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Privacy Policy

This policy applies to Cleveland R&D referred to as “Cleveland R&D”, “we”, “us”, “our”).

Cleveland R&D is incorporated in England and Wales, company No. 14327386, 79 Weston Street, London, SE1 3RS, UK.

This policy (together with our terms of use and any other documents referred to in it) sets out the basis on which any personal data we collect from our clients, prospective clients, suppliers, employees, shareholders, workers, website users, and other third parties (“you”, “your”) 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 www.cleveland-rd.com (“our site”) or using services and products provided by Cleveland R&D you are accepting and consenting to the practices described in this policy. You can withdraw such consent at any time. This policy applies to all personal data we process regardless of the media on which that data is stored or whether it relates to past or present employees, workers, customers, clients or supplier contacts, shareholders, website users or any other product or service we offer or other data subject.

For the purposes of applicable data protection laws (including but not limited to the UK Data Protection Act 2018, Regulation (EU) 2016/679 as it forms part of the law of England and Wales, Scotland and Northern Ireland by virtue of section 3 of the European Union (Withdrawal) Act 2018 (“Applicable Laws”)) we act as data processor and controller.

Information We May Collect from You

We may collect and process the following data about you (including without limitation):

Information that you give us

You may give us information about you by filling in forms on our site or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you become a client or employed with us, register to use our site, subscribe to our mailing lists, participate in social media functions on our site, request our services, and when you report a problem with our site. If you contact us, we may keep a record of that correspondence. We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.

Information you give us may comprise:

  • your name, address, telephone number, email address, information that may be in any public profiles, profile pictures, gender, date of birth, relationship/marital status and dependants, interests and hobbies, educational details, employment details and financial information;
  • information relating to transactions, including purchases of goods and services, that you enter into with us and/or through our website, and may comprise contact details, card and/or bank details and transaction details;
  • information that you provide when you register for, or pay for, any of our products or services; and
  • information contained in or relating to any communication that you send to us, including any metadata associated with the communication, where applicable.

Information we collect about you

With regard to each of your visits to our site we may automatically collect the following information:

  • information that you provide by filling in forms on our site. This includes information provided at the time of registering to use our site, subscribing to our service, posting material or requesting further services;
  • information we ask you for when you register for a product or service provided by Cleveland R&D, including but not limited to Reformat;
  • information you provide when you report a problem with our site;
  • information provided about use of products and services we provide including those provided by third parties such as the Microsoft AppSource Store;
  • if you contact us, we may keep a record of that correspondence;
  • we may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them;
  • details of transactions you carry out through our site and of the fulfilment of your orders;
  • details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.

Types of Data Collected

  • Usage Metrics: Information about how often you use certain features (e.g., how many times you reformat a document, change style settings, or apply specific formatting).
  • Anonymised Device Information: Technical information about the device and operating system you use to access the Service.
  • Diagnostic Data: Crash logs, error messages, and other diagnostic information that helps us identify and fix bugs.
  • Referral Data: Information to enable Reformat to provide users with credits and incentives based on referral activity.

How We Use the Data

We collect the above-mentioned information to:

  • Improve the Service, including feature enhancements and bug fixes.
  • Provide better customer support and troubleshoot issues.
  • Analyse usage patterns to guide future development and updates.

No Document Content Collection

Our systems are designed so that we do not receive or store the textual content of your documents. We only collect usage data necessary to enhance or troubleshoot the Service.

IP Addresses and 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.

Uses Made and Processing of the Information

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • where we need to perform the contract we are about to enter into or have entered into with you;
  • where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; and/or
  • where we need to comply with a legal obligation.

Disclosure of Your Information

Group members

We may share your information with any member of our group, which means Cleveland R&D, its subsidiaries, or our ultimate holding company and its subsidiaries for the purposes set out in this policy.

Selected third parties

We may also share your information with selected third parties for the purposes set out in this policy. These selected third parties may include:

  • business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you, including payment services providers;
  • analytics and search engine providers that assist us in the improvement and optimisation of our site;
  • insurers and/or professional advisors for the purposes of maintaining appropriate insurance levels, managing risks, obtaining legal advice and managing disputes; and
  • platform and technology providers such as Microsoft AppSource Store.

Where We Store Your Personal Data

The data that we collect from you is hosted and stored on cloud services namely Microsoft OneDrive and Microsoft SharePoint which is hosted by Microsoft Corporation. The data is stored on our secure servers within the UK. There may be occasions when we transfer your personal data outside the UK, for example, when we communicate with you using a cloud based service provider that operates outside the UK. Where there are any transfers of personal data to Microsoft we ensure that there is an adequate level of protection and appropriate safeguards are in place with respect to that personal data.

International Transfers

We share your personal data within the Cleveland R&D group entities. This will involve transferring your data between the group entities. Whenever we transfer your personal data outside the UK, we will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy and in compliance with the Applicable Laws, including entering into standard contractual clauses or the International Data Transfer Agreement to ensure an appropriate level of security.

Security of Information

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We will notify you and any applicable regulator of a breach where we are legally required to do so. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.

Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, human resources, or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

Your Legal Rights

Subject to the Applicable Laws, you may have certain rights available to you such as:

  • Information: The right to be informed of your rights and how your personal data will be stored, treated, deleted and controlled.
  • Access: The right to access your personal data, so that you are aware of and can verify the lawfulness of the processing. Any access request is free of charge.
  • Rectification: It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes.
  • Erasure: You can request that any data is erased where the personal data is no longer necessary, when you wish to withdraw consent, when you object to the processing, when data has been unlawfully processed, or to comply with a legal obligation.
  • Restriction: Processing of your personal data will be restricted where there is a contest regarding accuracy, where you object to processing, when processing is unlawful, or if we no longer need your data but you require it for a legal claim.
  • Data Portability: You may request to view, access and use your personal and transaction data in a way that is generally portable, free of charge.
  • Objection: You may express an objection where we are relying on a legitimate interest as the legal basis for processing, or where we are processing your personal data for direct marketing purposes.

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. You can contact us by e-mail at info@cleveland-rd.com, by post at our registered office address, or by telephone using the contact number published on our website.

Filing of Complaints

If you have any complaints or concerns about the contents of this policy or your personal data stored, processed and/or controlled by us, we would appreciate the chance to deal with your concerns before you approach the relevant supervisory authority so please contact us at info@cleveland-rd.com in the first instance.