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Kinexio Privacy notice

 

Mallcomm Limited/Mallcomm LLC/MyTAG. Limited, collectively trading as Kinexio (“we“, “our” and “us”) are committed to protecting and respecting your privacy. We aim to be transparent and fair in all aspects of how we collect, manage and account for your personal data. We take the privacy and security of your personal information very seriously and we are committed to complying with our legal obligations under Data Protection legislation (the UK & EU General Data Protection Regulation (GDPR), the Data Protection Act (DPA), the Data (Use and Access) Act and the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR)) and any subsequent updated legislation.  

 

This Privacy Notice explains what types of personal information we collect about you, what we do with that personal information, the legal basis for our processing of your personal information, what rights you have in relation to your personal information and how you can exercise those rights. It also explains how we keep your personal information safe and secure.   

 

In some instances Kinexio acts as a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under Data Protection Legislation to notify you of the information contained in this privacy notice. We are registered with the Information Commissioner’s Office and our registration number is ZA217265. 

In many circumstances Kinexio also acts as a ‘data processor’ which means we act on instruction from our Customers under contract.  

 The website and our services are not intended for children, and we do not knowingly collect data relating to children. All people who register with us or who otherwise provide their personal data to us must be aged 18 or over. 

It is important that you read this Privacy Notice together with our terms and conditions (a copy of which can be obtained upon request) and any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Privacy Notice supplements the other notices and is not intended to override them. 

Applicability Of This Privacy Notice 

This Privacy Notice applies to Kinexio’s online property management productivity tools and platform, including the associated Kinexio mobile and desktop applications (collectively, the “Services”), Kinexio.co.uk and other Kinexio websites (collectively, the “Websites”) and other interactions (e.g., customer service inquiries, user conferences, etc.) you may have with Kinexio. If you do not agree with the terms, do not access or use the Services, Websites or any other aspect of Kinexio’s business. 

This Privacy Notice does not apply to any third-party applications or software that integrate with the Services through the Kinexio platform (“Third-Party Services”), or any other third-party products, services or businesses. In addition, a separate agreement governs delivery, access and use of the Services (the “Customer Agreement”), including the processing of any messages, files or other content submitted through accounts (collectively, “Customer Data”).  

The organisation (e.g., your shopping centre, employer or another entity or person) that entered into the Customer Agreement (“Customer”) controls their instance of the Services (their “Tenant Portal”) and any associated Customer Data. If you have any questions about specific settings and privacy practices, please contact the Organisation whose Tenant Portal you use. If you have an account, you can use the contact or help & support functions for contact information of your Tenant Portal owner(s) and administrator(s). If you have received an invitation to join a Tenant Portal but have not yet created an account, you should request assistance from the Organisation which sent the invitation. 

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.  

In the unlikely event that 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. 

Information We Collect And Receive 

Personal data means any information about an individual from which that person can be identified. It does not include data where the identifying information has been removed (anonymous data). Kinexio may collect and receive personal data in a variety of ways: 

  1. Customer Data. Customers or individuals granted access to a Tenant Portal by a Customer (“Authorised Users”) routinely submit Customer Data to Kinexio when using the Services. 
  2. Tenant Portal and Account Information. To create or update a Tenant Portal account, you or your employer supply Kinexio with employee email address, phone number, password, store and/or similar account details. In addition, Customers that purchase a paid version of the Services provide Kinexio (or its payment processors) with billing details such as credit card information, banking information and/or a billing address. 
  3. Usage Information. 
    • Services Metadata. When an Authorised User interacts with the Services, metadata is generated that provides additional context about the way Authorised Users work. For example, Kinexio logs the Tenant Portal, items, people, features, content and links you interact with, the types of files shared and what Third Party Services are used (if any). 
    • Log data. As with most websites and technology services delivered over the Internet, our servers automatically collect information when you access or use our Websites or Services and record it in log files. This log data may include the Internet Protocol (IP) address, the address of the web page visited before using the Website or Services, browser type and settings, the date and time the Services were used, information about browser configuration and plugins, language preferences and cookie data. Further detail can be found in our Cookie Policy. 
    • Device information. Kinexio collects information about devices accessing the Services, including type of device, what operating system is used, device settings, application IDs, unique device identifiers and crash data to enable access to the Services. Whether we collect some or all of this Usage Information often depends on the type of device used and its settings. 
  1.  Location information. We receive information from you, your employer and other third-parties that helps us approximate your location. We may, for example, use a business address submitted by your employer, or an IP address received from your browser or device to determine approximate location. Kinexio may also collect location information from devices in accordance with the consent process provided by your device. 
  2.  Cookie Information. Kinexio uses cookies and similar technologies in our Websites and Services that help us collect Usage Information. The Websites and Services may also include cookies and similar tracking technologies of third parties, which may collect Usage Information about you via the Websites and Services and across other websites and online services. For more details about how we use these technologies, please see our Cookie Policy. 
  3.  Third Party Services. Our Customers can choose to permit or restrict Third-Party Services for their Tenant Portal. Typically, Third Party Services are software that integrate with our Services, and Customer can permit its Authorised Users to enable and disable these integrations for their Tenant Portal. Once enabled, the provider of a Third-Party Service may share certain information with Kinexio. For example, if a cloud storage application is enabled to permit files to be imported to a Tenant Portal, we may receive username and email address of Authorised Users, along with additional information that the application has elected to make available to Kinexio to facilitate the integration. Authorised Users should check the privacy settings and notices in these Third-Party Services to understand what data may be disclosed to Kinexio. When a Third-Party Service is enabled, Kinexio is authorised to connect and access limited personal data made available to Kinexio in accordance with our agreement with the Third-Party Provider. We do not, however, receive or store passwords for any of these Third-Party Services when connecting them to the Services. 
  4. Contact Information. In accordance with the consent process provided by your device, any contact information that an Authorised User chooses to import (such as an address book from a device) is collected when using the Services. 
  5. Third Party Data. Kinexio may receive data about organisations, industries, Website visitors, marketing campaigns and other matters related to our business from parent corporation(s), affiliates and subsidiaries, our partners or others that we use to make our own information better or more useful. This data may be combined with information we collect and might include aggregate level data, such as which IP addresses correspond to zip codes or countries. Or it might be more specific: for example, how well an online marketing or email campaign has done. 
  6.  Additional Information. We receive Additional Information when submitted to our Websites or if you participate in a focus group, contest, activity or event, apply for a job, request support, interact with our social media accounts or otherwise communicate with Kinexio. 

Generally, no one is under a statutory or contractual obligation to provide any of the above Data. However, certain Information is collected automatically and, if some Information, such as Tenant Portal setup details, is not provided, we may be unable to provide the Services. 

We do not specifically collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we actively collect any information about criminal convictions and offences. 

 

How We Use Information 

Personal Data will be used by Kinexio in accordance with Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and as required by applicable law. Kinexio is a data processor of this Personal Data and our Customer is the data controller. Customer may, for example, use the Services to grant and remove access to a Tenant Portal, assign roles and configure settings, access, modify, export, share and remove Personal Data and otherwise apply its policies to the Services. 

Kinexio will only use your Personal Data when Data Protection legislation allows us to. Where we are acting as a data controller, 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; and 
  • where we need to comply with a legal or regulatory obligation. 
  • where we have your consent.  

Specifically we will use personal data to (not exhaustive list); 

  • To provide, update, maintain and protect our Services, Websites and business. This includes use of Personal Data to support delivery of the Services under a Customer Agreement, prevent or address service errors, security or technical issues, analyse and monitor usage, trends and other activities or at an Authorised User’s request. 
  • To communicate with you by responding to your requests, comments and questions. If you contact us, we may use your personal data, such as your email address, to respond. 
  • To develop and provide search, learning and productivity tools and additional features. Kinexio tries to make the Services as useful as possible for specific Tenant Portal and Authorised Users. For example, we may improve search functionality to help determine and rank the relevance of content, channels or expertise to an Authorised User, make Services suggestions based on historical use and predictive models, identify organisational trends and insights, to customize a Services experience or create new productivity features and products. We will always endeavour to anonymise or pseudonymise data in such instances. 
  • To send emails and other communications. We may send you service, technical and other administrative emails, messages and other types of communications. We may also contact you to inform you about changes in our Services, our Services offerings, and important Services-related notices, such as security and fraud notices. These communications are considered part of the Services and you may not opt out of them. In addition, we sometimes send emails about new product features, promotional communications or other news about Kinexio. These are marketing messages so you can control whether you receive them. 
  • For billing, account management and other administrative matters. Kinexio may need to contact you for invoicing, account management and similar reasons and we use account data to administer accounts and keep track of billing and payments. 
  • To investigate and help prevent security issues and abuse. 

We may use personal data in such instances.  

Data Retention 

Kinexio will retain Personal Data in accordance with a Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and as required by applicable law. Depending on the Services plan, Customer may be able to customise its retention settings and apply those customised settings at the Tenant Portal level, portfolio level or other level. Customer may also apply different settings to messages, files or other types of Customer Data. The deletion of personal data and other use of the Services by Customer may result in the deletion and/or de-identification of certain associated personal data.  

Kinexio may retain personal data pertaining to you for as long as necessary for the purposes described in this Privacy Notice when we are acting as a data controller. This may include keeping your Personal Data after you have deactivated your account for the period of time needed for Kinexio to pursue legitimate business interests, conduct audits, comply with (and demonstrate compliance with) legal obligations, resolve disputes and enforce our agreements. 

How We Share And Disclose Information 

This section describes how Kinexio may share and disclose Information. Customers determine their own policies and practices for the sharing and disclosure of Information, and Kinexio does not control how they or any other third-parties choose to share or disclose Information. 

  • Customer’s Instructions. Kinexio will solely share and disclose Personal Data in accordance with a Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and in compliance with applicable law and legal process. 
  • Displaying the Services. When an Authorised User submits Personal Data, it may be displayed to other Authorised Users in the same or connected Tenant Portal. For example, an Authorised User’s email address may be displayed with their Tenant Portal profile. 
  • Collaborating with Others. The Services provide different ways for Authorised Users working in independent Tenant Portals to collaborate, such as shared areas. Other Information, such as an Authorised User’s profile Information, may be shared, subject to the policies and practices of the other Tenant Portal(s). 
  • Customer Access. Owners, administrators, Authorised Users and other Customer representatives and personnel may be able to access, modify or restrict access to Personal Data. This may include, for example, your employer using Service features to export logs of Tenant Portal activity, or accessing or modifying your profile details. 
  • Third Party Service Providers and Partners. We may engage third party companies or individuals as service providers or business partners to process Personal Data and support our business. Service providers for services such as IT, web development, hosting and system administration, storage and archive of our data, survey providers etc. 
  •  Third Party Services. Customer may enable or permit Authorised Users to enable Third-Party Services. When enabled, Kinexio may share Personal Data with Third-Party Services. Third-Party Services are not owned or controlled by Kinexio and third parties that have been granted access to Personal Data may have their own policies and practices for its collection and use. Please check the privacy settings and notices in these Third-Party Services or contact the provider for any questions. 
  • Corporate Affiliates. Kinexio may share Personal Data with its corporate affiliates, parents and/or subsidiaries. 
  • During a Change to Kinexio’s Business. If Kinexio engages in a merger, acquisition, bankruptcy, dissolution, reorganization, sale of some or all of Kinexio’s assets or stock, financing, public offering of securities, acquisition of all or a portion of our business, a similar transaction or proceeding, or steps in contemplation of such activities (e.g. due diligence), some or all Personal Data may be shared or transferred, subject to standard confidentiality arrangements. 
  • Aggregated or De-identified Data. We may disclose or use aggregated or de-identified data for business purposes. For example, we may share aggregated or de-identified data with prospects or partners for business or commercial purposes, such as telling a prospective Kinexio customer the average amount of time spent within a typical Tenant Portal. 
  • To Comply with Laws. We may disclose Personal Data to any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person. We may also disclose personal data to government bodies where legally required to do so, such as HMRC, FCA etc. 
  • To enforce our rights, prevent fraud, and for safety. To protect and defend the rights, property or safety of Kinexio or third-parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud or security issues. 
  • With Consent. Kinexio may share Personal Data with third-parties when we have consent to do so. 

 

Security 

Kinexio takes security of data very seriously. Kinexio works hard to protect the Personal Data you provide from loss, misuse, and unauthorised access or disclosure. These steps take into account the sensitivity of the personal data we collect, process and store, and the current state of technology. Kinexio has received internationally recognized security certifications for information security and are certified as ISO 27001 compliant. To learn more about current practices and policies regarding security and confidentiality of the Services, please see our Security Practices. Given the nature of communications and information processing technology, Kinexio cannot guarantee that Information, during transmission through the Internet or while stored on our systems or otherwise in our care, will be absolutely safe from intrusion by others. 

Your Rights 

It is important that the personal information we hold about you is accurate and current.  Please keep us informed if your Personal Data changes.  

 

Your rights in connection with Personal Data 

Under certain circumstances, by law you have the right to:  

Right to be informed by the provision of a privacy notice when your Personal Data is processed. 

Request access to your Personal Data (commonly known as a “data subject access request”).  This enables you to receive a copy of the Personal Data we hold about you and to check that we are lawfully processing it.  

Request rectification of the Personal Data that we hold about you.  This enables you to have any incomplete or inaccurate information we hold about you corrected.  

Request erasure of your personal information.  This enables you to ask us to delete or remove Personal Data where there is no good reason for us continuing to process it.  You also have the right to ask us to delete or remove your Personal Data where you have exercised your right to object to processing.  

Right to object to processing of your Personal Data where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground.  You also have the right to object where we are processing your Personal Data for direct marketing purposes.  

Request the restriction of processing of your personal information.  This enables you to ask us to suspend the processing of Personal Data about you.  

Request the transfer of your Personal Data to another party.  

Automated decision making, including profiling, this gives you the right to not be subject to a decision based solely on automated processing which has a legal effect on you.  

 

If you would like to exercise any of your legal rights in relation to the personal data we hold about you, you can contact us by email at dpo@kinexio.co.uk, in writing to the address listed at in this Notice. 

 

Generally you will not have to pay a fee to exercise any of your legal rights. However, we are entitled to charge a reasonable fee if any request is clearly unfounded, repetitive or excessive. We can also refuse to comply with an unfounded or excessive request. We may need to request information from you to confirm your identity, in order to make sure that personal data is not disclosed to someone who is not entitled to have it. We may also need to ask you for additional information to help us respond to your request.  

We will try to respond to your request within one month but, if the request is very complex or if you have made a number of requests, we are legally able to extend the request by an additional two months. In such circumstances, we will explain to you why it will take longer to respond, and we will keep you updated. 

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.  

 

Complaints:  

We would encourage you to contact us, in the first instance, if you are unhappy with any aspect of the way in which we process your personal data. You can get in touch with our DPO using the details provided above.   

 

You can bring Data Protection complaints in writing or verbally, this can be through inbound contact to us (such as email, telephone) or via other means of contact, such as social media or online via our website. We have a procedure for responding to Data Protection complaints and we can provide a complaint form should this be required.   

 

If you are not satisfied with the outcome of your complaint, you have the right to refer such matters to the ICO (www.ico.org.uk). It is worth noting the ICO expect individuals to exhaust the complaints process internally before referring complaints to them.     

 

Marketing 

We strive to provide you with choices regarding certain Personal Data uses, particularly around marketing and advertising. Kinexio may market our Customers and Authorised Users with information which we feel may be of interest. We will obtain the relevant consent or permissions to do so and we will not share your personal data with any third-party for marketing purposes. You can ask us to stop sending you marketing messages at any time by contacting us or by clicking the ‘Unsubscribe’ link in our emails. 

 

International Transfers 

Our data is typically hosted in the UK and other parts of the EEA, there are however some of our contracted technical service providers that process data from outside of the EEA. Where these transfers and any other transfers that may occur in the future are concerned, we ensure that there is a legal basis for the transfer and a lawful transfer mechanism in place prior to any transfers in place, in accordance with Data Protection legislation. 

Any such transfers are currently done using either a transfer to a country with an adequacy ruling, or if a third country, using the UK International Data Transfer Agreement (IDTA), or the European Commission Standard Contractual Terms (SCC’s) with the UK ICO Standard Contractual Clauses Addendum and the relevant transfer impact assessments. Should the international data transfer requirements change, we will review the obligations and amend this notice as appropriate. More information can be obtained by contacting our Data Protection Officer.  

Changes To This Privacy Notice 

Kinexio may change this Privacy Notice from time to time. Laws, regulations and industry standards evolve, which may make those changes necessary, or we may make changes to our business. We will post the changes to this page and encourage you to review our Privacy Notice to stay informed. If we make changes that materially alter your privacy rights, Kinexio will provide additional notice, such as via email or through the Services. If you disagree with the changes to this Privacy Notice, you should deactivate your Services account. Contact the Customer if you wish to request the removal of Personal Data under their control. 

 

Data Protection Officer 

To communicate with our Data Protection Officer, please email dpo@kinexio.co.uk  

 

Contacting Kinexio 

Please also feel free to contact Kinexio if you have any questions about this Privacy Notice or Kinexio’s practices, or if you are seeking to exercise any of your statutory rights. You may contact us at support@kinexio.co.uk or at our mailing address below: 

Beacon House
4 Kempson Way
Bury St Edmunds
IP32 7AR