Muhimbi Privacy Policy


We are Muhimbi Ltd, the providers of the Muhimbi software suite and services. We are committed to protecting and respecting your privacy.

This policy sets out the basis on which any personal data we collect from you, 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 our site at muhimbi.com and any other Muhimbi site (including muhimbi-online.com, support.muhimbi.com) you are accepting and consenting to the practices described in this policy.

This privacy policy applies to users of our Muhimbi software and services and those browsing our website. For the purpose of the data protection laws applicable to us, the data controller is Muhimbi Ltd of 193 Camp Road, St Albans, Hertfordshire, AL1 5NB.

We are registered as a data controller with the UK Information Commissioner's Office (registration number ZA298333 ). For details about how we deal with your data from a GDPR perspective, see this knowledge base article.

 

Information we collect from you

We will collect and process information about you that you give us by filling in forms on our website or by corresponding with us by phone, e-mail, live chat or otherwise. It includes information you provide when you register to use our software, and when you report any issues. The information you give us may include your name, address, e-mail address, country, time zone and phone number and (if you work for a business) the name of your business. We will also ask you to create a password to control access to your user account.

If you use our software in the course of working for an organisation, we may process on behalf of your organisation certain log information relating to your use of the software or the services, and other information about you in your capacity as a user of our software. For more information about that, please see the “Log Information we Process on behalf of Our Customers” section below.

Our services are provided for use in a business, and we do not knowingly collect data from any person aged under 16 years of age.

 

Log information we process on behalf of our customers

If you are an individual using our software on behalf of your organisation, please direct your data protection enquiries regarding your use of our software to the responsible person in your organisation. To be clear, we are not responsible for the data security or data protection practices and processes of our customers. We process all the data in respect of which we are the ‘data controller’ in accordance with this Privacy Policy. The data controller is the entity who controls the reasons for which, and the manner in which, personal data is processed. We are processing your personal data in the course of providing services on behalf of our customers, the customer is the ‘data controller’ and we are merely the ‘data processor’ working on their behalf.

For example, we may as data processor on behalf of your organisation provide your organisation with usage logs specifying the manner in which your user account has accessed the service and the documents processed under your user account by means of the service. The logs may contain information such as your email address, ip-number, the type of operation and the time and result of the submission. We may also process personal data about you as a user of our service if you log a support call


Cookies

Muhimbi's websites use Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of Muhimbi's websites. By using Muhimbi's websites, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

If you’re unhappy with the idea of sharing the fact you visited our sites (and any other sites) with Google, you can install the official browser plugin for blocking Google Analytics.

We use Zendesk cookies to help us provide support for our software. For information about Zendesk cookies and how to reject or delete them, visit this page.

Most web browsers allow some control of most cookies through the browser settings. If you do not wish to allow the use of cookies and still wish to browse the website, you can turn off cookies within your browser settings. For information on how to control or delete cookies set by Muhimbi's websites, please visit www.allaboutcookies.org.


Uses made of the information

We use information held about you in the following ways:

  • to provide you the Muhimbi software and service, and any information, products and services that you or your organisation request from us;
  • to provide support in respect of any issues or questions you raise regarding use of the Muhimbi software or services;
  • to provide you with information about other services we offer that are similar to those that you or the organisation you work for have already used or enquired about;
  • to provide you with information about software or services we feel may interest you. If you are an existing user, we will only contact you by electronic means (e-mail) with information about goods and services similar to Muhimbi's. Otherwise, we will contact you by electronic means only if you have consented to this.
  • to notify you about changes to Muhimbi, our products and services;
  • to ensure that the Muhimbi website and services are presented in the most effective manner for you and for your computer.
  • to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
  • to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
  • as part of our efforts to keep our site safe and secure.

 

Disclosure of your information

You agree that we have the right to share your personal information with:

  • Our hosting partners, Microsoft Azure, and third parties we use to help provide the Muhimbi software and services.
  • Google, for the purposes of their providing analytics services.
  • Our payment services provider, SagePay, captures and processes payment card data on our behalf.
  • Providers of application support and related services (including Zendesk), to help us address any issues you may raise with the operation of the software or the services. Zendesk’s Privacy Policy which references how it processes data about you as an ‘attendee’ of any support calls can be found here.
  • GoToMeeting, our provider of online meeting facilities for product demonstrations and support calls.
  • Also, we use MailChimp (an email campaign manager) to process information about your location, which of our products you may be interested in, and ways in which you have reacted to our emails.

 
We will disclose your personal information to third parties:

  • In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.
  • If Muhimbi Ltd or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of service and other agreements; or to protect the rights, property, or safety of Muhimbi Ltd, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection.

 

Storing your personal data

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

We use Security Sockets Layer (SSL) encryption technology to encrypt sensitive information (such as your account details) before it travels over the internet. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

We hold your information only as long as necessary for each purpose we use it. If you decide not to use Muhimbi's products or services anymore or request that we have no further contact with you, we will keep some basic information in order to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information.

Some of the organisations we use to process your data are located outside the European Union. We use a number of legal mechanisms (including standard EU ‘model clauses’, or a third party’s EU-US Privacy Shield certification) to ensure that your data is nonetheless kept secure.


What is the legal basis on which we rely to process personal information?

On some occasions, we may process personal information with consent (for example, when you agree to receive email updates about the service). You have the right to withdraw your consent at any time by contacting us on the email address below.

On other occasions, we may process personal information when we need to do this to fulfil a contract with you or where we are required to do this by law.

We also process your personal information when it is in our legitimate interests to do this and when we consider these interests are not overridden by your data protection rights. Those legitimate interests include using your information for the purposes of providing Muhimbi's software and services and administering your user account, which we aim to do in a way that works to your benefit and that of the organisation you work for.

 

Your rights

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us on the email address below.

Our sites may, from time to time, contain links to and from 3rd party sites including the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

If you are in the European Union, data protection legislation gives you the following rights:

  • to access information held about you;
  • to require rectification or erasure of your information; and
  • to object to as well as the right to our use of your data to carry out automated profiling in respect of you.

These rights can be exercised in accordance with applicable data protection laws. To exercise your rights, please contact the email address below.

If you make a complaint to us and think we have not dealt with it to your satisfaction, you may send your complaint to the Information Commissioner for investigation. For more information on the Information Commissioner, and how to make a complaint, please visit their website.

 

Changes to our privacy policy

Any changes we 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 and should be addressed to gdpr@muhimbi.com.

 

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