Last updated: 08 November 2024
Toolza Limited cares about your privacy. This Privacy Policy outlines how we collect, use, and safeguard your personal data and cookies (“Personal Data”). We adhere to the UK Data Protection Act, General Data Protection Regulation (GDPR), and other country-specific privacy laws and regulations to protect your Personal Data rights.
This Privacy Policy is a binding agreement between you (“User”) and private limited company Toolza Limited, registered and incorporated under the laws of England and Wales with the registered address at 27 Old Gloucester Street, London, England, WC1N 3AX with a registered company number 15282884 (“Toolza Limited”, “Toolza”, “we”, “us” or “our”), and govern your use of our website [http://toolza.io] (“Website”) and the content, products, and services offered through the Website and Toolza software (collectively with the Website, the “Services”).
This Privacy Policy is a part of our Terms and Conditions, so we refer to the terms used and described in these Terms and Conditions. Please read these legal documents carefully before using this Website and our Services.
NOTE FOR CHILDREN: Please do not attempt to use our Services in any way if you are a child under the age of sixteen, nor submit to us any Personal Data, as we do not knowingly collect Personal Data on children.
We recommend checking this Privacy Policy periodically, as it may have been updated since your last visit to reflect changes in our practices or legal requirements. We reserve the right to make changes to the Terms and Conditions at any time and without prior notice. When the updated Terms and Conditions are published, they will take effect. It is your responsibility to check the Privacy Policy periodically.
Please take the time to carefully review this Privacy Policy before using this Website, our Services, and submitting any Personal Data.
To accept this Privacy Policy, you must meet the legal age requirements in your country. We reserve the right to request age verification at any time to ensure compliance with this provision.
To accept this Privacy Policy, you need to give us your free, specific, informed, and unambiguous consent. You can indicate your consent in several ways: by checking a designated box and/or clicking a button that signifies your agreement.
If you do not agree with this Privacy Policy, we kindly ask you to discontinue your use of this Website and our Services.
You have the right to withdraw your consent at any moment in cases where it serves as the legal basis for Personal Data processing, but doing so will not impact any processing that has already occurred. Kindly note that this may result in our Services being stopped for you.
According to the GDPR, Personal Data means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Although using our Website is possible without revealing any Personal Data, processing Personal Data may be required if you wish to use our Website for particular Services, including Toolza software. We only gather the Personal Data that we genuinely need to provide you with our Services and the best User experience.
Toolza Limited is not considered to be either a controller or a processor in relation to the Personal Data you enter into your Account, as we do not have access to such Personal Data.
Demo Access
When scheduling a demo, you may provide us the Personal Data such as name, email, and phone number. We may record the demo session, with your consent, and share a video and PDF summary solely for your reference.
Self-Onboarding
During self-onboarding, you will create an Account by providing:
You acknowledge and accept that we may ask you to provide information to verify your identity, thereby enhancing the security of your Account.
In case you lose access to an Account or seek information related to it, we retain the right to request any necessary verification or details from you, at our sole discretion, prior to restoring access or disclosing information regarding that Account.
When creating an Account, you are not required to provide formal documentation about any legal entity for which you create a sub-account using the functional of Toolza software. However, by creating an Account on behalf of a legal entity, you confirm and guarantee that you are a duly authorized representative of that entity and have the legal authority to act on its behalf.
Waitlist Registration
If you join our waitlist, we collect the following Personal Data:
First and last name;
Email address;
Website.
Toolza Software Usage and Data Encryption
When using Toolza, you may submit Personal Data related to your business activities in different sections, including without limitation:
All Data, including Personal Data, you enter into the Toolza software, including but not limited to amounts, personal identification numbers, employee details, and any other related information, is encrypted using industry-standard encryption methods. Moreover, you may create different customized fields and input any other Data via your Account, as Toolza software allows for expanded functionality beyond the basic version. This encryption ensures that your Data remains secure and is inaccessible either to us or any third parties.
Processing of Special Categories of Personal Data, Including Sensitive Information
We do not knowingly process special categories of Personal Data, including sensitive information. However, Users may input such Personal Data about themselves via their Accounts, as Toolza software allows for expanded functionality beyond the basic version. For example, the HR department may create additional fields within the employee profile, which can include sensitive information. This information may be accessible to certain employees within the organization or a limited group of Users within the system.
DISCLAIMER: As we do not have access to any Personal Data submitted to your Account, we are unable to process it in any way, including sharing it with third parties. We are not responsible for any actions made within your Account, including Personal Data processing within such an Account. Toolza Limited is not classified as the Personal Data controller or processor for Personal Data entered within any Account. Be mindful that any Personal Data shared within your Account can still be accessed by Account Admins in their capacity as the Personal Data controllers and other authorized Users.
Payment for Services
Transactions are facilitated through a third-party payment service provider, ensuring that your payment details are securely handled. As a result, we do not collect, store, or manage your payment information directly, minimizing your risk and enhancing the security of your financial Personal Data. All payment processing is conducted in compliance with industry standards for data protection and privacy.
Other Means of Personal Data Collection
We may collect your Personal Data through various means. This includes instances when you fill out forms on our Website or when you contact us through different communication channels, such as email, phone, or social media. During these interactions, we may collect the Personal Data you choose to share with us. Additionally, in certain circumstances, we may gather your Personal Data from publicly available sources, including state registers, databases, websites, social media platforms, and press releases.
We process your Personal Data for various purposes to enhance your experience and provide you with the best Services possible. The following outlines how and why we use your Personal Data:
Service Provision and Improvement
We may process your Personal Data to provide, maintain, and improve our Services, and develop new products and services ensuring that it meets your needs effectively. We customize and personalize the Services we offer, including tailoring Website content and communications to improve your experience.
Account and Role Management
We process your Personal Data to ensure easy and secure access to your Account. We facilitate Account setup, scheduling, demo sessions, and onboarding processes, which allow you to access our Services seamlessly. We manage User Roles and permission settings within the software to ensure that Users can access specific functionalities aligned with their Roles.
Customer Support and Assistance
We respond to inquiries and provide support to our Users. This includes assisting with questions, resolving issues, and verifying identities when necessary.
Marketing and Communication
We communicate with you by responding to your correspondence and providing information about our Services, as well as feedback you've provided. If you wish to update or delete your feedback, please contact us.
We may share your feedback in our marketing materials. If we decide to do so, we’ll make sure to get your explicit consent first. Your thoughts are important to us!
We send you marketing communications according to your preferences and display content that may interest you, in compliance with applicable laws. By providing your email address and ticking the Privacy Policy box on contact forms published on our Website, you give us consent to send you email communications such as, without limitation, newsletters, system updates, a weekly digest, and any marketing materials. You may withdraw your consent at any time by notifying us.
Access to your Personal Data is restricted solely to our employees and contractors who require it for legitimate purposes and Services provisions to you.
When we may disclose your information to third parties, like developers, service providers, domain registrars, and others, we make sure they have a legitimate reason for accessing it, usually to offer you Services, and that they have put in place the necessary security measures.
We may disclose your Personal Data to various categories of third parties for specific purposes, which include:
Third-party Service Providers and Authorized Third Parties
We may collaborate with trusted third-party firms that assist us in running our Services. These service providers perform various functions on our behalf, including:
Each third-party service has its privacy policy, and we recommend reviewing them before using integrations. Toolza is not responsible for Personal Data processing practices by third parties.
Legal Compliance
We may disclose your Personal Data to third parties as required to fulfill our legal obligations, protect the rights, property, and reputation of our Users, and/or enforce these Terms and Conditions and Privacy Policy.
Business Transfers
In the event of a merger, acquisition, or similar transaction that results in a third-party gaining control over our operations (in whole or in part), your Personal Data may be transferred to that entity. Should such a situation arise, we will make reasonable efforts to inform you prior to your information being subject to different privacy policies.
Government Authorities and Law Enforcement
When you use our Services, we may access and share your Personal Data with regulatory bodies, law enforcement agencies, or government authorities as mandated by law. This may occur if we have a genuine belief that disclosure is necessary to comply with legal requests or court orders. We may also share your information for the purpose of preventing and investigating fraudulent or illegal activities on our Services. If we disclose your Personal Data in compliance with a legal directive, we will notify you unless prohibited from doing so by law.
Important Note: Other Users
Your Personal Data may be shared with the User who owns the Account you are associated with, as well as with other Users of that Account. Additionally, Account Admins may access and monitor your Personal Data and activities within the Services.
DISCLAIMER: As we do not have access to any Personal Data submitted to your Account, we are unable to process it in any way, including sharing it with third parties. We are not responsible for any actions made within your Account, including Personal Data processing within such an Account. Toolza Limited is not classified as the Personal Data controller or processor for Personal Data entered within any Account. Be mindful that any Personal Data shared within your Account can still be accessed by Account Admins in their capacity as the Personal Data controllers and other authorized Users.
Important Note: Third-Party Websites
Our Website may contain links to a variety of other websites operated by other third parties. These external sites may have their privacy policies and practices, which may differ from ours. It is important to understand that this Privacy Policy is applicable only to the Personal Data we collect through our Website. You are solely responsible for reviewing the privacy policies of external websites.
While we strive to provide a safe browsing experience, we cannot be held responsible for any Personal Data that third parties may collect, store, or utilize through their websites. This includes, but is not limited to, Personal Data gathered through their cookies, tracking technologies, or other means of information collection. As such, we encourage you to exercise caution when navigating away from our Website.
We recommend reviewing the privacy policies of any external services you engage with, as these documents will outline how your Personal Data is handled. By being informed about the privacy practices of other websites, you can make more educated decisions about sharing your Personal Data online.
Generally, we rely on the following legal grounds for processing:
Performance of a Contract
Processing your Personal Data is necessary to fulfill our obligations and deliver our Services as per our agreement with you.
Consent
We may seek your consent to process your Personal Data when it is required and no other legal basis applies.
Legitimate Interests
We process your Personal Data to improve and enhance our Services, maintain security, and support core business functions, where these actions align with our legitimate business interests.
Legal Compliance
Processing of your Personal Data may be required to fulfill regulatory or legal obligations applicable to us.
Personal Data Protection and Security Measures
We prioritize the security of your Personal Data by employing robust measures, such as Data encryption, strict access controls, and secure storage solutions.
Toolza Limited has implemented comprehensive technical and organizational safeguards to guard Personal Data processed through this Website, our Services, and Toolza software against unauthorized access, disclosure, alteration, accidental or unlawful destruction, and other unauthorized or unlawful forms of processing.
However, it’s important to note that while we strive to secure Personal Data transmissions, complete protection cannot be guaranteed due to potential vulnerabilities beyond our control.
Security and Incident Response
Our commitment to Personal Data security includes a proactive approach to fraud prevention and detection, along with investigation of potential security incidents or unauthorized activities. Additionally, we adhere to all relevant legal requirements, including compliance with lawful requests, such as court orders or other legal procedures, to safeguard Personal Data.
To improve your experience on our Website, we may use cookies and similar tracking technologies. This includes essential cookies required for the functionality and seamless operation of our Website, as well as cookies for anonymous statistical analysis and personalized content delivery.
We prioritize your privacy, using minimal third-party tracking technologies and only activating non-essential cookies with your explicit consent.
Through our cookie settings, you control which cookies to allow. You may adjust your preferences or withdraw consent at any time by accessing the cookie settings.
Essential Cookies
These cookies are fundamental for Website functionality, supporting core features, and maintaining operational stability. They enable essential services such as security, authentication, and accessibility.
Processing Personal Data through these cookies is based on Article 6(1)(b) GDPR when necessary for the initiation or fulfillment of a contract. For cookies that serve a functional purpose outside of contractual obligations, we rely on our legitimate interests in optimizing the performance and usability of our Website under Article 6(1)(f) GDPR.
Non-essential Cookies
Non-essential cookies enhance the Website experience by supporting features such as, without limitation, analytics, personalization, and targeted advertising.
These cookies are only activated with your explicit consent, following GDPR Article 6(1)(a). You can manage or withdraw consent through our cookie settings.
Automatic Use of Cookies
To streamline your login experience, specific cookies may remain active for up to 30 days, simplifying access to our system while remembering your preferences and login status.
Fingerprinting Technology
We may use fingerprinting technology, which is employed only with your explicit consent.
Fingerprinting is used strictly for ensuring security, fraud prevention, and Service optimization. To be specific, we may utilize fingerprinting technology to facilitate automatic User login. This helps enhance your User experience by remembering your preferences and settings.
The unique identifiers generated through fingerprinting are not shared with third parties or used for behavioral tracking, and you have full control to accept or reject this technology through our cookie settings.
We retain Personal Data only as long as necessary to fulfill the purposes outlined in this Privacy Policy, or as required by applicable law. Once the purpose for Personal Data processing no longer applies, we will securely delete, anonymize, or otherwise isolate the Personal Data, whichever method is most suitable.
Additionally, we retain your Personal Data until you request its deletion, with some reasonable exceptions where we must keep your Personal Data for legal or regulatory purposes or other purposes.
Please note that any Data, including Personal Data, you input into the Toolza software during the free trial period will be permanently lost unless you either purchase a paid subscription plan for that Account or export the Data before the free trial period ends. Additionally, to give you some flexibility, we offer a 30-day grace period after the free trial period concludes. During this time, you can purchase a subscription, and your Data will be securely retained in your Account. After the 30 days, any remaining Data, including Personal Data, will be permanently deleted.
Personal Data collected through fingerprinting technology is retained only as long as necessary to serve its intended purpose, with prompt deletion of such Personal Data upon the withdrawal of your consent. This ensures that the Personal Data’s use is limited and aligned with its specific purpose.
Cookies and Related Personal Data
We store cookies and similar technologies solely for their designated purpose, in line with applicable retention requirements. You have the right to manage your cookie preferences, as well as withdraw your consent for cookies at any time, request a copy of the cookie Personal Data (if any) we hold or ask for its deletion, or limit the extent of Personal Data processed by cookies.
If you are a resident within the European Union (EU), European Economic Area (EEA), or the UK, you have specific rights concerning your Personal Data under the GDPR.
Access
You have the right to know if we are processing your Personal Data. You can request access to and a copy of, the Personal Data we hold about you. You also have the right to be informed about how your Personal Data is being used.
Correction
If you believe that the Personal Data we have is inaccurate or incomplete, you can ask us to correct or update this information. Some updates may also be made directly by logging into your Account.
Erasure
Under certain conditions, you may request the deletion of some or all of your Personal Data.
Withdraw Consent
Where we process your Personal Data on the basis of your consent, you have the right to withdraw that consent at any time. Please note that withdrawal affects only future processing, and in some cases, you may need to provide renewed consent to continue using certain features of our Services.
Personal Data Portability
You may request your Personal Data in a structured, machine-readable format and, where technically feasible, ask us to transfer it directly to another controller. This will allow you to get and reuse your Personal Data for different services.
Restriction of Processing
In certain cases, you can request that we limit the further processing of your Personal Data.
Objection
You may object to certain types of processing, such as the use of your Personal Data for direct marketing purposes.
Complain
Additionally, GDPR-protected individuals have the right to lodge complaints with their respective supervisory authority within the European Union (EU), European Economic Area (EEA), or the UK.
Automated Decision-Making Processes and Profiling
You also have rights, including the right to withdraw your consent regarding automated decision-making technologies and profiling, when an organization is using your Personal Data for automated decision-making processes (without human involvement) and profiling, for example, to predict your behavior or interests. However, we do not practice such activities.
If you are a resident of California, you have specific rights regarding your Personal Data as outlined in the California Consumer Privacy Act (CCPA) and supplemented by the California Privacy Rights Act (CPRA), in addition to the rights described above. These rights include, among others:
Right to Know
You have the right to know whether your Personal Data is being sold or disclosed, and to whom it is being shared. We do not sell your Personal Data to third parties and will not do so in the future.
Right to Opt-Out
You have the right to opt out of the sale of your Personal Data.
Right to Non-Discrimination
You have the right to be free from discrimination for exercising your privacy rights under the CCPA and CPRA.
Right to Control Use
You have the right to control the use of your Personal Data, which includes the ability to limit the use of your sensitive Personal Data.
Other Jurisdictions
If you are protected under other applicable privacy laws (such as the Swiss Federal Data Protection Act), you may also exercise your rights as defined by these laws. This includes, as applicable, the right to know, request access to, rectify, or delete your Personal Data, restrict or object to the Personal Data processing, obtain a copy or transfer of your Personal Data, and request equal access and pricing.
Processing of Personal Data may involve the transfer of such Personal Data to countries outside of the European Economic Area (EEA) or other jurisdictions. Personal Data may only be transferred to third countries if the receiving country ensures an adequate level of protection for Personal Data, as determined by applicable data protection laws, and the transfer is subject to appropriate safeguards, as specified under applicable data protection laws.
Please contact us if you have any comments, queries, or worries regarding Personal Data privacy.
You can reach us through the following channels:
Email: [email protected]
Your feedback and inquiries are important to us, and we will respond to your request within one month.