Collab365 Privacy Statement

1. Introduction

This privacy notice provides details of how we collect, use, store and protect your personal data when you use our websites, platforms, and services including, without limitation:

• Main site (collab365.com)
• Collab365 Spaces (spaces.collab365.com)
• Legacy content access and hosting (go.collab365.com)
• and associated sub-domains and services.

This notice is not a complete subprocessor list, data-residency commitment, retention schedule, data processing agreement or security assurance. Those details depend on the current service configuration and require a service-by-service review. If you need them for procurement or a privacy review, email hello@collab365.com with the exact requirement.

By providing us with your data, you warrant to us that you are over 13 years of age.

Collab365 Limited is the data controller and is responsible for your personal data (referred to as “we”, “us” or “our” in this policy).

Contact Details

Our full details are:

• Full name of legal entity: Collab365 Limited
• Email address: hello@collab365.com
• Registered office: Telford Business Centre, Badhan Court, Castle Street, Hadley, Telford, Shropshire, England, TF1 5QX

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at hello@collab365.com.

2. What Data we Collect About You, For What Purpose and on What Ground We Process It

Personal data means any information capable of identifying an individual. It does not include anonymised data.

We may process the following categories of personal data about you:

• Communication Data that includes any communication that you send to us whether that be through a contact form on our website, through email, text, chat service on our sites, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.
• Customer Data that includes data relating to purchases of goods and/or services, such as your name, title, billing or delivery address, email address, phone number, purchase details, invoices, subscription status and payment status. Current Collab365 Spaces online checkout is hosted by Stripe. We receive customer, transaction and payment-status records from Stripe, but we do not store the full card number or card security code entered in Stripe Checkout. We process this data to supply what you purchased and keep transaction records. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.
• User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back-ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.
• Technical Data that includes data about your use of our website and online services, such as your IP address, login and session data, browser and device details, page views, navigation paths, referring page and time-zone information. Sources include web requests, authentication and security services, cookie-free Cloudflare Web Analytics, and the first-party attribution system described below. We process this data to operate and secure our services, understand aggregate use and, where applicable, measure our marketing. The lawful ground depends on the purpose and may include our legitimate interests or consent where the law requires it.
• Marketing Data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free give-aways, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.
• Attribution Data that includes the campaign details of visits to our sites, such as campaign tags in links you clicked, the landing page, referring site, advertising click identifiers, and a random first-party visitor identifier stored in the c365_vid cookie. The attribution visitor record stores a salted one-way hash of the IP address rather than the raw address. This does not mean that a raw IP address never passes through our network, authentication and security services or a live advertising-measurement request. If you create an account or make a purchase, we may connect earlier visits to your account so we can understand which marketing led to that action. We process this data to measure marketing effectiveness. The lawful ground depends on the processing and may include legitimate interests or consent where the law requires it. Unidentified attribution records are deleted by a scheduled retention process; the applicable public period is stated in our Cookie Policy.

We may use Customer Data, User Data, Technical Data, Marketing Data and Attribution Data to deliver relevant website content and advertisements to you (including Facebook adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you. Our lawful ground for this processing is legitimate interests which is to grow our business. We may also use such data to send other marketing communications to you. Our lawful ground for this processing is either consent or legitimate interests (namely to grow our business).

Advertising measurement (Meta Conversions API): when you take a significant action on our sites, such as creating an account, starting a checkout, or completing a purchase, we may send that event from our servers to Meta Platforms to measure advertising. Depending on the event and current settings, this may include the event value, hashed email or account identifiers, advertising click identifiers, and the live request's IP address and user-agent information for event matching. We do not send your password or full payment-card details. Meta explains its own processing in the Meta Privacy Policy. You can ask us to review or stop this processing by emailing hello@collab365.com.

We do not ask for Sensitive Data, also called special-category data, as part of ordinary account creation or purchase. Our communication and community fields are general-purpose, so please do not submit information about race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade-union membership, health, genetic or biometric data, or criminal convictions unless it is genuinely necessary and you have an appropriate basis to share it.

Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered or that we are already providing to you but if we do, we will notify you at the time.

We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at hello@collab365.com. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law. We do not use personal data to make solely automated decisions that produce legal or similarly significant effects. We do use automated rules for security, account eligibility, attribution and service operation; you can ask us to review a relevant decision or concern by emailing hello@collab365.com.

3. How We Collect Your Personal Data

We may collect data about you by you providing the data directly to us (for example by filling in forms on our site or by sending us emails). We may automatically collect certain data from you as you use our website by using cookies and similar technologies. Please see our cookie policy for more details about this.

We may receive data from providers involved in a service you use, including Microsoft or Google for social sign-in, Stripe for payments, Meta for advertising measurement, and providers of technical or delivery services. Our aggregate page and performance measurement uses Cloudflare Web Analytics, which Cloudflare states does not collect or use visitors' personal data.

If you sign in using Microsoft or Google, we receive the account details that the provider releases for authentication, such as a provider identifier, name, email address and profile image. Our authentication service stores the linked provider identifier and authentication tokens needed to keep that sign-in method connected. We do not receive your Microsoft or Google password.

Microsoft sign-in does not itself connect your Microsoft 365 tenant. When this notice was updated, the live Collab365 sign-in endpoint generated a Microsoft authorisation request for openid, profile, email, User.Read and offline_access. These permissions identify the signed-in person, allow the application to read that person's profile and keep the authorised sign-in connected. That request did not include permissions named for SharePoint, Teams, OneDrive, files, mail, calendars or tenant-wide directory access. Any separate integration requires its own authorisation. A formal buyer review should also inspect the current Microsoft consent screen and Entra enterprise application record.

4. Marketing Communications

Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business).

Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and, in each case, you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However, you can still opt out of receiving marketing emails from us at any time.

Before we share your personal data with any third party for their own marketing purposes, we will get your express consent.

You can ask us or third parties to stop sending you marketing messages at any time by emailing us at: hello@collab365.com

If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, support contracts etc.

5. Disclosures of Your Personal Data

We may have to share your personal data with the parties set out below:

• Service providers who provide IT, Marketing, support, and system administration services (Examples Include; cloud storage providers, IT maintenance firms, Webinar, Automation, Integration, Accountancy, Ecommerce, and Billing Platforms).
• Professional advisers including lawyers, bankers, auditors, and insurers (e.g., our legal counsel, our auditors).
• Government bodies that require us to report processing activities.
• Third parties to whom we sell, transfer, or merge parts of our business or our assets.

Where a third party acts as our processor, we require it to protect personal data and process it for the agreed purposes. Some recipients may act as independent controllers for their own processing, in which case their privacy notice and terms also apply. The categories above are not a complete, approved subprocessor register.

6. International Transfers

Some service providers may process personal data outside the United Kingdom or European Economic Area. Data protection law requires a valid transfer mechanism and appropriate protections where a restricted international transfer takes place.

Depending on the provider and destination, the relevant mechanism may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the European Commission's Standard Contractual Clauses, or the UK Extension to the EU-US Data Privacy Framework.

Collab365 does not make a blanket UK-only or EEA-only data-residency commitment in this notice. The exact provider, processing region and transfer mechanism require a current service-by-service review. Email hello@collab365.com if you need that information for a privacy or procurement review.

7. Data Security

Collab365 websites and application routes are delivered through Cloudflare infrastructure. We use technical and organisational measures intended to reduce accidental loss, misuse, alteration, disclosure and unauthorised access, and we limit access to people and service providers who need it for their role. Naming Cloudflare does not mean that all Collab365 data is stored by Cloudflare or kept in one region.

We assess suspected personal-data breaches and notify affected people or regulators where the law requires it. This notice does not publish detailed security architecture, incident-response procedures, uptime promises or backup commitments.

8. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

When deciding what the correct time is to keep the data for, we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

Attribution Data that is never connected to an account is deleted by a scheduled retention process after the configured attribution period. Connected attribution is handled through the approved account/contact erasure process, subject to records that must be retained for legal, accounting, fraud-prevention or dispute purposes.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

9. Your Legal Rights

Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.

You can see more about these rights at:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you wish to exercise any of the rights set out above, please email us at hello@collab365.com.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

10. Third-Party Links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

11. Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.