About this policy

This is the privacy policy of Pro4 Solutions Limited. At Pro4 Solutions Limited, your privacy is important to us, we will not sell, publish or share any information about our customers unless given express permission to do so.

The privacy policy applies only to personal data as defined in the General Data Protection Regulation EU 2016/79 (“GDPR”) ("personal information" or "information") and we deem this to include your business or personal email address, but not necessarily other types of business or general information which you generally make publicly available. The policy tells you who we are, how we collect personal information about you through this website, what we intend to use that information for and how we keep it secure. By visiting www.pro4solutions.com and/or posting an enquiry, you are accepting and consenting to the practices described in this policy.

Please read the policy carefully.

Who we are

We are Pro4 Solutions Limited, a company registered in England and Wales - No.5804147.

Our registered office is at:

Pro4 Solutions Limited
9 Greyfriars Road
Reading
RG1 1NU
E-mail: information@pro4solutions.com

We are registered with the Information Commissioner’s Office under number Z963410

Communications

To opt-out of any communications we send, you can either click the 'unsubscribe' link at the top of any emails or send an email to unsubscribe@pro4solutions.com to let us know you want to opt-out.

How we collect information from you

Cookies

A cookie is a small text file which is transferred from a website and stored on your computer's hard drive. It enables a website to "remember" who you are. Cookies are used for authentication, tracking, and maintaining user-specific information (preferences, etc.) and often contain a unique and anonymous identifier. Our website does not currently use cookies.

How we collect and retain further information

We collect information about you that you provide when you register and interest in our services through completion of various forms on our site when you contact us, make enquiries, order services, apply to us and give us feedback.

We may also collect information when you contact us by other methods other than the website and information that you supply to us after your initial contact with us. Information collected in these ways may identify you personally. We will retain information we collect about you for as long as we believe is reasonably necessary. Where we are processing the information under a contract with you, we will need to keep the information for the duration of the contract and for such period afterwards as may be necessary to deal with any post-contractual queries or issues and deal with our legal and financial obligations. We will need to keep financial records for 7 years. You can request deletion of your information by emailing us at unsubscribe@pro4solutions.com and we will delete this where it is not required for the reasons mentioned before.

How we keep your information secure

Data we collect about you may be stored by our partners inside or outside of the EEA (see below under Sharing your Information). By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy by our data partners. Information we store about you will be kept secure by taking appropriate technical and organisational measures against its unauthorised or unlawful processing and against its accidental loss, destruction or damage. Our staff are subject to strict confidentiality obligations and are trained in data protection requirements and we have policies and procedures in place, which we regularly review, which are aimed at keeping information secure against unauthorised access or disclosure. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, we cannot guarantee its absolute security and when using our website or services you should not post private, confidential or sensitive personal data or information. Our website acceptable use policy can be found here Acceptable Use Policy

What your information is used for

If you register with us as a business user, buy from us, complete our enquiry form or give us your opt-in consent, we will also use your information for our legitimate interests of marketing and promotion. For example, you may receive email newsletters as part of these marketing communications. There is an option to unsubscribe from these at any time.

If you do not object, we may use the information we hold on you for our legitimate business interests of obtaining customer feedback for service and product improvements and to improve the customer experience on your use of our software and/or services and/or website. We may also share your information with our associated software company Kivue Limited for our and their legitimate interests and to meet customer needs to the extent we believe this to be of benefit to you.

We may use aggregated data about users of our site, sales patterns and other statistical data for our legitimate interests of service administration, site and product improvements, but it will not be possible to identify individuals from that aggregated data.

Sharing your information

We may share your information with our associated software company Kivue Limited for our and their legitimate interests of creating business opportunities and meeting customer needs to the extent we believe this to be of benefit to you.

As mentioned above, we may also share your information with our partners for the purposes of data backup.

We also use a sales lead management software on our website by zoho.com and certain data you submit via our website may be shared with zoho.com, who are based outside of the EEA in the USA. We have an agreement with zoho which contains safeguards for your data and are in the process of entering into an addendum to this whereby they agree to comply with the requirements of GDPR and the EU Model Clauses which mean the transfer of any personal data to them will be on a lawful basis.

We may also share your information with a purchaser of our business or company subject to appropriate confidentiality undertakings, our professional advisers and where required by law or court order or to cooperate with investigations.

Except as set out above, we will not sell, publish or share any information about our customers unless given express permission to do so.

To access the information stored about you or obtain confirmation about whether we are processing your personal data

To request the information Pro4 Solutions Limited has stored about you, which is your right as listed under the GDPR and Data Protection Act 2018 as a Subject Access Request, you must put this request into writing, and send to Pro4 Solutions Limited. 9 Greyfriars Road, Reading, RG1 1NU. We may request further information to clarify your request or satisfy ourselves of your identity. We will respond within 30 days unless this is not possible due to the nature of the request in which case we will notify you of this as soon as possible, giving you an indication of our time line for response.

Your other rights

Under data protection legislation, in addition to the access right above, you have the right to:

• • request that we update or amend the information we hold about you, if it is wrong;

• • object to the processing of your information for direct marketing purposes or profiling;

• • object to your personal information being subject to automated processing;

• • ask us to remove your personal information from our records without delay, in certain circumstances;

• • a right to portability of photographs and images which you provided to us, returned in a ‘machine readable’ format and, where requested, transferred directly to another data controller (free of charge);

• • raise a concern or complaint with us about the way in which your information is being used;

• • if unsatisfied with the outcome of any complaint we have investigated, then raise a concern or complaint about the way in which your information is being used with a data protection authority – in the UK: the Information Commissioner's Office (ICO)

Changes to the Privacy Policy

Pro4 Solutions Limited reserves the right to amend or modify the policies on this page at any time for any reason without notice. This Privacy Policy may change as new features are added to our website or to any of our products and services. If we decide to change our Privacy Policy, we will post these changes to our Privacy Policy on our website.

This acceptable use policy sets out the terms between you and Pro4 Solutions Limited, a company registered in England and Wales No. 5804147 whose registered office is at 9 Greyfriars Road, Reading, RG1 1NU (“us”) and they provide the terms under which you may access and use our website www.pro4solutions.com(our site).

This acceptable use policy applies to all users of, and visitors to, our site. Your use of our site means that you accept, and agree to abide by, all the terms in this acceptable use policy.

Prohibited uses

You may use our site only for lawful purposes. You may not use our site:

• • In any way that breaches any applicable local, national, or international law or regulation.

• • In any way that is unlawful or fraudulent or has any unlawful or fraudulent purpose or effect.

• • For the purpose of harming or attempting to harm minors in any way.

• • To transmit, or procure the sending of, any unsolicited or unauthorised advertising or promotional material or any other form of similar solicitation (spam).

• • To knowingly transmit any data, send or upload any material that contains viruses, Trojan horses, worms, time-bombs, keystroke loggers, spyware, adware or any other harmful programs or similar computer code designed to adversely affect the operation of any computer software or hardware.

• • To reproduce, duplicate, copy or re-sell any part of our site.

• • To access without authority, interfere with, damage or disrupt any part of our site, equipment or network on which our site is stored and/or any software used in the provision of our site, or any equipment or network or software owned or used by any third party.

Interactive services

We may from time to time provide interactive services on our site such as bulletin boards, electronic newsletters, and/or a blog, about which you will be able to post comments. Any and all comments which you contribute to our site (contributions) must comply with the spirit and the letter of the following standards. The standards apply to each part of any contribution as well as to its whole.

Contributions must:

• • Be accurate (where they state facts).

• • Be genuinely held opinions where these are stated and not made for the purposes of inflaming or confusing a situation.

• • Comply with applicable law in the UK and in any country from which they are posted.

Contributions must not:

• • Contain any material which is defamatory.

• • Contain any material which is obscene, offensive, hateful, or inflammatory or sexually explicit (in terms of content or language used).

• • Promote discrimination based on race, sex, religion, nationality, disability, sexual orientation, or age.

• • Infringe any copyright, database right or trade mark of any other person

• • Be likely to deceive any person.

• • Be made in breach of any legal duty owed to a third party, such as a contractual duty or a duty of confidence.

• • Promote any illegal activity or advocate, promote, or assist any unlawful act such as (by way of example only) copyright infringement or computer misuse.

• • Promote violence or be threatening, abusive or invade another’s privacy, or cause annoyance, inconvenience, or needless anxiety.

• • Be likely to harass, upset, embarrass, alarm, annoy or inflame any other person.

• • Be used to impersonate any person, or to misrepresent your identity or affiliation with any person.

• • Give the impression that they emanate from us, if this is not the case.

Moderation

All comments posted to any interactive services we have or introduce on our site, will be moderated using both human and technical moderation. Where we moderate, we will assess any possible risks for users from third parties when they use any interactive service provided on our site and in relation to each posting and we will determine in our absolute discretion if it is fair, honest, relevant and accurate. Where we feel it is not we reserve the right not to post the comment or to edit it and display it in the moderated form. We are under no obligation however to ensure that this moderation is fair or accurate and we expressly exclude our liability for any loss or damage arising from the use of any interactive service by a user where information is or is not posted following moderation of the comment submitted.

Suspension and termination

We will determine, in our discretion, whether there has been a breach of this acceptable use policy through your use of our site. When a breach of this policy has occurred, we may take such action as we deem appropriate.

Failure to comply with this acceptable use policy constitutes a material breach of the terms upon which you are permitted to use our site and may result in our taking all or any of the following actions:

• • Immediate, temporary, or permanent withdrawal of your right to use our site.

• • Immediate, temporary, or permanent removal of any posting or material uploaded by you to our site.

• • Issue of a warning to you.

• • Legal proceedings against you for reimbursement of all costs on an indemnity basis (including, but not limited to, reasonable administrative and legal costs) resulting from the breach.

• • Further legal action against you.

• • Disclosure of such information to law enforcement authorities as we reasonably feel is necessary.

We exclude liability for actions taken in response to breaches of this acceptable use policy. The responses described in this policy are not limited, and we may take any other action we reasonably deem appropriate.

If you disagree with any actions we have taken in relation to a post that you have made or a sanction, suspension or termination of service you may contact us and ask us to review the decision. Any subsequent determination by us is final

Changes to the acceptable use policy

We may revise this acceptable use policy at any time by amending this page. Some of the provisions contained in this acceptable use policy may also be superseded by provisions or notices published elsewhere on our site.