Conditions of Use for the ONRECORD Mobile App, the ONRECORD Platform and the ONRECORD Website
Conditions of Use Policy
for the ONRECORD Mobile App, the ONRECORD Web Application and the ONRECORD Website
These Conditions of Use Apply to all Users of the Services provided by analogue.DIGITAL (a trading name of Tadpole Cottage Ltd, a company incorporated in England and Wales with company number 7463715), which consist, at present, of the ONRECORD mobile App, the ONRECORD Platform (or Platform) and the ONRECORD website. It is the responsibility of any organisation using our Services to ensure that all those working under their direction, whether employed or not, are aware of and are compliant with these conditions.
Some words and expressions used in these General Conditions of Use have particular meanings, as follows:
- “Mobile App” or “App”: Means the ONRECORD mobile App;
- “Mobile User” or “App User”: Means any individual, other than an organisation or member of an organisation, authorised by analogue.DIGITAL to access the ONRECORD mobile App;
- “Organisation User”: Means any individual, organisation or member of an organisation, authorised by analogue.DIGITAL to access the ONRECORD Platform;
- “Web App” or “Platform”: Means the online Application accessed by the login facility on the ONRECORD Website enabling Organisation Users to access the records of Users;
- “User”, “You” or “Your”: Means any individual, organisation or member of an organisation authorised by analogue.DIGITAL to use any of the ONRECORD services.
- “Charges”: Has the meaning given to it in the ‘Platform License Fee’ section below;
- “Changes”: Means changes to the Services provided by analogue.DIGITAL via the mobile App, the Platform and Website;
- “Communication” and “Communicate”: Means electronic communication via the Platform or the Mobile App between Users;
- “Confidential Information”: Means all information, such as User records, which should be considered confidential due to its nature which is disclosed by one party to the other in connection with these General Conditions of Use whether before or after the date of signature of these General Conditions of Use in respect of the disclosing party;
- “Data Protection Regulations”: Means the General Data Protection Regulations (GDPR) (Regulation (EU) 2016/679), the Regulation of Investigatory Powers Act 2000 and all other Applicable laws, regulations and codes of practice relating to the processing of personal data or sensitive personal data or relating to privacy under any jurisdiction Applicable to these terms and conditions as the same may be amended, modified or replaced from time to time;
- “Database”: Means the database provided by analogue.DIGITAL on which User records are stored;
- “Good Industry Practice”: Means those practices which, according to a suitably qualified person with reasonable experience of the relevant industry (which, for the avoidance of doubt, shall mean the software associated services industry), comprise generally accepted good practices in the relevant industry;
- “Identification Details”: Means the unique User name, password and other information required for a User to access the mobile App and to access records via the Platform;
- “ONRECORD Website” or “Website”: Means the Website located at https://onrecord.tech/;
- “Records”: Means the Records uploaded to the ONRECORD Database by Users;
- “Services”: Means all the services provided by analogue.DIGITAL;
- “User Guide”: Means such User guide to the Platform and Services as may be provided by analogue.DIGITAL from time to time;
- “Web Page(s)”: Means the pages of the ONRECORD Website or such other URLs as may be notified to Users by analogue.DIGITAL from time to time, for the location of the Platform which gives web access to the ONRECORD User Records;
- “We”, “Us” and “Our”: Means analogue.DIGITAL;
- “Your System”: Means the mobile equipment and computer system (including hardware and software) used by a User.
1.a. Agreements for All Users
1.a.1 By using the mobile App and the Web application You agree, as a User, that You will have gained access by receiving ONRECORD registration services and that:
- You have read and have agreed to be bound by these General Conditions of Use;
- You represent and warrant that you have the authority and capacity to enter into this agreement;
- You represent and warrant on a continuing basis that You are authorised and regulated by the relevant regulator (if Applicable) and have all the necessary permissions to provide Your services to Users as Appropriate;
1.a.2 The licenses herein are defined by the terms of these General Conditions of Use;
1.a.3 You will not permit any person who is not a User to access or use the Services through Your System;
1.a.4 You will not access the Web application from another country if it is not permissible to do so in that country, and acknowledge that it is Your responsibility to check the legal position in other countries;
1.a.5 You agree that all information given as part of the registration process to gain such access and use such rights as are granted in these General Conditions of Use is true and complete in all material aspects;
1.a.6 Electronic mail is not encrypted. As a User, You acknowledge that the use of electronic communications generally (for example, for administrative purposes to contact ONRECORD) is not a completely reliable or secure method of communication;
1.a.7 You are responsible for employing reasonable information technology related competency, skill and knowledge in using the Mobile App and the Web application. ONRECORD shall not be liable for such losses as may arise from a failure by a User in this respect;
1.a.8 We do not provide legal advice in any of our Services and nothing in our Services shall be construed as legal advice. All content of our Services is provided for general information only without any guarantees, conditions or warranties as to its accuracy. It is not intended to amount to advice (of any nature) upon which you should rely. You should obtain professional or specialist advice before taking, or refraining from, any action on the basis of the content of our Services. We do not represent that any Organisation User is qualified to provide legal advice and you therefore rely on any contribution or materials provided by such Organisation User entirely at your own risk.
1.a.9 We make no representation or warranty as to the accuracy, completeness or correctness of the information on the website, the Mobile App and the Web application provided by us or by Users. Subject to the provisions of the section entitled ‘Limitation of Liability and Indemnity’ below, ONRECORD will not accept liability for any claims by Users for damages or loss arising from inaccurate, incomplete or incorrect information of any kind. You are at all times responsible for informing ONRECORD of any errors or omissions in, or caused by, Your use of the Services immediately after You become aware of them;
1.a.10 We shall use reasonable skill and care and Good Industry Practice in delivering the Mobile App, the Web application and the Services. By using the Services You are deemed to have satisfied Yourself as to their suitability and compliance with any relevant legislation or regulation;
1.a.12 You are responsible for checking the Website for announcements made by Us relating to changes to the Services and or to these General Conditions of Use (including the User Guide) and for ensuring Your own compliance and that of Your System, at Your cost, with such Changes. We will provide You with reasonable guidance on the implementation of Changes;
1.a.13 Queries relating to the standard functionality of, and access to, the Mobile App and the Web application may be directed to [email protected];
1.a.14 You will not use the Mobile App or the Web application to engage in any conduct that could have or could reasonably be expected to have a detrimental effect on the reputation of the ONRECORD App, Web application or Website or of ONRECORD;
1.a.15 To the extent that We use sub-contractors to manage the Services, You agree to co-operate with Us and with such third parties in good faith as necessary in order for You to gain access to the Mobile App and the Web application, receive the Services and comply with your obligations under these General Conditions of Use;
1.a.16 You will not do anything which will or might damage, interfere with, disrupt access to, interrupt or impair the functionality of the Mobile App or the Web application; and
1.a.17 You acknowledge that any breach of these General Conditions of Use could impact negatively on the operation of the Mobile App or the Web application.
1.a.18 Further enhancements to the Mobile App and the Web application may be introduced in the future which will also be governed by these General Conditions of Use.
1.a.19 If requested by reasonable notice in writing from ONRECORD, Users shall at their own cost provide ONRECORD with such assistance as is reasonable to allow ONRECORD to conduct User acceptance testing of changes to the Services.
1.a.20 Nothing contained on the website, Mobile App or Web application constitutes or is intended as a recommendation or as advice or an advertisement, inducement or offer of any kind.
1.b. Organisation Users
1.b.1 You will be responsible for compliance with all anti-money laundering regulations in respect of Users with whom You Communicate;
1.b.2 You have or will obtain any necessary consent from Users before accessing their records in accordance with the General Data Protection Regulations (GDPR) (Regulation (EU) 2016/679) to enable You to Communicate relating to their records via the Web application. ONRECORD will comply with its own obligations in respect of data protection pursuant to the section entitled ‘Data Retention and Use of any Data Collected about App Users and Organisation Users’ below. However, You acknowledge that You are the data controller in relation to any data you submit or receive via the Web application and that You will comply with Your own obligations under the GDPR;
1.b.3 If You are using the Web application as a legal representative, that You have all requisite authority to act on behalf of such Users in relation to their Records;
You will use the Web application only:
- To access Users’ records and use our Services; and
- Do so in accordance with all Applicable laws, these General Conditions of Use and the User Guide;
1.b.4 If You require additional IT support, then We reserve the right to charge You for such support. For these purposes, additional IT support shall mean technical support additional to or outside the scope of that in the User Guide, for example responding to ad hoc queries relating to functionality that is not part of the then current functionality of the Mobile App and the Web application.
2. Continuity of operation of the Web application
2.1 ONRECORD wishes to make access to the Services to be continuously available. However,
the Services may be temporarily unavailable for a number of reasons, including routine planned and emergency maintenance and change management, excess demand, failure of the Internet, misuse of the Services by Users and circumstances beyond the control of ONRECORD. We do not warrant that the Services will be available at all times but we will use reasonable endeavours to keep downtime to a minimum.
2.2 ONRECORD may amend, extend, suspend or withdraw any online facility for whatever reason at any time (for example, in order to protect the website, the Web application, the mobile App or Users or for the reasons described in the section entitled ‘Suspension and Termination of Users’ below). However, we shall use reasonable endeavours without breaching any Applicable laws or regulations that govern the operation of the Services to notify the User of our intentions and the reasons for our intentions where practical to do so.
2.3 We shall not have any liability to a User for any non availability or interruption in the operation of the Services or for any failure or delay of a communication which is beyond our direct and reasonable control.
3. General Grant of Right of Use
3.1 Subject to the Conditions laid out in this document, ONRECORD grants the User a revocable, non-exclusive and non-transferable right to use the Mobile App and the web browser based access to the Web application in accordance with these General Conditions of Use until such time as this agreement is suspended or terminated by a party pursuant to the section below entitled ‘Suspension and Termination of Users’.
3.2 Your Responsibilities as a User for Security:
- To enable the User to access and use the Mobile App and the Web application, the User must correctly identify him/herself using the Identification Details.
- A User will be offered a limited number of attempts to enter their Identification Details correctly. If this information is entered incorrectly on the limited number of attempts permitted, the User’s rights to use the Services may be temporarily suspended and their account temporarily disabled by ONRECORD.
- Users must keep the Identification Details secure and not disclose them to anyone who is not authorised to use them on Your behalf. If You believe that someone else has obtained possession of any of the Identification Details You should immediately contact [email protected]
3.3 As a User You are responsible for all use made of the Mobile App and the Web application through use of Your Identification Details. In addition, any client management system used as part of Your System to facilitate access to the Web application must maintain the Identification Details in a secure manner. As such You should take adequate precautions, ensuring that:
- Only You are able to access the Mobile App and the Web application and You comply with all security procedures notified to You from time to time;
- All the Identification Details are kept in a secure place;
- You do not disclose any or all of the Identification Details to any other person except as may be necessary and on a need to know basis only to Your system administrator, where Appropriate, who may keep a secure record of the same;
- You do not save the Identification Details on to Your mobile device or PC or write them down;
- You do not leave Your mobile device or PC unsecured while You are connected to the Web application;
- You do not use the Web application from any computer connected to a local area network without first making sure that no-one else will be able to observe or copy any of the Identification Details or gain access to the Web application purporting to be You and that You do not access the Web application from an unsecured network; and
- You do not allow any third party, whether on your behalf or otherwise, to implement any hub that establishes links between Users or submits or retrieves Records via the Web application on behalf of more than one User simultaneously with the aim of replacing and/or mirroring all or part of the functionalities of the Web application and neither will You facilitate any third party in so doing.
4. Your Systems
4.1 Before choosing to use the mobile App or the Web application You should ensure that You Appropriate equipment and computer capabilities sufficient for the purpose. You are responsible for ensuring that Your Systems are compatible with the Mobile App and the Web application.
4.2 You are responsible for Applying good industry practice to ensure that Your Systems are free of any computer virus or other harmful code and adequately maintained in every way.
4.3 We will not be liable for any loss or damage caused by a virus, distributed denial-of-service attack, or other technologically harmful material that may infect Your mobile device, computer equipment, computer programs, data or other proprietary material due to Your use of our site or to your downloading of any content on it, or on any website linked to it.
4.4 You are responsible for any third party service (including but not limited to ‘internet service providers’) through which You access the mobile App and the Web application, including compliance with any terms and conditions Applicable to, and payment of any charges connected with, any such service.
4.5 If You access the Mobile App and the Web application from a country outside the United Kingdom, or any country which limits electronic communications of the kind contained in the mobile App or the Web application, You are responsible for complying with the local laws of that country and agree that You will indemnify ONRECORD against any loss which it may suffer as a result of Your failure to comply with this obligation.
5. Our Relationship with Third Parties
5.1 Each Organisation User is responsible for the information and Services it makes available through the mobile App or the Web application. We make no representation or warranty, whether express or implied as to its accuracy or completeness, or fitness for any purpose.
5.2 ONRECORD does not accept any responsibility and will not be liable for the performance of any third party with whom a User engages in Communication regardless of whether any contract is made with such party via our Services.
5.3 Service quality: We may record calls and electronic messages from Users to Us in order to provide the support and administration Services for the mobile App and the Web application and to ensure quality control and training, and to help resolve any disputes:
- ONRECORD may record phone conversations with You and keep such recordings for a reasonable period of time;
- ONRECORD will keep a record of all communications and messages sent by You to [email protected];
- ONRECORD may retain such records for the purpose of using the same in evidence in the event of a dispute in relation to Your instructions; and
- ONRECORD may monitor calls or messages to it in order to assess and improve the quality of the Services.
6. Data Retention and Use of any Data Collected about Users
6.1 ONRECORD will not use any data about Users collected through the Mobile App and the Web application for marketing or sales purposes by third parties or any other commercial purpose by third parties without their prior consent.
6.2 Use of the Mobile App and the Web application may involve the collection of limited information about Users to the extent necessary in order:
- to deal with any enquiry relating to use of the Services;
- to administer and/or manage our relationship with You;
- to conduct quality assurance and compliance monitoring;
- to audit and analyse how parts of the Services are used;
- to conduct such investigations as may be required to protect the reputation of the Mobile App, the Web application and ONRECORD; and
- to comply with an enquiry from any relevant regulatory body.
6.3 The General Data Protection Regulations (GDPR) provide protection to individuals by governing, amongst other things, the way in which personal data is held and used. Individuals are also afforded rights of access to such information held about them.
6.4 ONRECORD will process personal information submitted though the Mobile App and the Web application in accordance with the GDPR and as defined in Our Privacy and Data Protection Policies.
6.5 By using the Services You agree that ONRECORD may:
- Keep personal details which You or others give Us and any information that We access from Your System on a database and use such information to provide the Web application services and for administrative and security purposes; and
- Disclose information concerning You as a User to any person with legal, administrative or regulatory power over ONRECORD.
6.6 We will not disclose any personal data to any entity that is located in a country that does not have similar protections to the Data Protection Regulations.
6.7 ONRECORD acknowledges that records uploaded by a User are the property of the User and the User reserves all intellectual property rights which may, at any time, subsist in such data.
6.8 Records uploaded to the Database will be retained by ONRECORD for as long as the User who uploaded them continues to be granted the right to access the Services by ONRECORD. When such access right is withdrawn or terminated, records shall be deleted securely. Users will be notified of the planned date for deletion of their Records and will have the opportunity to download their Records.
7. Web application License Fee
7.1 It is ONRECORD’s intention to charge Users for their use of the Web application.
8. Limitation of Liability and Indemnity
8.1 Except as expressly set out in these terms all conditions, warranties and representations whether express or implied by statute, common law or otherwise in relation to the use of the Services by a User in accordance with these General Conditions of Use, are excluded to the full extent permitted by law.
8.2 Subject to the provisions in Condition 8.4 below neither ONRECORD nor its directors, officers, employees, licensors and agents shall be liable to a User in contract, tort (including negligence or breach of statutory duty) or otherwise for any of the following losses or damages whether direct or indirect arising out of or in connection with the use of the Services or otherwise in connection with these terms:
- loss of profit;
- loss of business;
- loss of data;
- loss of use of equipment or process;
- loss of anticipated savings;
- lost management time;
- lost investment opportunity or goodwill;resulting from any use of the Services pursuant to these General Conditions of Use;
- loss arising due to a failure by You to upgrade and maintain Your Systems and keep them compliant with the requirements in these General Conditions of Use; or any indirect, special or consequential loss or damage howsoever caused even if We were advised of the possibility of such losses or damage in advance.
8.3 ONRECORD shall not be liable for any defects in any network, direct or indirect failure of any power supplies, equipment, data processing and communication systems or transmission links outside their control (including any middleware implemented by a User or a third party on behalf of a User).
8.4 ONRECORD does not exclude or restrict its liability for death or personal injury arising as a result of its negligence or fraud (including fraudulent misrepresentation) or to the extent such liability cannot be excluded or restricted by financial services legislation or any Applicable laws and regulations.
8.5 Save as required by law or as otherwise provided in these General Conditions of Use,ONRECORD will not be responsible for any errors, failures, delays or distortions in transmission of information or during Communications, save to the extent that any such liability is caused by Our negligence or breach of these terms.
8.6 As a User, You agree to indemnify ONRECORD and its directors, officers, employees, licensors, affiliates and agents against any losses, claims, liabilities in full and on demand against any and all reasonable costs, claims, demands, expenses, liabilities, fees (including those of Our legal and other professional advisers) or losses or damage suffered (including damage or loss suffered from viruses or harmful code) of whatever nature arising out of or in connection with:
- The misuse or loss by You of the Identification Details;
- abuse or misuse by You of the services in any form;
- any breach by You of these General Conditions of Use;
- Your failure to comply with the GDPR and/or any Applicable laws; and
- You processing data outside the UK, save to the extent that any such liability is caused by Our breach of these terms or Our negligence.
9.1 Confidentiality and Intellectual Property
All Confidential Information disclosed by one party to the other party under these General Conditions of Use or passed or transmitted via the Mobile App or the Web application shall be kept secret by the receiving party and shall be used by the receiving party only for purposes agreed by the disclosing party. The receiving party agrees that it will not reveal, publish or otherwise disclose the Confidential Information of the disclosing party to any third party without the prior written consent of the disclosing party, except that each party may disclose Confidential Information to its Affiliates, agents and professional advisers or as necessary in the performance of the Agreement or operation of the Services and to comply with any requirement of the courts, police or regulatory entity requiring such disclosure.
9.2 The foregoing obligations shall not Apply to Confidential Information to the extent that it can be shown:
- To be publicly available at the time of its disclosure or to have become publicly available thereafter other than as a result of a breach of this Agreement by the receiving party; or
- To have been in the possession of or to be known by the receiving party prior to its receipt from the disclosing party; or
- To have become available to the receiving party from a source other than the disclosing party, which source is not bound by any duty of confidentiality owed in relation to such Confidential Information.
9.3 The User shall not use the name, trademark or logo of ONRECORD in any publicly issued documents or information, without the prior written consent of ONRECORD.
9.4 All intellectual property rights (IPRs) in the App, the Website and the Web application are owned by ONRECORD and nothing herein shall constitute an assignment, transfer or vesting of such IPRs in any User. You shall not do anything that may be considered an infringement of the IPRs owned by and/or licensed to us as set out herein.
10. Suspension and Termination of Users’ use of the Services
10.1 Termination by ONRECORD:
10.1.1 In the event that ONRECORD knows or has reasonable grounds to suspect that a User has committed or is intending to commit a material breach of these General Conditions of Use (a “breach”) ONRECORD may, in their discretion, suspend or terminate the User’s use of the Services:
- Immediately without notification to the User where such suspension or termination is reasonably required in order to protect the Web application and the Services or where the breach is not capable of remedy or the breach is so serious or significant as to justify, acting reasonably, immediate suspension or termination provided that ONRECORD hall notify the User of such suspension or termination as soon as reasonably practicable thereafter; or
- ONRECORD notifies a User in writing that it knows or has reasonable grounds to suspect that a User has committed a breach or is intending to commit a breach and requiring the breach be remedied within a defined period and if such User does not remedy the breach within that period.
10.1.2 Following any suspension the parties shall in good faith attempt to resolve the breach save that if following such consultation ONRECORD is not satisfied, acting reasonably, that the User will use the Services in accordance with the General Conditions of Use then ONRECORD shall be entitled to terminate the User’s access to the Services.
10.1.3 At any point prior to notice of termination having been given in writing by ONRECORD to the User or within 7 working days of such notice being given the User may submit an Appeal in writing addressed to ONRECORD in respect of any likely or actual termination of this Agreement. The Appeal must contain adequate information for the matter to be properly assessed and must be submitted. ONRECORD will give reasonable consideration to the facts of the Appeal and will notify the User of its final decision in writing within 7 working days of receipt of the Appeal. This Appeals process is without prejudice to the Governing Law and Jurisdiction.
10.1.4 ONRECORD may terminate this Agreement, by giving three (3) calendar months’ prior written notice.
10.1.5 ONRECORD may terminate this Agreement forthwith in the event of any change in Applicable law or court order or threatened court order or proceedings or threat of proceedings that materially impairs ONRECORD’s ability to provide the licenses, Services or access described in this Agreement.
10.2 Termination by Users
10.2.1 The User may terminate its use of the Web application with immediate effect by giving ONRECORD written notice to the email address on the Website
10.2.2 In the event of such notice being served this will not affect any data that has been uploaded byUsers.
10.2.3 On termination the User shall cease all further access to the Web application.
10.3 Consequences of Termination
10.3.1 Following termination or expiry of this agreement the parties shall co-operate in good faith to agree and comply with an exit plan detailing the practical arrangements which are necessary and reasonable in the circumstances to close the User’s account (including, for example, in respect of such limited access as may be required to download Communications and records in the Web application).
11. Force Majeure
ONRECORD represents and warrants that it has procured disaster recovery and business continuity plans in respect of the Web application and that ONRECORD will use reasonable endeavours to ensure that these plans are implemented and enforced if applicable. However, no party to these General Conditions of Use will be liable to any other for a delay in performing obligations or for failure to perform any of its obligations under these General Conditions of Use to the extent to which this is caused by any event beyond its reasonable control including, without limitation, strikes, labour disputes, natural disasters, war, riot, vandalism, terrorism, civil commotion, malicious damage, compliance with any law or governmental order, rule, regulation or direction or any overriding emergency procedures, fire, flood and storm.
12. Assignment and Subcontracting
12.1 The User shall not assign, sub-contract or transfer any of its rights or obligations under this agreement without the prior written consent of ONRECORD, such consent not to be unreasonably withheld.
12.2 ONRECORD may assign or transfer all or part of its rights and obligations under this agreement to another company.
12.3 ONRECORD may sub-contract certain aspects of the provision of the Services but shall retain primary liability, and remain the sole entity primarily liable to Users, for the Services. All claims by an Organisation User under these General Conditions of Use should be made directly to ONRECORD using the email address displayed on the Website.
13.1 ONRECORD may change these General Conditions of Use from time to time. Such changes will be notified to You at Your next log-in in which case You will be required to click to accept the amended General Conditions of Use at the point of log-in in order to continue Your use of the Services.
13.2 ONRECORD shall give Users such notice (via announcements on the Website) of any material changes to the General Conditions of Use of the mobile App, the Web application or Services as ONRECORD deems adequate to allow Users to implement such changes as may be necessary to ensure their compliance.
14. General Provisions
14.1 No conduct or delay by ONRECORD in exercising a right or remedy shall be taken as a waiver or variation of any of its rights or remedies unless We waive or vary such right in writing. No waiver or variation on a particular occasion will operate as a waiver or variation of any rights or remedies in respect of any other matter.
14.2 If any of the provisions of these General Conditions of Use is held invalid, illegal or unenforceable for any reason, such provision shall be severed and the remainder of the provisions in these General Conditions of use shall continue in full force and effect as if they had been executed with the invalid provision eliminated.
14.3 Nothing in these Terms and Conditions shall confer or is intended to confer on any third party any benefit or the right to enforce any terms contained herein for the purposes of the Contracts (Rights of Third Parties) Act 1999.
14.4 Nothing in these General Conditions of Use should be construed as indicating or giving rise to a joint venture or partnership
14.5 Nothing in this agreement will require either party to be in breach of law.
14.6 These General Conditions of Use and any documents referred to in them constitute the entire agreement between the parties and supersede all previous drafts, agreements, arrangements and understandings between the parties, whether written or oral, relating to its subject matter. Each party acknowledges that, in agreeing to these General Conditions of Use, it does not rely on any statement, representation, assurance or warranty (whether made innocently or negligently), other than as expressly set out herein.
15. Governing Law And Jurisdiction
15.1 These General Conditions of Use shall be subject to and construed in accordance with the law of England and Wales, and the English courts shall have exclusive jurisdiction to settle any dispute arising under these terms.
Last modified 6 November 2019
- Who we are
We are Tadpole Cottage Ltd, trading as ONRECORD. We are registered in England and Wales under company register number 7463715. Our registered office address is Tadpole Cottage, Tadpole Lane SN25 2DZ. For the purposes of the General Data Protection Regulations (GDPR) (Regulation (EU) 2016/679), the data controller is Tadpole Cottage Ltd and our Data Protection Officer is Dr George Hibbert.
Our services include the ONRECORD mobile app, our ONRECORD website, our platform, which is accessed via our website, and our emails. We are committed to safeguarding the privacy of those using our services.
- What personal information is and what this policy is about
Personal information is information that can be used to identify you, such as your name, address, phone number or email address.
This policy describes what information we collect, why we collect it, what we do with it, what we don’t do with it and what rights you have.
- We collect information that is either personal information (which can identify you, as outlined above) or non-personal information (such as IP addresses and pages accessed, which cannot identify you);
- We collect personal information about the people that use the ONRECORD mobile app and those who use our platform;
- We collect your personal information so that we can provide you with the services or goods you want and to provide you with information;
- We only collect the personal information that we need;
- We do our very best to keep personal information secure;
- You can have your personal information deleted by asking us to do so;
- We never sell your information and we will never share it with another company or charity for marketing purposes;
- We will only share personal information if we are required to by law;
- The personal information we collect and why
We collect two kinds of information:
- Non-personal information such as IP addresses (the location of the computer on the internet), pages accessed or searched for. This helps us to know how many people use our website, how many people visit on a regular basis, and how popular specific pages are on our website. It doesn’t tell us anything about who you are or where you live. It simply allows us to monitor and improve our service.
- Personal information such as your name, your address, phone number, email address, date of birth, information about your subscription and any information about the services you use either via our ONRECORD mobile app or via our platform.
- We only collect personal information if you open an account to use our mobile app or if you wish to login to our platform.
- We collect this information in order to:
- Log you in securely and connect you to services you want;
- Ensure that you are the correct person to have access to those records, either yours or those of others, that you are entitled to access;
- Respond to your enquiries or requests for advice or assistance;
- Manage subscriptions
- Manage your links to organisations from whom you can receive help;
- You don’t disclose any personal information by browsing the website.
- What we do with your personal information
We will use the information you provide to:
- Fulfil your requests – such as your subscription requirements, if applicable;
- Process payments and verify financial transactions where relevant;
- Record any contact we have with you;
- Prevent or detect fraud or abuses of our website and enable third parties to carry out technical, logistical or other functions on our behalf;
- If you have agreed, provide you with information that we think may be of interest to you.
We will remove any information which can identify you from data used to:
- Carry out research on the demographics, interests and behaviour of people who use our services. This research is to help us gain a better understanding of the problems and difficulties people are having and how they can best be helped. It may allow us to improve and extend our services so that we can help people more. Research of this kind may be carried out internally by our employees or we may ask others to do it;
- Communicate with our investors and other supporters.
- Using information about you for marketing
- We may send you marketing information but only if you have specifically indicated you agree to us doing so and in the way(s) you have agreed to. Our marketing information covers;
- information about our company and our services,
- opportunities we can offer of ways you can get help or provide help to others;
We will attempt to notify you of ways to change your communication preferences with any letter/email we send you.
- How we manage our marketing
- We may use third party marketing partners who may set cookies before you reach our site. If you wish to prevent this type of cookie (sometimes known as a ‘third party’ or ‘analytical’ cookie), you may do so through your device’s browser security settings.
- You may sometimes see our services advertised on other websites. Cookies provided by the other websites or advertising networks can tell us how effective this is. For example, if you click on one of our advertisements, the website owner might use a cookie to tell us that you came from their site. You can choose to disable third party cookies by updating your device settings.
- Sharing your personal information
- We will only share your information if we are legally required to do so by a law enforcement agency legitimately exercising a power, or if compelled by an order of the Court.
- We may work with carefully-selected partners who may carry out work on our behalf. These partners may include mailing houses, marketing agencies and IT specialists. The kind of work we may ask them to do includes answering questions about products or services, sending postal mail, emails and text messages, carrying out research, analysis and processing card payments. We only choose partners we can trust. We will only pass personal data to them if they have signed a contract that requires them to:
- abide by the requirements of the GDPR;
- treat your information as carefully as we would;
- only use the information for the purposes it was supplied (and not for their own purposes or the purposes of any other organisation);
- allow us to carry out checks to ensure they are doing all these things.
- Storing your personal information
- Information is stored by us on computers and servers located in the UK. The information that we collect from you will not be transferred to a destination outside the UK or the European Economic Area (“EEA”). We will take all steps reasonably necessary to ensure adequate security for your personal information.
- We place great importance on the security of all personally identifiable information associated with people who use our services. We have security measures in place to attempt to protect against the loss, misuse and alteration of personal personal information under our control. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur while it is under our control, we use our best efforts to try to prevent it.
- Unfortunately, the transmission of information across the internet is not completely secure and whilst we do our best to try to protect the security of your information, by encrypting it, we cannot ensure or guarantee that loss, misuse or alteration of data will not occur whilst data is being transferred.
- We will keep your information only for as long as we need it to provide you with the services or information you have required, to administer your relationship with us, to comply with the law, or to ensure we do not communicate with people that have asked us not to.
- Security statement
- ONRECORD will store your personal information as securely as we can.
- We use the Secure Sockets Layer (SSL) protocol to protect information being transmitted over the internet. SSL provides communications privacy which allows your computer to communicate with our server in a way that is designed to prevent tampering or message forgery.
- We will take all reasonable care to keep the details of your personal information secure but unless we have been negligent, we will not be liable for any losses you may suffer as a result of unauthorised access by a third party to the information transmitted by you when using any of our services.
- What we don’t do with your personal information
We never sell or share your information to other organisations, to use for their own purposes.
- Your rights
The GDPR (General Data Protection Regulations (Regulation (EU) 2016/679)) gives you rights over your personal information and how we use it. These include:
- the right in certain circumstances to have inaccurate personal information rectified, blocked, erased or destroyed;
- the right to prevent your information being used for direct marketing;
- the right of access to a copy of the personal information we hold about you (known as a subject access request);
- If you wish to exercise any of these rights please contact our Data Protection Officer Dr George Hibbert at [email protected]
- For more information about your rights under the Data Protection Act and GDPR go to the website of the Information Commissioner’s Office at ico.org.uk
- Changes to this policy
- You are expected to check this page from time to time to take notice of any changes we made, as they are binding on you.
- If you have a complaint
If you have a complaint regarding our use of your personal information please contact our Data Protection officer Dr George Hibbert [email protected] or you can go to the website of the Information Commissioner’s Office at ico.org.uk or write to them at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or phone them on 0303 123 1113.
Last Modified 6 November 2019
Data Protection Policy
What Personal Information We Gather And Why
- Who we are
- We are Tadpole Cottage Ltd, trading as ONRECORD. We are registered in England and Wales under company register number 7463715. Our registered office address is Tadpole Cottage, Tadpole Lane SN25 2DZ. For the purposes of the General Data Protection Regulations (GDPR) (Regulation (EU) 2016/679), the data controller is Tadpole Cottage Ltd and our Data Protection Officer is Dr George Hibbert whose contact details are given below.
- Our services include the ONRECORD mobile app, our ONRECORD website, our platform, which is accessed via our website, and our emails. We are committed to safeguarding the privacy of those using our services.
- We do not knowingly process children’s personal information and do not encourage children to use our services without an appropriate adult’s consent, support and supervision.
- What personal information is and what this policy is about
- Personal information is information that can be used to identify a person, such as their name, address, phone number or email address.
- In order for us to provide the services of the ONRECORD mobile app and the ONRECORDonline platform, we need to gather a limited amount of personal information about users of the app and platform. This information enables us to provide users with the services and information they want, such as the ability to login securely and to receive emails. We also gather information about our employees and business contacts in order to manage our organisation and its links.
- Information About Users
- We maintain a record of all the current users of our mobile app and platform. The record includes, as a minimum, the user’s name and email address, which the user provides to us. The user may also choose to provide their date of birth, address, phone number and gender but this is voluntary. Unless a user asks us to delete their information sooner, we will also maintain a record of all users who have cancelled their accounts for 28 days after cancellation, following which the information will be deleted. If a user requests that their personal information is deleted, we shall cancel their account and delete the information as soon as possible and at least within 28 days.
- The lawful basis for collecting this personal information is “Consent” (GDPR Article 6 (1)(a)): “The individual has given clear consent for us to process their personal data for a specific purpose.”
- We do not collect special category information but it is possible that a user implicitly discloses special category information, such as sexual orientation, health data or trades union membership, by using our application to link to a particular organisation. Facilitating this potential source of information is a legitimate activity (GDPR Article 9 (2)(d)) because it is carried out both at the request of the user in the course of our lawfully based activity and, with appropriate safeguards, at the request of and in collaboration with a foundation, association or any other not for profit body with a political, philosophical, religious, or trade union aim and on condition that the information relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without the consent of the data subjects.
- We use gmail as a data processor to help users to set up an account, address technical issues or service delivery problems, link their account to an organisation and manage their account. The only information processed by sub-processors for these purposes is the user’s email address. We reserve the right to engage other processors as and when necessary to assist with the processing of user information in furtherance of the legitimate aim identified above.
- Information About Employees
- We collect personal information on our employees so as to carry out our function as an employer. The records include such things as contact details, CVs, bank details, and employment records. This information is provided by the employees.
- This information is maintained by us for two years or as long as is necessary for the defence of potential legal claims.
- The lawful basis for collecting this data is “Legitimate Interests” (GDPR Article 6(1)(f)) in being a fair employer which provides staff with all relevant statutory rights as well as terms and conditions above and beyond those required by statute.
- We use data processors to assist with the processing of employee data. Types of processors include email servers such as Gmail, electronic document storage such as Dropbox and other processors which facilitate our role as an employer, such as bookkeeping software, Xero. This information is shared with our accountants. We reserve the right to engage other processors as and when necessary to assist with the processing of employee data in furtherance of the legitimate aims identified above.
- Investor and Supporter Data
- We collect personal information on investors and supporters so as to carry out investment and fundraising activities and to obtain support for our development and other initiatives. The data concerned are names and contact information. This information is provided by the investors, supporters, or a third party which assists in identifying potential investors and supporters. This information is maintained by us indefinitely or until it is requested we delete it.
- The lawful basis for collecting this data is “Legitimate Interests” (GDPR Article 6(1)(f)) to maintain a business relationship with individuals and organisations in order to obtain finance and support to maintain and develop our business.
- We use data processors to assist with the processing of investor and supporter information. Types of processors include email servers such as gmail, electronic document storage such as Dropbox, and other processors which facilitate communication with investors and supporters. We reserve the right to engage other processors as and when is necessary to assist with the processing of investor and supporter data in furtherance of the legitimate aims identified above.
- Business Contacts’ Data
- We collect personal data on business contacts so as to be able to liaise with other organisations to achieve our aims. The data concerned are names and contact information. This information is provided by the business contacts themselves, by third party mutual contacts, or is publicly available.
- This information is maintained by us indefinitely or until it is requested we delete it.
- The lawful basis for collecting this data is “Legitimate Interests” (GDPR Article 6(1)(f)) to have a network of individuals and organisations with whom we can work to achieve our aims.
- We use data processors to assist with the processing of business contacts’ data. Types of processors include email servers such as gmail, electronic document storage such as Dropbox, and other processors which facilitate communication with business contacts. We reserve the right to engage other processors as and when is necessary to assist with the processing of business contacts’ data in furtherance of the legitimate aims identified above.
You have rights of access, rectification, erasure, restriction of processing and objection.
Data Protection Officer
- Our Data Protection Officer (DPO) is Dr George Hibbert who can be contacted at [email protected]
- The DPO’s role includes:
- To inform and advise the organisation and its employees about their obligations to comply with the GDPR and other data protection laws;
- To monitor compliance with the GDPR and other data protection laws, including managing internal data protection activities, advise on data protection impact assessments, train staff and conduct internal audits;
- To be the first point of contact for supervisory authorities and for individuals whose data is processed (employees, users, etc.).
Personal Data Breaches
- We will make all reasonable efforts to keep personal information secure. However, there may be times when an accidental breach is unavoidable. This section of the policy outlines what actions we will take if a breach does occur.
- A personal data breach means a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to personal data. This includes breaches that are the result of both accidental and deliberate causes. It also means that a breach is more than just about losing personal data. For example, personal data breaches can include:
- Access by an unauthorized third party;
- Deliberate or accidental action (or inaction) by a controller or processor;
- Sending personal data to an incorrect recipient;
- Computing devices containing personal data being lost or stolen;
- Alteration of personal data without permission; and
- Loss of availability of personal data.
- If a breach does occur, or if it’s possible a breach might have occurred, it must be reported immediately to the DPO. If one of our processors becomes aware of a breach they must inform us without delay, and we will then follow the same steps as below.
- Once aware of the breach the DPO will immediately take steps to investigate the incident and ascertain whether or not the breach was a result of human error or a systemic issue as well as how a recurrence can be prevented – whether this is through better processes, further training or other corrective steps. Information related to the breach and corresponding investigation will be recorded.
- However, within 72 hours of becoming aware of the breach, if feasible, we will establish – based on the information available to us at the time – the likelihood and severity of the resulting risk to people’s rights and freedoms. If it’s likely that there will be a risk then we will notify the Information Commissioner’s Office (ICO) of the breach. If a risk is unlikely then the incident will not be reported but we will document this and the reasons for coming to the conclusion that reporting to the ICO was not necessary. It is important to highlight that this assessment will be carried out even if the investigation is not yet complete, due to the strict time limits on reporting breaches under the GDPR.
- If the breach is likely to result in a high risk to the rights and freedoms of individuals, then the individuals concerned will be informed of the breach without delay.
Handling Personal Information
- If you are an employee of Tadpole Cottage Ltd who handles personal information you need to be careful and take all necessary precautions to ensure the data is kept safely and securely. If you have any doubts or questions on how to do this please contact the Data Protection Officer.
- If you are transporting data you need to be careful to always double check and make sure you have everything with you and do not accidentally leave personal information in a public place.
- If you are an employee who handles personal information, it is prohibited to use anything other than ONRECORD emails to transmit these data.
- Our contact information is:
Keeping this Policy Relevant and Updated
- If you have feedback on this policy or our data protection practices, please email us at [email protected]
- This policy will be kept under review and updated regularly.
31 October 2019
Acceptable Use Policy
This Acceptable Use Policy sets out the terms between You and Us under which You may access the ONRECORD Mobile App or the ONRECORD online Web Application or platform (our “Services”).
It applies to all users of, and visitors to, our site.
Your use of our site means that you accept, and agree to abide by all the policies in this Acceptable Use Policy, which is supplemental to our Conditions of Use, Privacy and Cookie Policies.
Any definitions used in this Acceptable Use Policy shall have the same meanings as provided in our Conditions of Use Policy.
- About us
The site is owned and operated by Tadpole Cottage Ltd, trading as ONRECORD (‘us’ or ‘we’). Tadpole Cottage Ltd is registered in England and Wales under registered number 7463715. Contact us at [email protected]
- Prohibited uses
You may only use our site for lawful purposes.
- You may not use our site:
- in any way that breaches any applicable local, national or international law or regulation;
- in any way that is unlawful or fraudulent, or has any unlawful or fraudulent purpose or effect;
- to transmit, or procure the sending of, any unsolicited or unauthorised advertising or promotional material or any other form of similar solicitation (spam);
- to send, knowingly receive, upload, download, use or re-use any material which does not comply with our content standards;
- to knowingly transmit any data, send or upload any material that contains viruses, Trojan horses, worms, time-bombs, keystroke loggers, spyware, adware or any other harmful programs or similar computer code designed to adversely affect the operation of any computer software or hardware.
- You also agree:
- not to access without authority, interfere with, damage or disrupt:
- any part of our site;
- any equipment or network on which our site is stored;
- any software used in the provision of our site; or
- any equipment or network or software owned or used by any third party.
- Interactive services
- We may from time to time provide interactive services on our site, including, without limitation:
- sharing of user generated records;
- chat rooms;
- message boards;
- private messaging;
- the ability to leave feedback for others;
- the ability to comment on various news items.
- We will do our best to assess any possible risks for users (and in particular, for children) from third parties when they use any Interactive Service provided on our site, and we will decide in each case whether it is appropriate to use moderation of the relevant service (including what kind of moderation to use) in the light of those risks. However, we are under no obligation to oversee, monitor or moderate any Interactive Service we provide on our site, and we expressly exclude our liability for any loss or damage arising from the use of any Interactive Service by a user in contravention of our content standards, whether the service is moderated or not.
- The use of any of our Interactive Services by a minor is subject to the consent of their parent or guardian. We advise parents who permit their children to use an Interactive Service that it is important that they communicate with their children about their safety online, as moderation is not foolproof. Minors who are using any Interactive Service should be made aware of the potential risks to them. You acknowledge that our Interactive Services are not designed for or targeted at children.
- Where we do moderate an Interactive Service, we will notify you and normally provide you with a means of contacting the moderator, should a concern or difficulty arise.
- Content standards
- These content standards apply to all User Content submitted for publication on our site by you and other users of the site, and to any Interactive Services associated with it.
- You acknowledge that the nature and intention of our services are to enable users to create records which can be shared with the user’s permission to access help, support and advice. We also aim to provide a forum to enable users to share and discuss their experiences. You must comply with the spirit of the following standards as well as the letter. The standards apply to each part of any User Content as well as to its whole.
- We may at our entire discretion, and for any reason, refuse any User Content or refuse to allow any person to become a registered user if we do not consider that such content or user is in compliance with the terms of this Acceptable Use Policy.
- User Content must:
- be relevant to the nature and intention of the site as described above;
- be true, accurate in all respects and not misleading;
- be genuinely held, where it states opinions;
- comply with all applicable laws in the UK;
- comply with the UK Code of Non-broadcast Advertising and Direct & Promotional Marketing (CAP Code);
- User Content must not:
- contain the name or contact information of, or a web link to, any commercial website;
- offer credit;
- suggest or imply in any way that you have qualifications or accreditations that you do not genuinely hold;
- be a financial promotion within the meaning of the Financial Services and Markets Act 2000 (as amended);
- offer any promotion, game, prize or competition contrary to any applicable legislation;
- in any way damage or risk damaging our goodwill, brand or reputation;
- promote sexually explicit material;
- promote violence;
- promote discrimination based on race, sex, religion, nationality, disability, sexual orientation or age;
- infringe any copyright, database right, trade mark or other Intellectual Property Right of any other person;
- be likely to deceive or mislead any person;
- be made in breach of any legal duty owed to a third party, such as a contractual duty or a duty of confidence;
- promote any illegal activity;
- be threatening or abusive;
- be used to impersonate any person, or to misrepresent your identity or affiliation with any person;
- give the impression that they emanate from us, if this is not the case;
- advocate, promote or assist any unlawful act such as, by way of example only, copyright infringement or computer misuse.
- Consequences of breaching this policy
- We will determine, in our discretion, whether there has been a breach of this Acceptable Use Policy through your use of our site. When a breach of this policy has occurred, we may take such action as we deem appropriate.
- Failure to comply with this Acceptable Use Policy constitutes a material breach of the Conditions of Use Policy on which you are permitted to use our site, and may result in our taking all or any of the following actions:
- immediate, temporary or permanent withdrawal of your right to use our site;
- immediate, temporary or permanent removal of any User Content submitted by you to our site;
- issue of a warning to you;
- legal proceedings against you for reimbursement of all costs on an indemnity basis (including, but not limited to, reasonable administrative and legal costs) resulting from the breach;
- further legal action against you;
- disclosure of such information to law enforcement authorities and the courts as we reasonably feel is necessary or as required by law.
- We exclude our liability for all action we may take in response to breaches of this Acceptable Use Policy. The actions described above are not limited, and we may take any other action we reasonably deem appropriate.
- You agree to indemnify us and keep us indemnified in respect of any liabilities, losses, expenses or other costs (including but not limited to all costs and expenses, including any VAT thereon, which we may incur in connection with the defence of such claims) howsoever incurred as a result of a breach of your obligations under this Acceptable Use Policy, including but not limited to any claims or proceedings made against us by any third party.
User Content is confidential and is not accessed or moderated under any normal circumstances, although we reserve the right to moderate it or to access it if absolutely necessary. We will not be responsible as author, editor or publisher of any User Content and we expressly exclude our liability for any loss or damage arising from the use of our site by any person in contravention of this Acceptable Use Policy. We reserve the right to promptly remove, or to disable access to, any User Content which we deem to be or which is notified to us as being potentially defamatory of any person, unlawful, in violation of any third party rights or in contravention of this Acceptable Use Policy.
- Changes to this policy
We may revise this Acceptable Use Policy at any time by amending this page. We will also update the ‘Last Modified’ date at the bottom of this Acceptable Use Policy. You are expected to check this page from time to time to take note of any changes we make, as they are legally binding on you. Some of the provisions contained in this Acceptable Use Policy may also be superseded by provisions or notices published elsewhere on our site.
Last modified 6 November 2019
Cookies are small files that are stored by your web browser in your equipment as you use the web. The only cookies we use are designed to hold a tiny amount of data to allow our website to do things like remember your settings, whether you have previously registered your details or not or whether you have visited the site before.
This website makes use of strictly necessary cookies (without which you would not use the service you are requesting) for the following reasons:
Registering of details for downloads
Cookies are essential to our download mechanism. They allow the site to remember that you have previously registered your details when browsing around the site.
In common with most websites we use a system to measure the amount of traffic to our site. We use Google Analytics for this.
These allow us to understand things like how many people have viewed our site in a given period, how often people visit and what the most popular types of content are. We use this information to help us improve the site in lots of ways. For example, we may realise something we think is a particularly good bit of content is not being viewed as often as we would expect, we may then decide to change it or to make that content more easy to find via the site navigation options.
While the information processed through Google Analytics is anonymous, we are able to track your activity on the site from the links you click on if we email you, along with the information you provide to us.
Social Networks and Sharing Sites
On most pages on this site you will see buttons that allow you to share items of interest through social networks. These include Facebook, Twitter, LinkedIn and Google+. These buttons, due to the functioning of the social networks may also create cookies within your browsers.
How to manage cookies
You have several options to allow you to block or delete cookies that are created by this and other websites.
All major browsers allow you to manage the cookies that they accept and store. To find out how to use these options please follow the appropriate link for your browser:
- Microsoft Internet Explorer
- Mozilla Firefox
- Google Chrome
- Apple Safari
Additional information about the technical aspects of cookies can be found at www.allaboutcookies.org.
Revised: 6 November 2019