Privacy Policy

Bucket Software Ltd customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email
Hello@bucketsoftware.co.uk

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

• Names and contact details
• Addresses
• Date of birth
• Purchase or account history

We collect or use the following information for the operation of customer accounts and guarantees:

• Names and contact details
• Purchase history
• Account information, including registration details
• Information used for security purposes
• Marketing preferences

We collect or use the following information for service updates or marketing purposes:

• Names and contact details
• Addresses
• Marketing preferences
• IP addresses
• Website and app user journey information
• Records of consent, where appropriate

We collect or use the following information to comply with legal requirements:

• Name
• Contact information
• Financial transaction information
• Any other personal information required to comply with legal obligations

We collect or use the following information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Account information
• Purchase or service history
• Customer or client accounts and records
• Financial transaction information
• Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access on the ICO’s website.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification on the ICO’s website.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure on the ICO’s website.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing on the ICO’s website.
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing on the ICO’s website.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability on the ICO’s website.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent on the ICO’s website.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We have a legitimate interest in using personal information to manage enquiries, communicate with prospective and existing customers, understand their requirements and provide information about our products and services. This helps us respond effectively, maintain business relationships and operate our business efficiently. We only use personal information that is relevant and necessary for these purposes. We do not use it in ways that are unexpected or unfair, and we take appropriate steps to protect it. We consider that these interests do not override the rights and freedoms of individuals, who can contact us with questions or concerns about how their information is used.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for legal requirements are:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We have a legitimate interest in collecting and using personal information from job applicants to assess their suitability for available roles, communicate with applicants and manage the recruitment process. This enables us to identify suitable candidates and make informed recruitment decisions as our business develops. We only collect information that is relevant and necessary for the recruitment process. Access to applicant information is restricted to those involved in recruitment, and information is retained only for as long as necessary. We consider that these interests are proportionate and do not override the rights and freedoms of applicants.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We have a legitimate interest in collecting and using personal information to respond to enquiries, investigate and resolve complaints, manage customer concerns and deal with any claims or disputes. This allows us to provide effective customer support, maintain accurate records of communications and protect the legitimate interests of our business and customers. We only collect and use information that is relevant and necessary to deal with the matter. Access to this information is limited to those who need it, and we retain it only for as long as necessary. We consider that these activities are proportionate and do not unfairly override the rights and freedoms of the individuals concerned.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

• Directly from you
• Suppliers and service providers
• Third parties: We may receive personal information from third parties where necessary to provide our services, manage business relationships, respond to enquiries or meet legal obligations. This may include information provided by customers, business contacts or organisations acting on their behalf. We do not routinely obtain personal information from third parties for unrelated purposes.

How long we keep information

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, meet our legal and regulatory obligations, resolve disputes and protect our legitimate business interests.

Our retention periods depend on the type of information and how it is used. Our general retention periods are:

• General enquiries and website contact form submissions: 12 months after the last contact or resolution of the enquiry.
• Prospective customer information: 12 months after the last meaningful contact.
• Customer account information: for the duration of the account and up to 12 months after closure.
• Customer contracts and agreements: 6 years after the contract ends.
• Financial, invoicing and accounting records: for at least 6 years, or longer where required by applicable legal or tax obligations.
• Marketing preferences and consent records: until consent is withdrawn, retaining necessary records to respect marketing preferences.
• Unsuccessful recruitment applications: 6 months after the recruitment process concludes.
• Customer complaints and disputes: up to 6 years after resolution, where necessary.
• Website security logs: up to 90 days, unless required for a security investigation.

We review the personal information we hold periodically and securely delete or anonymise information when it is no longer required. Some information may be retained for longer where we have a legal obligation or a legitimate reason to do so.

Where we process personal information on behalf of business customers through our software products, retention and deletion will be governed by the relevant contractual arrangements and customer instructions.

Who we share information with

Data processors

Microsoft 365 (business email and cloud services); website hosting providers; contact form providers; website analytics providers, where applicable.

This data processor does the following activities for us: They provide business email, cloud storage, website hosting and, where applicable, contact form processing and website analytics services on our behalf.

Sharing information outside the UK

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

Organisation name

Microsoft Corporation

Category of recipient

Cloud computing and business productivity software provider (Microsoft 365)

Country the personal information is sent to

United States and other countries where Microsoft operates

How the transfer complies with UK data protection law

Addendum to the EU Standard Contractual Clauses (SCCs)

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: hello@bucketsoftware.co.uk

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:
ICO Head Office
4th Floor, No.3 Circle Square
5 Hawkshaw Street
Manchester
M1 7BL

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint