained within the content uploaded by our users, such as in comments, files, ticket information and other collaboration material. AssetPad is the Data Processor for this personal data.
  • We process Personal Data when you use our applications (portal.assetpad.app and other sub-domains, the iOS application and the Android application) and associated tools/services, such as user profile data you provide during registration or when updating your details via the applications. In most cases AssetPad is the Data Processor, and the user is the Data Controller of this Personal Data, however in such cases where you are a member of multiple user accounts AssetPad will be the Data Controller for this personal data.

AssetPad is a data processor in relation to, and does not control, the content uploaded by Users to our platform. As such, we shall keep your Personal Data for as long as determined by the relevant data controller user. Should you wish to remove your Personal Data from within user content, you should contact the relevant user, who is responsible for giving effect to your rights in relation to Personal Data, including the right of access and erasure.

Changes to our Privacy Policy

We may modify this Policy from time to time. If we make any changes to this Policy, we will change the “last updated” date above. We encourage you to check this Policy whenever you use our Sites and Services to understand how your personal information is used. We will notify you by email when the Privacy Policy changes, unless you choose to opt out of Privacy Policy notifications.

Personal Information that we may collect and process

We may collect and process the following data about you:

  • Profile and billing information including but not limited to full name, email address, telephone number, postal address, profile picture.
  • We collect information when you complete forms on our websites (assetpad.app, portal.assetpad.app) – “our sites” – including when registering to use our Sites or subscribing to our Services or updating your profile. The information we may collect about you includes, your name and email address; your title, company and other profile information you provide as well as aggregate information about your use of the features of the Services we provide to you such as the number of times you modify an asset or ticket, modify another user account, how often you login and upload/download files.
  • Information that you provide to us by completing surveys on our site or as carried out by our approved third parties.
  • If you contact us for customer or technical support, we may keep a record of that correspondence or conversation.
  • Information we receive from third-party search engines such as, but not limited to Google and Microsoft relating to your search activity.
  • Details of your visits to our site including, but not limited to, traffic data, browser type, browser version, the pages on the site you visit, location data, IP addresses, weblogs and other communication data and the resources that you access.

On registration with AssetPad or when completing forms on our Sites, AssetPad does not require nor ask for sensitive personal data such as – General medical information, race/ethnicity, gender, political opinions, or sexuality. Where you believe you have either submitted or been asked to provide this information as part of registration or completion of forms, you are to contact hello@assetpad.app to have this information deleted or removed from our records.

Most of the information comes directly from you, but we may obtain information from third parties, e.g. your employer when you are asked to register as a user of our Services.

Uses of your information

AssetPad may use the information it holds about you in the following ways.

For the purpose of legitimate interests being pursued by us in relation to the Services that we provide. For example, we will use your information to:

  • Provide our Services and features to you, to measure and improve those services and features
  • Provide you with customer and technical support through Customer Relationship Management systems
  • Contact you with any service-related announcements from time to time
  • Ensure that content from our Sites are presented in the most effective manner for you and for your computer
  • Detect and prevent fraud or malicious use
  • Where it is necessary for the performance of a contract with you
  • To provide marketing information to you in relation to our Services and to provide you with advertisements concerning our products and services where you have given your consent, or we are otherwise legally entitled to do so and it is in our legitimate interests to provide such information to you; if you do not wish to be contacted in this way, you can use the “unsubscribe” option in communications sent to you or send us an email at hello@assetpad.app.
  • In order to comply with any legal obligation that we have, in connection with any legal proceedings, or in order to establish, exercise or defend our legal rights.

Where we have relied on our legitimate interests to process your personal data, you may contact us to obtain more information, including in relation to our assessment of the impact on you.

Information we collect may be stored and processed in and transferred between any KentWeb LTD offices for the purpose of account management and our customer success program but is performed strictly in accordance with this privacy policy.

Marketing communications and opting-out

We will provide you with information concerning our products or Services that you request from us or which we feel may interest you by email unless you have opted-out of receiving this information.

You may at any time opt-out of receiving this information by clicking on the opt-out link in the footer of a marketing email you have received or by sending us an email at hello@assetpad.app.

Opt-out requests will not apply where AssetPad sends you a notice regarding the status of service, confirmation of an order, renewal notice and alerts, payment confirmations, upgrades to platform, additional features, security alerts, quality surveys or any notice pertinent to your service and account.

How you can access, change or remove your personal information, and other rights

You understand that by accepting an invitation into AssetPad, those who are in an organisation or workspace with you will be able to identify you by your AssetPad profile.

You understand that the administrators and owners of your organisation and workspace have the responsibility to ensure that only users who have been approved access to your account, should be invited into your organisation and workspace. Typically this means that administrators and owners should only invite people within your company or group to access the workspace.

You may view, change, or remove your profile information displayed through our site at any time by going to your profile and editing your information.

You have the following rights regarding your information:

The Right to be informed

You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we are providing you with the information in this policy.

The Right of access

You have the right to obtain access to your information (if we are processing it), and other certain other information (similar to that provided in this Privacy Policy).

The Right to rectification

You are entitled to have your information corrected if it is inaccurate or incomplete. You can change this from your profile page.

The Right to erasure

This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.

The Right to restrict processing

You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.

The Right to data portability

You have the right to obtain and reuse your personal data in a structured, commonly used and machine-readable format in certain circumstances. In addition, where certain conditions apply, you have the right to have such information transferred directly to a third party.

If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful).

Account deactivation

If you want to stop using your account, you may deactivate it. When you deactivate an account, you will not be able to use our Sites or Services, and your information will not be capable of being viewed through our sites. However, even after you deactivate your account, copies of your information, including but not limited to name and email address may be retained by us for legal and compliance reasons.

Any personal information submitted as user generated content in comments, uploaded files, ticket information and other user generated content must be deleted manually by someone within your organisation, or will be deleted automatically if you are an owner who deletes the organisation.

See our terms and conditions to understand further implications of deactivating your account.

Security and management of your personal information

All information relating to you is stored on secure servers operated by us or our third-party providers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share your password with anyone including employees of AssetPad. We will never ask for a copy of your password.

Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access.

We will take all reasonable technical and organizational precautions to prevent loss or misuse of your personal information. Your information is stored on protected servers and transmission of data is encrypted. AssetPad stores and processes your information for as long as required and removes when no longer needed or upon your request. Safeguards using appropriate technical and organizational measures to minimize the risk of accidental loss, unlawful processing, destruction or damage have been implemented. AssetPad will endeavour to ensure your information is accurate, adequate, limited to what is necessary for concerning the purpose for which it is being processed, kept up to date and erased or rectified without undue delay. You acknowledge that the transmission of information over the Internet is inherently insecure and we cannot guarantee the security of data that is sent over the internet, especially over your own network and via third party internet service providers. We have implemented security capability including encryption where applicable in all transmission of data. You are responsible for the safe storage of your access credentials to our Services.

Children aged 18 or under are not permitted to utilise the Sites and Services without parental or guardian consent.

Disclosure of your information

We may disclose your personal information to any of our employees, officers or agents within KentWeb LTD which means our subsidiaries in so far as reasonably necessary for the purposes set out in this privacy policy.

We may disclose your personal information to third parties:

  • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
  • If we or substantially all of our assets are acquired by a third-party, in which case personal data held by us will be one of the transferred assets.
  • If we are under a duty to disclose or share your personal data to comply with any on-going or prospective legal proceedings, new legal obligations, or to enforce or apply our Subscriber Agreement or Terms of Use. This includes local and federal/national law enforcement, relevant public authorities, and regulatory bodies such as but not limited to the US Federal Trade Commission (FTC).
  • To establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

AssetPad may use trusted third parties to assist in the delivery, provision, analysis and improvement of the Services including but not limited to data storage, maintenance services, database management, analytics, payment processing, Customer Relationship Management services/systems and improvement to the Services features.

AssetPad trusted third parties utilize your personal data for the following business purposes:

  • Support services
  • Customer relationship management services
  • Financial management services
  • Communication management services
  • Digital signature service.

All onward transfers of data to trusted third parties will be completed under a written contract with terms that include that:

  • Data will only be processed for limited and specified purposes; and
  • Data will be protected using appropriate technical and organizational security measures.

If it is determined that a third party can no longer meet its obligations under the contract with us, the third-party provider is contractually obligated to notify us.

Where we store your data

AssetPad and KentWeb LTD primarily uses industry standard AWS (Amazon Web Services) as a platform to store and process your personal information. These services by AWS have certification for compliance with ISO/IEC 27001:2013, 27017:2015, 27018:2019, and ISO/IEC 9001:2015 and CSA STAR CCM v3.0.1. Regular backups are stored in a secure and encrypted format within AWS networks in AWS UK data-centers. Regular off-site backups are encrypted inside the secure AWS network before being stored in a physically secure location in the UK. Personal data is never stored in a non-encrypted format.

Your personal data may be transferred outside the UK & EEA (European Economic Area). This might occur because you choose to use the AssetPad platform to communicate and/or share content with persons of your choosing. We do not have access to the content that you chose to share with another other person using our platform and we encrypt such messages on an end-to-end basis. Accordingly, where we are acting only as your processor of any of the data that you choose to share with others through our platform (i.e., only providing the means by which you communicate with anybody else), then it is your responsibility (as controller of the corresponding personal data) in such circumstances to ensure that such transfer complies with all applicable data privacy and data protection law.

Where we transfer any of your personal data in our capacity as a controller, then, where the recipient of the data is in a region that is not part of the EEA or in respect of which the European Commission has not made a finding of adequacy, we shall ensure that such recipient shall process the corresponding personal data in accordance with the prevailing standard contractual clauses provided by the applicable data protection law.

How long we will keep your information

We only keep your information for as long as is reasonably necessary for the purposes set out in this privacy policy and to fulfil our legal obligations.

In summary, however, we keep:

  • User Profile information for the duration of the contract of any Customer accounts of which you are a member, and one year thereafter, or until such time as you request it to be removed.
  • Financial information for seven years to meet our legal obligations for accounting and tax reporting.
  • Customer account-related information for the term of the agreement plus seven years, and beyond this period if it is required to enforce or defend a claim against AssetPad that has been made under the Subscription Agreement.
  • Security-related information, such as log data, for a minimum of one year to meet our security compliance obligations.

We will securely erase your information in advance of these deadlines if we decide that we no longer need it.