When this policy mentions “we” or “us,” it refers to the controller of your information under this policy. Your information is controlled by Halo Service Solutions Limited, 86 Eastburn Tower Eastburn Drive, Falkirk, United Kingdom, FK1 1TX. Despite this, you alone control and are responsible for the data you input within HaloPSA, and other content you submit through the Services, as provided in the End User Contract you hold with us.
When this policy mentions ‘Hosted’ or ‘Non-Hosted’, it refers to the type of account held with HaloPSA. This dictates if you run HaloPSA on your servers, of which you solely are responsible for, or you have your HaloPSA environment hosted by us on our servers, which is a relationship maintained by Halo Service Solutions Ltd. If you are unsure of what type of account you have, please contact sales”
Irrespective of which country you live in, you authorise us to transfer, store and use your information in the United Kingdom, and any other country where we operate. In some of these countries, the privacy and data protection laws and rules regarding when government authorities may access data may vary from those in the country where you live.
Information Collection and Use
Basic Account Information: If you choose to create a HaloPSA account, you must provide us with some personal information, such as your name, email address, or phone number. This also extends to be dependent on whether or not you are a hosted, or non-hosted customer with HaloPSA. If you are a hosted customer, HaloPSA has a basic purpose as a database, allowing you to store any sort of information that you wish within it. This means that we will be acting as the ‘Data Processor’ on behalf of the ‘Data Controller’ that is you, the hosted customer. Which will mean we have access to the information you store with us. This information is secure and is only accessed in a customer service role during an authorised and consented session with you or for service maintenance.
Contact Information: You may provide us with your contact information, such as your email address or phone number, to allow us to keep you updated on latest features or send you helpful ‘tips’ emails. If you provide us with your phone number, you agree to receive text messages to that number from us. We may use your contact information to send you information about our Services, to market to you, to help prevent spam, fraud, or abuse, and to help others find your account, including through third-party services and client applications. You may also unsubscribe from a notification by following the instructions contained in the notification or the instructions on our website.
Information Sharing and Disclosure
We do not disclose your private personal information except in the limited circumstances described here.
User Consent or Direction: We may share or disclose your information at your direction, such as when you authorize a third-party web client or application to access your account or when you direct us to share your feedback with a business.
Accessing and Modifying Your Personal Information
If you are a direct customer of Halo Service Solutions and would like to access and/or modify your personal information, please contact us here.
Changes to this Policy
Halo Service Solutions Limited (EMEA and Global HQ)
The information you share with us
We require certain information to provide our product and services to you. For example, you must have an account with us to be able to use our Help Desk tool and to use our services. When you choose to share the information below with us, HaloPSA does not acquire any more information about you other than is required by law or is otherwise necessary to provide a high level of service efficiently and securely.
1.1 Basic Account Information
If you do choose to create an account, you must provide us with some personal data so that we can provide our services to you. For example your first and last name, your email address and/or phone number.
1.2 Contact Information
We use your contact information, such as your email address or phone number, to authenticate your account and keep it – and our services – secure, and to help prevent spam, fraud, and abuse. We also use contact information to personalize our services, enable certain account features. for example, for login verification or SMS), and to send you information about our services. If you provide us with your phone number, you agree to receive text messages from Twitter to that number as your country’s laws allow. Twitter also uses your contact information to market to you as your country’s laws allow.
If you email us, we will keep the content of your message, your email address, and your contact information to respond to your request. Personal Information The Site may require visitors (general visitors to the Site) and customers (visitors with passwords that allow them to go to the password-restricted areas of the Site) to provide contact information (for example, name and e-mail address), unique identifiers (for example, employee ID number for customers), demographic information (for example, postcode or zip code and age) and financial information (for example account or credit card numbers for purchases). HaloPSA uses your contact information to create access to products and services on the Site and to send you information about HaloPSA. Your contact information is also used to contact you when necessary. Financial information that is collected is used to check your qualifications and bill either you or your company for products and services, as applicable. Demographic and profile data is also collected at our site. HaloPSA uses this data to tailor your experience to the Site, showing you content HaloPSA believes might interest you, and displaying the content according to your preferences.
1.3 Google User Data
HaloPSA’s use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.
- The App will only use access to read, write, modify, or control Gmail message bodies (including attachments), metadata, headers, and settings to provide a web email client that allows users to compose, send, read, and process emails and will not transfer this Gmail data to others unless doing so is necessary to provide and improve these features, comply with applicable law, or as part of a merger, acquisition, or sale of assets.
- The App will not use this Gmail data for serving advertisements.
- The App will not allow humans to read this data unless we have your affirmative agreement for specific messages, doing so is necessary for security purposes such as investigating abuse, to comply with applicable law, or for the App’s internal operations and even then only when the data have been aggregated and anonymized.
1.4 Payment Information
You will provide us with payment information, including your credit or debit card number, card expiration date, CVV code, and billing address, in order to purchase or renew your end user contract with us, provided as part of our services.
1.5 How you control the information you share with us
If you are a direct customer of HaloPSA and would like to access and/or modify your personal information, please contact us here.
Additional Information we Receive about you & Information we share and/or disclose
Some cookies are essential for the basic functionalities offered by the Service(s). These class of cookies helps in keeping a user logged in to the Service(s) and remember relevant information when they return to the Service(s). These cookies are essential for the basic functionalities offered by the Service(s). These class of cookies helps in keeping a user logged in to the Service(s) and remember relevant information when they return to the Service(s). Some cookie is used for tracking the user activities within the Service(s), which in turn helps us in improving your user experience. Some cookies are used for providing you with customised and interest-based ads based on your browsing behaviour and other similar activities on our Websites.
Halo ITM uses third-party software for analytics. All metrics information collected from your usage of the Service(s) shall be transmitted to analytics provider. This information is then used to evaluate how users use the HaloPSA website, and to compile statistical reports on activity for us. We further use the same statistical analytics tool to track or to collect your Personally Identifiable Information (PII). We will use this information in order to maintain, enhance, or add to the functionality of the Service(s) and to personalise the experience for you. Anonymised and aggregated information and analysis may be made public where desired by HaloPSA. Third party analytics software will not share your PII or associate your PII with any other data held by them. We use Boldchat (Third Party), Google Analytics (Third Party) and Lead analytics (Internal).
2.4 HaloPSA Employees and Privacy
HaloPSA trains all HaloPSA employees about the importance of privacy. HaloPSA gives access to your information only to those employees who require it to perform their jobs.
2.5 Access by Our Employees
HaloPSA customer service representatives have access to some transaction information in order to respond to your questions. HaloPSA limits that access to the minimum information required in order to provide prompt, high-quality service. For example, these HaloPSA employees do not generally have access to complete credit card numbers. In general, HaloPSA employees who do have access to HaloPSA databases have undergone background checks, and generally only retrieve data for supporting HaloPSA customers’ data or individual transactions, and not about individual customers.
2.6 Privacy and HaloPSA Business Partners
2.7 Provision of Information to Others
To perform the HaloPSA services, HaloPSA must, of course, pass information about transactions to payment card processors and banks. From time to time HaloPSA may also provide third parties with aggregate information that is not linked to you or any other any particular individual. HaloPSA does not provide to any third party your name and e-mail address, or the names and e-mail addresses of other HaloPSA customers.
2.8 Corporate Data
Protecting the privacy of a customer’s personal information is a top priority; however, HaloPSA takes the protection of each customer’s corporate data and confidentiality to be one of HaloPSA’s most significant responsibilities. HaloPSA uses diligent efforts to ensure each customer’s data integrity is limited to the company for which that customer works or has the authorisation to access by using a company-specific password, and that such company’s data is not violated or accessed by unauthorised persons.
2.9 Information/Data Centre Security
HaloPSA stores transaction information on secure computers located in a locked data centre. Only a small number of HaloPSA employees involved in the management of the data centre have physical access to these computers. Where possible, HaloPSA encrypts information stored on HaloPSA computers as a further measure of protection. HaloPSA uses high industry standards in the acquisition and deployment of firewalls and other security technology to prevent HaloPSA computers from being accessed by unauthorised persons. HaloPSA makes access to confidentially sensitive information subject to rigorous procedural and technological controls, consistent with legal requirements and the demands of customer service.
Information we share and disclose
It is HaloPSA’s policy to never provide your information to third parties without your express permission, or if such disclosure is necessary to process transactions, or provide services which you have requested. The only exception to this policy is if HaloPSA is compelled to do so by an appropriately empowered governmental authority.
3.1 Law, Harm, and the Public Interest
3.2 Service Providers
Managing your Personal Information with us
You control the personal data you share with us. If you are a non-hosted customer, you have total control of how and what you input into your HaloPSA system.
Accessing or Rectifying Your Personal Data
We keep Log data up to 4 weeks after contract termination. If you wish to cancel your account, please email firstname.lastname@example.org, and the cancelation process will commence. For up to 30 days after deactivation, it is still possible to restore your HaloPSA account information if you decide to continue with your End User Contract with Halo Service Solutions.
4.2 Object, Restrict, or Withdraw Consent
If you are a direct customer of Halo Service Solutions and would like to Object, Restrict, or withdraw consent regarding your personal information, please contact here regarding your query.
If you are a direct, hosted customer of Halo Service Solutions, we are able to provide you with a full copy of your database. To do this, please contact us here.
4.4 Additional Information or Assistance
Halo Service Solutions (EMEA and Global HQ)
Children and Our Services
Our services are not directed to children, and you may not use our services if you are under the age of 13. You must also be old enough to consent to the processing of your personal data in your country (in some countries we may allow your parent or guardian to do so on your behalf). You must be at least 16 years of age to use HaloPSA.
Effective: May 25, 2018