We respect your privacy and are committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website when you sign up to our newsletter, purchase a product or service or take part in a competition.
This website is not intended for children and we do not knowingly collect data relating to children.
PiCosm Ltd is the controller and responsible for your personal data (“we”, “us”)
Our contact details are available here.
2. OUR CONTACT FORM
This is for making general enquiries, seeking support or other. You may specify on the form what information is sent to us, whether just your first name and email address or additional details to help us respond accordingly.
The information collected is used as follows:
- Respond to any valid communications
- Stored in a database on our servers so we may contact you in the future to follow up on any support related issues or provide news on products you may have requested information on
We only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time.
We do not use the data to spam you, nor do we pass the information to others.
If you would like your details removed from the ‘Contact us’ database, please let us know and it will be removed within 30 days.
We strive to provide you with choices regarding personal data uses, particularly around marketing and advertising.
To opt in and out of newsletters
From day one, we have always allowed you to opt in to periodical email newsletters. This is all done from our PiCosm service that itself was designed to avoid the very issues GDPR was created to fix. If you have used our Contact form to reach us, you will not be sent any newsletters, the form is designed simply to receive enquiries. However, if you have a PiCosm account, then to opt in or out of newsletters, login and select VIEW > Preferences and scroll down to the Newsletter section where you can input an email address and use the checkbox to switch newsletters reception ON or OFF. You may wish to use a different email address to the one you used to signup for PiCosm.
Called it! Since our founders conceived of some of the ideas behind PiCosm way back when in 1992 (Palo Alto, California), your privacy, ‘space’ and dignity has always been at the heart of the system and that of any holding company. And to date, we have honoured that commitment.
Whilst like any service, our engineering staff can conceptually look at any data within the PiCosm system, they are contractually forbidden from doing so without your written permission.
Most importantly, our business model is based entirely on signup fees, not using (or misusing!) your data.
Those with PiCosm accounts may have noticed how few, if any, annoying newsletters or special offer emails we send out. There is a reason, we don’t send them, unless it’s something very important or you have specifically subscribed to periodical newsletters that inform you of new features.
What do we store in your PiCosm account?
Depending on the account type, you can enter any one or more of the following types of data into your PiCosm account, non of which is shared with other PiCosm users and/or the public unless you choose to using the PiCosm Contact Manager:
- Your unique 1 to 12 digit Pi number (what the service is named after)
- First Name
- Middle Name
- Last Name
- Name of your organisation/business
- One or more phone numbers
- Primary Email address
- Newsletter Email address
- Twitter ID
- YouTube or other video service URL
- One or more physical addresses (IE, Home, Work etc)
- Books you like, including: Author, publisher etc
- Movies you like, including: Title, director etc
- Music tracks you like, including: Title, artist, genre etc
- Things you acquire, such as Description, Date of purchase, Supplier etc
- Tasks, including Title, Tags, Deadline etc
- Tags (Keywords) associated with you or your business
- If you are managing a Pi Product profile, then you or an appointed agent can input the technical or other specification of a product. No sensitive data is collected, all of it is public domain because a Pi Product profile cannot contain confidential information, such as that on an unannounced product or personal details of an individual.
What do we do with your PiCosm data?
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
On the rare occasion that we may need to use your data for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.
Where is your PiCosm data stored?
Amazon AWS-EU West. We do not transfer your personal data outside of the EU.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents and/or contractors who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
If I erase my PiCosm account, what happens?
PiCosm account data is backed up constantly so that in the event of a server failure or other eventuality, your data can be recovered. This is normally seamless. If you ask us to erase your account, this will be done within a few hours to a few days, whilst the backup data will be automatically erased up to 30 days later.
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers for six years after they cease being customers for tax purposes.
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These are:
- Request access to your personal data.
- Request correction of your personal data.
- Request erasure of your personal data.
- Object to processing of your personal data.
- Request restriction of processing your personal data.
- Request transfer of your personal data.
- Right to withdraw consent.
If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
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