Privacy Policy
Automate Software Solutions Limited is committed to respecting your privacy and about protecting the privacy and security of the personal data collected or generated in connection with your relationship with us (“Personal Data”). Please read the following notice carefully to understand our practices regarding your Personal Data and how we collect, process, share and protect your data.
When you use our websites, enquire about our products and services, apply for a role with us or come to work for us we are a Data Controller which means that we are responsible for deciding how we may collect and use your Personal Data and this Privacy Notice shall apply to you.
We also act as data processors of the personal data that our customers provide to us or use our services to collect, store or process (typically dealerships and vehicle manufacturers). Where we are data processors only it is our customers’ legal responsibility to provide the data subjects with their own privacy notice and this Privacy Notice would not apply to you. If you then have queries in relation to their use or processing of personal data you should contact them directly.
What Personal Data do we collect, process, store and use?
We may collect, process, store, and use your Personal Data, in a variety of ways depending on the services that govern our interactions. We will only collect and use your Personal Data if it is relevant to the services or products we are providing to you.
The types of Personal Data we process may include:
Personal Details: Name.
Identity / Contact Details:
First name, last name, title, residential address, email address and telephone numbers.
Employment Data:
Employment status, job title, duration, employment address, work telephone number and email address, previous employers’ details, employee number.
Nationality:
Nationality and citizenship, length and/or right of residency, visa information.
Transaction Data:
Information about products you may wish to purchase from us, quotations and contractual documents regarding our products and services.
Technical Data:
Device identifiers such as internet protocol (IP) address, username or similar identifiers, login data, browser type and version.
Contact with us:
Information and records created as a result of your interactions with us, such as telephone or web chat conversations, CCTV footage, postal mail, online contact , contact via app, including information about how you use our websites, apps and other services, contact profiles including user names and passwords, your interests and preferences, feedback and survey responses.
Marketing:
Marketing and communication preferences, use of other media and means of communications, such as Facebook, LinkedIn, Twitter etc.
If you apply to work for us, there may be third parties involved in the application process, such as recruitment agencies or job recruitment websites. They will have their own Privacy Notices and we advise you to visit their websites to check how they will use your personal data too.
It is important that the Personal Data we hold is kept up-to-date and is accurate. If we have collected your Personal Data, please let us know as soon as possible if there are any changes to it or if you become aware of any errors in the Personal Data that we hold and we will use reasonable efforts to ensure it is adjusted accordingly.
We will only use your Personal Data when the law allows us to. Most commonly, we will use your Personal Data in the following circumstances:
To provide information (such as brochures requested), support and to process general enquiries you might make through our website.
Where we need to comply with a legal obligation.
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 do so in order to perform a contract we are about to enter or have entered. This may also include us performing a contract with one of our corporate customers (which may be your employer) such as where we might provide your employer with our training product(s) for your benefit as a well as other end users.
Where we need to collect personal data by law, or under the terms of a contract we have with you (or your employer), and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you or your employer (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
You have the right to withdraw consent to marketing at any time by contacting us at info@automatesolutions.ie or by using any unsubscribe links available in the messages. If you have not opted out from receiving marketing from us you will receive marketing communications from us if you have requested information from us or purchased our products or services.
Specific Purposes of Processing
We process your Personal Data for the following purposes:
Purposes for processing Personal Data
Provision of services to you and customer relationship management.
Marketing, provision of product and company information and updates.
Delivery of service bulletins and product information and related information to customer contacts.
Asking you to submit a review or take a survey.
Legal and regulatory compliance, litigation, investigations, and risk management (including systems for storage of legal work products, documents and information).
Other legal and customary business-related administration, such as making back-up copies of files for business continuity, as needed for computer system maintenance and other everyday human resource purposes.
Personal Data collected through internal websites, including without limitation in connection with subscriptions for newsletters, downloads of materials and registration for products and services, including online and offline Personal Data pertaining to prospective, current and former customer contacts.
Data processed by our threat management platform and its related technologies and procedures that will provide advanced prevention, detection, response and intelligence capabilities to protect us and the employee data we process.
Systems enabling collaboration, including document sharing.
Systems for storage and distribution of internal emails and archiving historical data.
Business operations purposes, including maintaining records related to mergers, acquisitions, reorganizations, sales, distributions, dispositions, financial management and reporting.
Statistical analysis of website traffic, including the use of Cookies.
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. If we need to use your Personal Data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your Personal Data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Third Party Links
Our sites may contain links to other sites, including those of our business partners and corporate customers. While we seek to link only to sites that share our high standards and respect for privacy, we are not responsible for the privacy practices employed by other sites and you are advised to check each sites’ own Privacy Notice.
Disclosure to Third Parties
We may share your Personal Data with the categories of parties listed below for the use, purposes and situations described in this Privacy Notice, where we are required to do so by law, to enter into, manage and administer any contract with you (or your employer where applicable) or for other purposes that we notify you of in this Privacy Notice.
Who we may share your Personal Data with:
Other data processors who provide us with services to enable us to provide our services to you, but only where they use the data only for purposes consistent with this Privacy Notice and under our instructions. These may include our supply chain, our insurers, our professional advisers or our IT suppliers.
The data controllers who purchase our services and who we are under contract with (including corporate customers who may be your employer).
Any organisation we are required to share the Personal Data with by law, such as those needed to assist in the event of an emergency, statutory authorities, such as law enforcement, tax authorities and any credit reference or fraud prevention agencies as may be required.
Acquiring organisations if we are involved in a sale or a transfer of some or all of its business (Personal Data shall be anonymised preceding sale where possible).
Our third-party service providers and other entities in the group are required to take appropriate security measures to protect your Personal Data in line with our policies. We do not allow our third-party service providers to use your Personal Data for their own purposes unless they also provide services to you as data controllers and then they are responsible to you directly for your dealings with them. We only permit them to process your Personal Data for specified purposes and in accordance with our instructions.
We have implemented technical and organisational security measures to protect your Personal Data against unlawful or unauthorised access, use or modification, in addition to protecting against accidental loss or damage.
If we share information with third parties, they will only process your Personal Information on our instructions and where they have agreed to treat the information confidential and to keep it secure.
In addition, we limit access to your Personal Data to those employees, affiliates, agents, contractors and other third parties 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 data protection or information security breaches and will notify you and the appropriate regulator where applicable.
We will only retain your Personal Data for as long as necessary to fulfil the purposes we collected it for and subject to our retention policy.
To determine the appropriate retention period for Personal Data, we consider:
the volume, nature, and sensitivity of the Personal Data;
the potential risk of harm from unauthorized use or disclosure;
the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements;
the time periods within which we have rights to enforce any terms that apply and the time periods within which you have the right to enforce any claims against us.
We also retain Personal Data for the purpose of satisfying any legal, regulatory, accounting, or reporting requirements and guidance. Typically this is a period of seven years after you cease to have a contract or relationship with us.
In some circumstances we may anonymize your Personal Data so that it can no longer be associated with you, in which case we may use such information without further notice to you.
Your Legal Rights
You have a number of rights under data protection law in relation to how we use your personal information. You have the right, free of charge, to:
check what type of personal data we hold about you and what we do with that information (you are also entitled to receive a copy of this information);
have any inaccurate personal data which we hold about you updated or corrected;
erase personal information we hold about you;
stop us from using your personal information in certain cases, including if you believe that the personal information we hold about you is inaccurate or our use of your information is unlawful. If you exercise this right, we will store your personal information and will not carry out any other processing until the issue is resolved;
object to us using your personal information where we rely on our legitimate interests to use your information. We will stop using your personal information unless we can demonstrate an overriding legitimate grounds for the continued processing of this information;
withdrawing consent where you the processing. You can withdraw consent by contacting us at the details set out above; and
receive certain aspects of your personal information in a structured, commonly used and machine readable format and to have that information transferred to you or another data controller.
These rights are in some circumstances limited by data protection legislation. If you wish to exercise any of these rights please contact us using the contact details contained in this form. We will endeavour to respond to your request within one month. If we are unable to deal with your request within one month we may extend this period by a further two months and we will explain why.
You also have the right to lodge a complaint to the office of the Data Protection Commission. Please visit www.dataprotection.ie for more information.
To exercise your rights, where AutoMate Solutions is the data controller, please contact us at info@automatesolutions.ie.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it.
If there are any statutory time limits for us to respond to legitimate requests we will use reasonable efforts to meet them. Occasionally, if a request is more complex, or we need more information from you, or if you have made a number of requests, we may need to notify you of an extension to the time limit.
Changes To This Privacy Notice
We reserve the right to update this Privacy Notice at any time, to reflect how we process and look after your Personal Data or to ensure that any changes to applicable laws are addressed. Updated versions of the Privacy Notice will be published on our website. We may also notify you in other ways from time to time about the processing of your Personal Data, such as emails.
Contacting Us
If you have any questions about this privacy notice, please contact our Data Protection Officer by emailing info@automatesolutions.ie.