Privacy Policy

Introduction

ExpenseIn (“we’ or “us” or “our”) is committed to protecting your privacy. Our Privacy Policy will inform you as to how we collect and process your personal data when you visit and use our website (regardless of where you visit it from), including any data you may provide through this website when you sign up to our newsletter, and tell you about your privacy rights and how the law protects you.

This website is not intended for children and we do not knowingly collect data relating to children.

Who we are

ExpenseIn is the trading name of Mobile Dynamics Limited and we are registered in England and Wales under company number 9456735. Our registered office is at 4th Floor, The Anchorage, 34 Bridge Street, Reading, RG1 2LU. We are registered with the Information Commissioner’s Office under registration number ZA143467 and act as the data controller in the collection, use, storing, protection and transfer of your personal data.

We have appointed Martyn Webster as our data protection officer (DPO) and he can be contacted at privacy@mobiledynamics.co.uk.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

How we collect information and the information we collect

“Personal data” means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We will collect personal data from you if you:

• Visit or browse our website (in accordance with our Cookie Policy). We may collect your Technical Data and Usage Data in this way.

• Request a quote for services or book a demo through our website.

• Complete online forms (including call-back requests and signing up to any of our newsletters, eBooks, or to receive any other content).

• Contact us offline for example by telephone, email or post.

The personal data that we may collect from you is your:

• Identity Data: first name, last name,

• Contact Data: business address, business email address, telephone number;

• Technical Data: IP address.

• Usage Data: information about how you use our website; and

• Marketing and Communications Data: your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not 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 collect any information about criminal convictions and offences.

How and why we use your personal data (legal basis for processing)

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where you have asked us to provide a quote or book a demo;

• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

• Where we need to comply with a legal obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Sharing your information

We may share your personal data with the data processors/controllers noted below for the purposes set out in the table above:

• Service providers acting as processors who provide IT and system administration services, including:

Amazon Web Services

Amazon Web Services acts as a processor for us, providing our hosting, website security, backups and SSL certificate to ensure that our platform and your personal information is secure, protected and monitored. Our agreement with them stipulates that they hold the data in the UK and do not transfer any of your data outside the UK.

For more information read Amazon's Privacy Policy

Intercom

Intercom acts as a processor for us, for our live chat service. Name, business name, email address and contents of the chat message are processed. Intercom is based in America.

For more information read Intercom's Privacy Policy

MailChimp

Mailchimp acts as a processor for us to communicate to you details of updates, newsletters, changes to our services, issues impacting our services and to deliver content as may have been requested via online forms such as newsletters and e-books. First name, last name, business name and email address are processed. Mailchimp is based in America.

• Professional advisers acting as processors or controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.

• HM Revenue & Customs, regulators and other authorities acting as processors or controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data; or

• where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

For more information read MailChimp's Privacy Policy

Hotjar

We use Hotjar in order to better understand our users’ needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behavior and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf.

For more information read Hotjar's Privacy Policy

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

We may use your Identity, Contact, Technical and Usage Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you or the business you work for (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of the services we provide to a business you work for.

Cookies and traffic data

Cookies are small text files which are transferred from our website, product or service and stored on your computer's hard drive. They are widely used in order to help websites work, or work more efficiently, as well as to provide general usage information to the owners of the site.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

Please see our Cookie Policy for more information.

How long we keep your data

We only ever retain personal data for as long as is necessary to fulfil the purposes we collected it for and we have review and retention policies in place to meet these obligations. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you. We are required under UK tax law to keep your Identity and Contact Data for a minimum of 6 years after which time it will be deleted.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Changes to our privacy policy

We may change our privacy policy from time to time. We will always update the privacy policy on our website and will communicate with you if there are any major changes to our privacy policy.

This policy was last reviewed on 20^th April 2023.

Your rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include:

• the right to request access to a copy of the personal data that we hold about you and to check that we are lawfully processing it.

• If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it, though we may need to verify the accuracy of the new data you provide to us.

• the right to request erasure of your personal data. 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 successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

• the right to request to restrict our processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

  • if you want us to establish the data's accuracy.

  • where our use of the data is unlawful but you do not want us to erase it.

  • where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.

  • you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

• the 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 particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

• the right to request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

• the right to withdraw consent at any time, where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If we receive a request for any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure. We may also contact you to ask you for further information in relation to your request to speed up our response.

If you wish to exercise any of the rights set out above, please contact us at privacy@mobiledynamics.co.uk. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Handling of complaints

We only process your personal data in compliance with this privacy policy and in accordance with the relevant data protection laws. If you have concerns or wish to complain about how we have handled your personal information please contact Martyn Webster by email at privacy@mobiledynamics.co.uk. If you are unsatisfied with how we have handled your personal data, you have a right to lodge a complaint with the Information Commissioners Office.

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

SK9 5AF

0303 123 1113

ICO website

We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.