Accounting
Software
Sync

PRIVACY POLICY

Policy version: 21/05/2024

ACCOUNTING SOFTWARE SYNC which runs under CLOVER point of sale (Clove POS) (the app) is ACCOUNTING SOFTWARE SYNC trading as BIANCOGROUP LIMITED(‘we’, ‘our’ or ‘us’).

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share any information relating to you (your information).

It also explains your rights in relation to your information and how to contact us or the relevant regulator in the event you have a complaint. Our collection, storage, use and sharing of your information is regulated by law, including under the General Data Protection Regulation.

We are the controller of your information obtained via the app, meaning we are the organisation legally responsible for deciding how and for what purposes it is used. Clover under which we run the app, may have additional information on how they deal with data. Please refer to their privacy policy for more information.

If you are aged under 13 you must not use the app as it is not designed for you. We do not intend to collect the information of anyone under 13. If you are aware that any information of anyone under 13 has been shared with the app, please let us know so that we can delete that data.

If you are aged over 13 you may use the app. This version of our privacy policy is primarily written for adults, including parents and guardians of child users. If you are a child aged over 13, you are welcome to read this policy if you find it useful.

This privacy policy is divided into the following sections:

  • What this policy applies to
  • Information we collect about you
  • Location services/data
  • How your information is collected
  • How and why we use your information
  • Marketing
  • Who we share your information with
  • How long your information will be kept
  • Transferring your information out of the UK
  • Your rights
  • Keeping your information secure
  • How to complain
  • Changes to this privacy policy
  • How to contact us

If you are aged under 18, we recommend that you speak to an adult that you trust if you have any difficulties reaching an informed decision regarding the activation of any use of your information or our treatment of your information.

What this policy applies to

This privacy policy relates to your use of the app only.

The app links to Clover point of Sale (https://www.eu.clover.com/) to or may link to other apps too. These other apps, websites or services may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to these other apps, websites or services, please consult their privacy policies as appropriate.

Information we collect about you

The information we collect about you depends on the particular activities carried out through the app. We may collect and use the following information about you:

Category of data

In more detail

 

Identity and account data you input into the app

—your name, address and contact information, including email address and telephone number and company details

—information to check and verify your identity, eg date of birth

—your gender, if you choose to give this to us

—your account details, such as username and password

—your replies to security questions

 

Data collected when you use specific functions in the app

—data you store online with us using the app including  (while such data may not always be protected by the UK GDPR we will assume it is and treat it in accordance with this policy)

 

Data collected when you permit the collection of location data

—details of your location with a high degree of precision, see the section ‘Location services/data’ below

 

Other data the app collects automatically when you use it

—your activities on, and use of, the app which reveal your preferences, interests or manner of use of the app and the times of use

address, device type, IMEA numbers, MAC address of networks, other unique device identification, device operating system, browser type, mobile network information, app version number, storage usage, data usage, time zone settings etc

 
   

You must provide that information to use the app and its services unless we tell you that you have a choice.

Sometimes you can choose if you want to give us your information and let us use it. Where that is the case we will tell you and give you the choice before you give the information to us. We will also tell you whether declining to share the information will have any effect on your use of the app or our services.

We collect and use your information for the purposes described in the section ‘How and why we use your information’ below.

Location services/data

The app may request your consent to use location services to precisely identify your location each session (ie each time the app is opened or has been placed in the background. We may require access to that data in order to identify real world locations near you to enable the ‘find a landmark’ feature on the app.

If you do not provide your consent, you may use the app but that will mean the ‘find a landmark’ feature on the app will not be available.

We will not process your location data other than [as strictly required to enable the ‘find a landmark’ feature on the app.

The location services in the app will not operate unless location services/data are generally enabled on your device. You may disable such functionality at any time by by following device settings. When you allow your device to use location services/data, data will also be collected by the organisations providing the device operating system in accordance with their relevant third party privacy policies.

How your information is collected

We collect information from you directly when you use the app directly, when you use through Clover point of sale, or indirectly, such as your activity while using the app.

How and why we use your information

Under data protection law, we can only use your information if we have a proper reason, eg:

  • where you have given consent
  • to comply with our legal and regulatory obligations
  • for the performance of a contract with you or to take steps at your request before entering into a contract, or
  • for our legitimate interests or those of a third party

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).

The table below explains what we use your information for and why.

What we use your information for

Our reasons

 

Create and manage your account with us directly or via Clover Point of Sale

For our legitimate interests, ie to be as efficient as we can so we can deliver the best service to you

 

Providing services and/or the functionalities of the app to you directly or  via Clover Point of Sale.

Depending on the circumstances:

—to perform our contract with you or to take steps at your request before entering into a contract

—for our legitimate interests, ie to be as efficient as we can so we can deliver the best service to you[

In relation to the  ‘find a landmark’ function on the app we will use data relating to your location only based on your consent as described in ‘Location services/data’ (above)

 

Conducting checks to identify you and verify your identity or otherwise to help prevent and detect fraud against you or us

To comply with our legal and regulatory obligations

 

To enforce legal rights or defend or undertake legal proceedings

Depending on the circumstances:

—to comply with our legal and regulatory obligations

—in other cases, for our legitimate interests, ie to protect our business, interests and rights

 

Communications with you not related to marketing, including about changes to our terms or policies or changes to the app or service or other important notices

Depending on the circumstances:

—to comply with our legal and regulatory obligations

—in other cases, for our legitimate interests, ie to provide the best service to you

 

Protect the security of systems and data used to provide the app and its services

To comply with our legal and regulatory obligations

We may also use your information to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests, ie to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us

 

Operational reasons, such as improving efficiency, training and quality control or to provide support to you

For our legitimate interests, ie to be as efficient as we can so we can deliver the best service to you.

 

Statistical analysis to help us understand our customer base

For our legitimate interests, ie to be as efficient as we can so we can deliver the best service to you.

 

Updating and enhancing customer records

Depending on the circumstances:

—to perform our contract with you or to take steps at your request before entering into a contract

—to comply with our legal and regulatory obligations

—where neither of the above apply, for our legitimate interests, eg making sure that we can keep in touch with our customers about existing orders and new products

 

Disclosures and other activities necessary to comply with legal and regulatory obligations, eg to record and demonstrate evidence of your consent to our use of your information where relevant.

To comply with our legal and regulatory obligations

 

Marketing our services to existing and former customers

For our legitimate interests, ie to promote our business to existing and former customers

See ‘Marketing’ below for further information.

 

The audit of

For our legitimate interests, ie to maintain our accreditations so we can demonstrate we operate at the highest standards

 

To share your information with members of our group and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency

In such cases, information will be anonymised where possible and only shared where necessary

Depending on the circumstances:

—to comply with our legal and regulatory obligations

—in other cases, for our legitimate interests, ie to protect, realise or grow the value in our business and assets

 

How and why we use your information—in more detail

Purpose

Processing operation

Lawful basis relied on under the GDPR

Relevant categories of your information

 

Communications with you not related to marketing, including about changes to our terms or policies or changes to the products or other important notices

Addressing and sending communications to you as required by data protection laws, ie: the GDPR or Data Protection Act 2018

Processing is necessary for compliance with a legal obligation to which we are subject (Article 6(1)(b))

—your name, address and contact information, including email address and telephone number and company details

—your account details (username)

 

Addressing and sending communications to you as required by law

Processing is necessary for compliance with a legal obligation to which we are subject (Article 6(1)(b))

  

Addressing and sending communications to you about changes to our terms or policies or changes to the products or other important notices

Our legitimate interests (Article 6(1)(f)), which is to be as efficient as we can so we can deliver the best service to you

—your name, address and contact information, including email address and telephone number and company details

—your account details (username)

 

How and why we use your information—sharing

See ‘Who we share your information with’ for further information on the steps we will take to protect your information where we need to share it with others.

Marketing

We may use your information to send you updates (by email, text message, telephone or post) about our services, including exclusive offers, promotions or new services.

We have a legitimate interest in using your information for marketing purposes (see above ‘How and why we use your information’). This means we do not need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.

You have the right to opt out of receiving marketing communications at any time by:

  • using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts,
  • updating your marketing preferences.

We will always treat your information with the utmost respect and never sell OR share it with other organisations outside the Clover group for marketing purposes.

For more information on your right to object at any time to your information being used for marketing purposes, see ‘Your rights’ below.

Who we share your information with

We routinely share your information with:

  • service providers we use to help us run our business or provide the services or functionalities in the app, such as Clover to the extent possible list and provide details of the specific third parties (eg Amazon Web Services (AWS)) and the function they perform, and in other cases set out categories eg ‘in particular marketing agencies or hosts of the systems that deliver the app’s functionalities and services and analytics providers’

We only allow the companies referred to above to handle your information if we are satisfied they take appropriate measures to protect your information. We also impose contractual obligations on service providers to ensure they can only use your information to provide services to us and to you.

We or the third parties mentioned above occasionally also need to share your information with:

  • our or their external auditors, eg in relation to—the recipient of the information will be bound by confidentiality obligations
  • our or their professional advisors (such as lawyers and other advisors)—the recipient of the information will be bound by confidentiality obligations
  • law enforcement agencies, courts or tribunals and regulatory bodies to comply with legal and regulatory obligations
  • other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible. The recipient of any of your information will be bound by confidentiality obligations

Who we share your information with—in more detail

More details about who we share your information with and why are set out below If any delete if not applicable

Recipient

Processing operation (use) by recipient

Relevant categories of your information transferred to recipient

 

Amazon Web Services

Web hosting service.

Storing the merchant id for clover and QuickBook.

 

QuickBook

Creating new invoice based on the tax rates and total sales amount provided by clover.

Order details such as customer name, customer details, product data, quantity, amount, discounts and tax rates.

 

Who we share your information with—further information

If you would like more information about who we share your information with and why, please contact us (see ‘How to contact us’ below).

How long your information will be kept

Different retention periods apply for different types of your information. But we will not keep your information more than is allowed by law subject to the type of information is applicable to.

Transferring your information out of the UK

Countries outside the UK have differing data protection laws, some of which may provide lower levels of protection of privacy.

It is sometimes necessary for us to transfer your information to countries outside the UK. In those cases, we will comply with applicable UK laws designed to ensure the privacy of your information.

Under data protection laws, we can only transfer your information to a country outside the UK where:

  • the UK government has decided the particular country ensures an adequate level of protection of your information (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR
  • there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you, or
  • a specific exception applies under relevant data protection law

We transfer your information outside the UK to the following countries based on adequacy regulations:

We transfer your information outside the UK to the following countries based on [insert, eg legally-approved standard data protection clauses recognised or issued further to Article 46(2) of the UK GDPR:

In the event we cannot or choose not to continue to rely on either of those mechanisms at any time, we will not transfer your information outside the UK unless we can do so on the basis of an alternative mechanism or exception provided by UK data protection law.

Any changes to the destinations to which we send your information or in the transfer mechanisms we use to transfer your information internationally will be notified to you in accordance with the section on ‘Change to this privacy policy’ below.

 

Your rights

You generally have the following rights, which you can usually exercise free of charge:

Access to a copy of your information

The right to be provided with a copy of your information

 

Correction (also known as rectification)

The right to require us to correct any mistakes in your information

 

Erasure (also known as the right to be forgotten)

The right to require us to delete your information—in certain situations

 

Restriction of use

The right to require us to restrict use of your information in certain circumstances, eg if you contest the accuracy of the data

 

Data portability

The right to receive your information that you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations

 

To object to use

The right to object:

—at any time to your information being used for direct marketing (including profiling)

—in certain other situations to our continued use of your information, eg where we use your information for our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims

 

Not to be subject to decisions without human involvement

The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

We do not make any such decisions based on data collected by the app

 

The right to withdraw consents

If you have provided us with a consent to use your information, you have a right to withdraw that consent easily at any time

You may withdraw consents. Withdrawing a consent will not affect the lawfulness of our use of your information in reliance on that consent before it was withdrawn

 

For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under the UK GDPR.

If you would like to exercise any of those rights, please email, call or write to us—see below: ‘How to contact us’. When contacting us please:

  • provide enough information to identify yourself (eg your full name, address and customer or matter reference number)]and any additional identity information we may reasonably request from you, and
  • let us know which right(s) you want to exercise and the information to which your request relates

Keeping your information secure

We have appropriate security measures to prevent your information from being accidentally lost, or used or accessed unlawfully. We limit access to your information to those who have a genuine business need to access it. We continually test our systems and are ISO 27001 certified, which means we follow top industry standards for information security.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed guidance from Get Safe Online on how to protect your information and other information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain

Please contact us if you have any queries or concerns about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner.

The Information Commissioner can be contacted using the details at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.

Changes to this privacy policy

We may change this privacy policy from time to time. When we make significant changes we will take steps to inform you, for example via the app or by other means, such as email.

How to contact us

You can contact us and/or our Data Protection Officer by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our contact details are shown below:

Our contact details

Gregs Buildings, 1 Booth Street, Manchester, United Kingdom, M2 4AD

Info@biancogroup.co.uk

Privacy Policy & Terms of Conditions for 3rd party can be found:

CLOVER:

https://www.eu.clover.com/terms

https://www.eu.clover.com/privacy-policy

QuickBook:

https://www.intuit.com/legal/terms/

https://www.intuit.com/privacy/

 

AWS:

https://aws.amazon.com/legal/

https://aws.amazon.com/privacy/