Privacy Policy

Disclaimer
ACCESS SYSTEMS (UK) LIMITED (“We”) are committed to protecting and respecting your privacy.

This policy (together with our terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting accesspay.com you are accepting and consenting to the practices described in this policy.

For the purpose of the General Data Protection Regulation (Regulation EU 2016/679), the data controller is Access Systems (UK) Limited of City Tower, Piccadilly Plaza, Manchester, M1 4BT.

Visitors to accesspay.com

When someone visits accesspay.com we use the following third party services; Google Analytics and Hotjar.com to collect standard internet log information and details of visitor behavior patterns. We do this to find out things such as the number of visitors to the various parts of the site. Specifically, the information we collect will look at;

  • technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;

information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.

This information is processed in a way which does not identify anyone. Where we do collect personally identifiable information through our site, we will make it clear what we intend to do with it.

When you complete a ‘contact request’ through accesspay.com

We use a third party marketing automation platform, Hubspot, to host our contact forms across the site. When you fill out a ‘Contact Request’, ‘Request a Quote’, ‘Request a call back’ or ‘Request a Price’ form on our website we will use it to ensure the advice or information you are requesting of us is as accurate as possible. We will store information collected through contact forms for a minimum period of 3 years and we will not share your information with any other organisations.

In addition to the information we collect from you via our contact forms, we may also collect information from the following third party services, for the following reasons;

ZoomInfo database: When you make an enquiry about our services, it’s important for us to understand as much about your organisation as possible, this helps us to route your enquiry to the most suitable advisor (this could be based on industry or geographic location for example). Information contained within the database includes; Company structure, locations, turnover, employee counts, industry.

Companies House: When you make an enquiry about our services, it’s important for us to understand as much about your organisation as possible, this helps us to route your enquiry to the most suitable advisor (this could be based on industry or geographic location for example). We use companies house as a source of due diligence on prospective customers, typically we look at years incorporate, turnover and assets.

Hubspot: When making an enquiry into our services we will look at your information history in Hubspot to understand as much about the nature of your interest and organisation as possible to ensure we can route your enquiry to the most suitable advisor. Information includes, your browsing history on accesspay.com, the means by which you found accesspay.com (Google, Linkedin, Bing etc), any content you may have previously consumed (ebooks, guides etc) and the data you have provided us in any contact or download forms such as name, email address and job title.

Linkedin: When you make an enquiry about our services, we may conduct further research into you and your organisation using Linkedin. This is to help us understand as much about you and your organisation as possible, such that we can provide the best possible advice with regards to our goods and services.

The processing of personal data collected via contact forms is lawfully done on the basis of legitimate interest. The legitimate interest being direct marketing and the provision of relevant, requested product and services information from us to you.

When you download content from accesspay.com using a download form

We use a third party marketing automation platform, Hubspot, to host the download request forms across our website. When you fill out a ‘Download’ form on accesspay.com, we will hold this information for a minimum period of 3 years. We use this information to measure your levels of engagement with accesspay.com, to profile your possible interests and to help us serve you with the best possible content and browsing experience on accesspay.com. You will have the option to opt-out of all email communications by selecting the ‘Unsubscribe’ option contained within all of our direct electronic communications.

The processing of personal data collected via download forms is lawfully done on the basis of legitimate interest. The legitimate interest being direct marketing and the provision of relevant, requested product and services information from us to you.

When you call us on a phone number from accesspay.com

We use a third party call tracking platform, Infinity, to host our IVR and telephone numbers. The Infinity platform allows us to understand the pages on our website which attract the highest volume of phone calls. When you make a sales enquiry via a phone call from accesspay.com we will store information collected through contact forms for a minimum period of 3 years and we will not share your information with any other organisations.

The processing of personal data collected from phone calls into us from our website is lawfully done on the basis of legitimate interest. The legitimate interest being direct marketing and the provision of relevant, requested product and services information from us to you.

When you use our Live Chat service

We use a third party provider, Drift, to supply and support our Live Chat service, which we use to handle prospect and customer enquiries in real time.

If you use the Live Chat service we will collect your name, email address (optional) and the contents of your Live Chat session. This information will be retained for and will not be shared with any other organisations. Personal data is stored for varying lengths depending on the nature and purpose for which it was collected. We store personal data in line with any applicable statutory minimum periods, and then review it periodically to ensure it is still necessary to be retained for the purpose for which it was collected. Where there is a statutory maximum for which data can be retained, such as County Court Judgements we will delete accordingly on expiration.

Enquiries about accesspay products and services made through our Live Chat service will be entered into our CRM (Customer Relationship Management) system and held for a minimum of 3 years. Information collected in relation to an enquiry about our products and services can be added to via the third party service providers, outlined above.

You can request a transcript of your Live Chat session at any point during the chat.

Information we collect about you will also be used;

to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;

  • to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
  • to allow you to participate in interactive features of our service, when you choose to do so;
    as part of our efforts to keep our site safe and secure;
  • to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
  • to make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.

Direct Marketing

Under the terms of the General Data Protection Legislation (GDPR), organisations are able to process personal data for legitimate interests, provided that the interests or fundamental rights and freedoms of the data subject are taken into consideration. Under the GDPR, direct marketing is considered a legitimate interest.

AccessPay process personal data for the purposes of direct marketing, predominantly electronic direct marketing (email). AccessPay subscribe to the following third party providers for the provision of personal data use for electronic direct marketing;

  • ZoomInfo
  • Linkedin

In addition to the above, AccessPay will process data collected from previous ‘Download requests’ and ‘Contact Requests’ (as outlined above), store them in our CRM (salesforce.com) and Marketing Automation (Hubspot) platforms and communicate periodically with people from these data sources, with news and updates on products, services and resources we believe could be of interest to them.

If you receive an email from us and you don’t want to, you can opt-out of all AccessPay electronic direct marketing by selecting the ‘Unsubscribe’ link that is included in all of our communications. Equally you can request to be removed from our databases by contacting data@accesspay.com (see the ‘Your rights’ section of this privacy notice for more detail on this).

We have undertaken an assessment to ensure that our reliance on this communication being for our legitimate interest is valid. copy of our legitimate Interest assessment is available on request, at no charge by contacting data@accesspay.com

DISCLOSURE OF YOUR INFORMATION

We may share your personal information with any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

We may share your information with selected third parties including:

  • Credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you.

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 Access Systems (UK) Limited or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms of Use or Terms and Conditions of Business and End User Licence Agreement and other agreements; or to protect the rights, property, or safety of Access Systems (UK) Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

In these instances, processing and disclosure of your information is lawfully done on the basis of legitimate interest, specifically, business or group restructuring and legal obligations.

Where we store your personal data

All information you provide to us is stored securely on two third party platforms;

  • Hubspot (Marketing automation platform)
  • Salesforce.com (Customer Relationship Management platform)

In both instances, data is stored in European Data Centers. Access to information stored in Hubspot and Salesforce is restricted to staff members within AccessPay with sufficient user privileges.

Unfortunately, the transmission of information via the internet is not completely secure. 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 own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Your rights

You have the right to ask us not to process your personal data for marketing purposes. We will inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by unsubscribing from electronic communications using the unsubscribe link on all of our emails or by requesting in writing to data@accesspay.com

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

You also have the right to;

  • Request that any personal information that we collect and hold on you be updated or corrected.
  • Request a copy of any personal information that we collect and hold on you.
  • Request that any personal information we hold on you be transferred to another data controller.
  • Request that we restrict the uses for which we process your personal data (sales, marketing, email communications)
  • Object to any of the ways that we process your personal data.
  • Request that we delete any or all of your personal data.

You may exercise any of the above rights by getting in touch with us through the following routes;

AccessPay,

City Tower,

Piccadilly Plaza,

Manchester,

M1 4BT

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to data@accesspay.com

Complaints procedure

If you have any objections to the way in which we process your personal data you can raise them with us directly by contacting us through the following routes;

AccessPay,

City Tower,

Piccadilly Plaza,

Manchester,

M1 4BT

If you wish to lodge a formal complaint with our supervisory authority you can do so by contacting the Information Commissioners Office (also known as the ICO). Contact and complaints procedures can be found on the ICO’s website https://ico.org.uk/.

Cookie Policy

INFORMATION ABOUT OUR USE OF COOKIES

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. By continuing to browse the site, you are agreeing to our use of cookies.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

Cookie expiration: All cookies are set to expire after 90 days from the first day of acceptance. We periodically review our cookie expiration date, any changes to which will be reflected in this privacy policy.

We use the following cookies:

  • Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
  • Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
  • Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
  • Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed.

We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

If you would like more information about the individual cookies we use and the purposes for which we use them please contact us at : info@accesspay.com

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.