This Privacy Notice provides information about how OneAdvanced (“we,” “us,” or “our” for short) processes and protects personal information we obtain about prospective customers, marketing leads and visitors to our website.

OneAdvanced considers the protection and security of your data to be of paramount importance. We never sell personal data, and we strive to carry out all our processing operations in strict compliance with UK General Data Protection Regulation (“UK GDPR”).

Please note that this Privacy Notice only covers prospective customers, marketing leads and visitors to our website.  It does not cover how we process customer information, which is dealt with in our privacy notice which can be accessed here. 

We take your data protection rights very seriously and process your data responsibly and lawfully.

  • What information do we collect about you?

    The personal data we collect falls into two categories:

    • Information we collect directly from you; and
    • Information we collect about you from cookies or other means.
  • Information we collect directly from you

    Information you supply to us:

     

    • When you visit our website;
    • When you interact with us on Live Chat;
    •  When you visit our offices;
    • When you apply for a vacancy; 
    • During call recordings of any marketing calls we make; and
    • When you have shown an interest in our products and services for the purposes of receiving marketing from us.

     

    When you visit our website

     

    We collect and use your personal data when you reach out to us via the Contact Form on our website.   During this process, we will ask for your contact information, which includes your full name, job title, the company you work for, your work email address, contact number, and the sector you work in. We ask for this information so that we may respond to your query

     

    Website usage/Cookies

     

    We also use cookies to help us provide you with a personalised service, and to help make our websites, applications and services better for you. Click here to view our Cookies Policy.

    When you visit our website, we store the name of your internet service provider, the website from which you visited us (where applicable), the parts of our site you visit, the date and duration of your visit, and information from the device (device type, operating system, screen resolution, language, country in which you are located, and web browser type) you used during your visit.

    We process this website usage data to facilitate your access to our services (e.g. to adjust our services to the device you are using).

    We also process usage data in an anonymised form for statistical purposes and to improve our site. We may also collect non-personally identifying information about your visit to our websites based on your browsing activities. This information may include the pages you browse, and products and services viewed. This helps us to better manage and develop our sites, to provide you with a more enjoyable, customized service and experience in the future, and to help us develop and deliver better products and services tailored to your individual interests and needs.

     

    When you interact with us on Live Chat

     

    We collect the contents of your chat session, your name and email address to provide you with information in relation to your inquiry via live chat.  We also use your data to provide further information related to your inquiry or related products and services via email. You may opt out of receiving these further emails simply and easily by clicking on the Unsubscribe link in the email.

    All data related to live chat will be retained for 12 months and deleted thereafter. However, if you subscribe to receive marketing emails, your email address and name will be retained beyond the live chat data retention period.

     

    Visitors to our Offices

     

    We endeavour to keep our premises secure by deploying appropriate security measures such as building access control, CCTV, and maintaining visitor records.

    CCTV surveillance is in place at certain OneAdvanced offices – either managed directly by OneAdvanced or by our building management suppliers.

    Where directly managed by OneAdvanced, the images captured are securely stored and only accessed on a need-to-know basis by authorised personnel.

    Where CCTV is installed and maintained by building management, OneAdvanced is not the owner of the CCTV equipment. However, executive members of the OneAdvanced staff may request access to the relevant CCTV images for security reasons, if and when required.

    We require visitors to our offices to sign in at reception. Our visitor records are securely stored and only accessible on a need-to-know basis.

     

    When you apply for a vacancy

     

    When you apply for a vacancy at OneAdvanced our recruitment privacy policy is applicable to you.  This is displayed on the Careers page.  Additional information about how we process your personal data will also be provided during relevant stages of the recruitment process.

     

    Call recordings for marketing purposes

     

    If you consent prior to the beginning of the call, we record our marketing calls for quality and training purposes. If you do not consent, call recording is switched off.  All call recordings are retained for 12 months and deleted thereafter. If you would like a call recording to be deleted, you may contact us at dataprotection@oneadvanced.com

     

    Marketing purposes

     

    We use your personal data for marketing purposes in order to make you aware of products, offers, and events that we believe you may find useful, including certain products and services provided by our selected partners.

    The personal data we collect from you may also be used for direct marketing to you, inviting you to events, and asking you to participate in any relevant surveys.

  • Information we collect about you from Cookies or Third Parties
    • Cookies and other tracking technologies; and
    • Personal information obtained from third parties.

     

    Cookies and tracking technologies

     

    We use cookies and tracking technologies on our website to help distinguish you from other website users and to ensure your interaction with our website is faster, more efficient, and enjoyable.   We may also use cookies for marketing purposes when you have provided your consent to tailor products and services to your requirements. 

    Cookies only contain and transfer information you have disclosed to the server during your website visit.  They cannot read your hard drive.

     The types of data we collect include browser information, device type, geographical location, and IP address.

     

    Information we collect from Third Parties

     

    We collect information about you from third party partners where you have shown an interest in our products and services.  The types of information we may collect include your full name, the name of your company and your business email address.

     

    Social Media, Marketing Agencies and Business Partners

     

    We use social networking sites such as LinkedIn, LinkedIn Sales Navigator, and Twitter among others.

    We do not control how your personal information is collected, stored or used by such third-party sites.   You should review the privacy policies and settings on any social networking site that you subscribe to so that you understand the information they may be sharing about you. If you do not want your networking sites to share information about you, you must contact that site and determine whether it gives you the opportunity to opt-out of sharing such information. OneAdvanced is not responsible for how these third-party sites may use information collected from you or about you with us. 

     

    Who we may share your personal information with

     

    We may pass your information on to our agents and service providers for the purposes set out below:

    • Marketing agencies specialising in social media - so that we may connect with your social networks. We may provide access to our websites to marketing agencies such as Nomensa and to business partners so that we may generate interest in our products and services among members of your social networks and to allow you to share product and service interests with friends in your network.
    • Agents acting on our behalf - to carry out search engine optimisation, modelling, analysis, market and customer research, statistical analysis to help improve our website and the way we provide the services that we make available to you. These agents include creative agencies, professional user experience testing agencies, and search engine optimisation agents. We do not provide personal information to these agents.
    • Our processors and sub-processors, including IT system providers, such as Salesforce (our Customer Relationship Management system), IT infrastructure providers such as Microsoft (Azure) or Amazon (AWS).
    • Our email platform service provider or other service providers we may use to send you service messages, and marketing messages.
    • To comply with the law.
  • Lawful basis for processing your information

    Our lawful basis for processing your information includes:

    • Any legitimate interests pursued by us, third parties or selected partners that we work with to promote our products or services, or for research carried out to improve and develop our products and services.
    • Any legal obligation with which we are required to comply.
    • Consent for certain email marketing based on individual opt in.
  • Duration of processing

    We retain personal data processed by us for as long as is necessary for the purpose for which it was collected, as set out in the table below: 

     

    Type of data

    Retention period

    Support service logs

    12 months and deleted thereafter

    Webchat

    12 months and deleted thereafter

    Communications

    12 months and deleted thereafter

    Research data

    2 years after which it will be deleted. 

    Call recordings

    12 months and deleted thereafter

    Consent for email marketing

    Kept until you unsubscribe

    Cookies

    See cookie policy

    Visitors sign in book

    3 months and deleted thereafter

    We may retain personal data for longer periods where required by applicable law or regulation, or to establish, exercise, or defend our legal rights as provided for in the data protection legislation. 

  • Third Party websites

    Where we have provided a link to third party websites from our sites, we do not take responsibility for the way in which they process your personal information. We recommend you review the privacy notice of each third-party website you visit and contact the website owner if you have any concerns or questions.

  • When do we pass your information outside the EEA?

    OneAdvanced has offices and subsidiaries in the UK, EU, USA, Canada, India and Australia. We share data with authorised personnel at these offices in order to deliver our services and run our business for the purposes and legal justifications stated in this privacy notice. We have deployed appropriate safeguards in compliance with applicable local/national data protection legislation in order lawfully facilitate data sharing between our offices at various locations.

     

    We also use third-party providers or cloud-based service providers, which may be located outside the UK/EEA. In all such instances, we ensure that there are appropriate safeguards in place in line with applicable data protection legislation.

     

    With all organisations where data is shared, or accessible outside of the UK or EEA, we have agreements which include EU and/or UK (as applicable) approved Standard Contractual Clauses, and identify additional security measures, as required by law.

     

  • Your Rights over your personal information

    Data Subject Rights

     

    You have certain rights under the applicable data protection legislation under the jurisdiction of your geographical location, as described below.

     

    Right to Access

     

    OneAdvanced, at your request, can confirm what information we hold about you and how it is processed. This right can be exercised by:

    We will aim to respond to any requests for information promptly and within the time limits required by the data protection legislation and other applicable law. Please note that you will be required to verify your identity in order to receive the information.

     

    Right to Rectification

     

    Visitors to our website: Marketing Leads and Prospective Clients: You may update your personal information submitted via our corporate website by contacting us via the Contact Form on our website.

    Job applicants: Refer to the recruitment privacy policy on careers page.

    Others: Please email us at dataprotection@oneadvanced.com.

    Subject to applicable law and regulations and applicable checks, we endeavour to update our records based on the accurate information provided by you.

     

    Right to Object

     

    You have the right to object to direct marketing based on legitimate interest. We use legitimate interest as the lawful basis for direct marketing. You can opt-out of this anytime by following instructions provided here.

     

    Withdrawal of Consent

     

    We do not rely on consent for our processing activities except for certain email marketing activities. In such an instance, you have the right to withdraw consent at any time. You can do this by following instructions provided here or clicking on unsubscribe link in the relevant email that you received from OneAdvanced.

     

    Right to be informed

     

    This Privacy notice is intended to provide you with information about the personal data we collect about you, and how it is used. We intend to keep this Privacy Notice updated to reflect any change(s) in our processing activities.

     

    Other Rights

     

    In addition to the rights specified above, you also have other rights such as a right to erasure, right to restrict processing, and right to data portability.

    If you wish to exercise any of these rights, please contact the data protection team @ dataprotection@oneadvanced.com. 

     

    Complaints

     

    We have worked hard towards establishing an efficient data protection compliance framework within our organisation and comply with our obligations towards processing Personal Data. However, if you have any questions or concerns regarding this Privacy Statement or if you want to complain about our use of Personal Data, please contact us at:

    Data Protection Office

    The Mailbox
    101 Wharfside Street
    Birmingham
    B1 1RF

    Email: dataprotection@oneadvanced.com

    You also have the right to lodge a complaint directly with the Data Protection Authority in the UK, EU member state or any other Regulatory body that administers the use of Personal Data in your jurisdiction.

    The main establishment of OneAdvanced is in the UK and the relevant supervisory authority is Information Commissioner’s Office (ICO). Please visit the ICO website for further information.

  • Who is your Data Controller?

    Advanced Computer Software Group Limited (OneAdvanced) is a global company which is registered in England and Wales under company number 05965280, whose registered office is at The Mailbox, 101 Wharfside Street, Birmingham, B1 1RF is your Data Controller.

    Any subsidiary of OneAdvanced may also process your data.

     

    Australia

     

    Single Cell Mobile Consulting Pty Ltd (trading as Portt) is a company registered in Australia under company number ACN 142 778 005, whose registered office is at C/o BD0, Level 10, 12 Creek Street, Brisbane QLD 4000.

     

    SWL Australia Pty Ltd is a company registered in Australia under company number 604 872 997, whose registered office is at C/o BDO, Level 10, 12 Creek St, Brisbane QLD 4000.

     

    Mitrefinch (Australia) Pty Ltd is a company registered in Australia under company number ACN 106 680 406, whose registered office is at 30 11-21 Underwood Rd Homebush NSW 2140 Australia. C/o BDO, Level 10, 12 Creek Street, Brisbane QLD 4000.

     

    Canada

     

    Tikit Inc. is a company registered in Canada under company number 768080-5 whose registered office is 199 Bay Street, 5300 Commerce Court West, Toronto, Ontario, Canada, M5L 1B9.

     

    England and Wales

     

    Advanced Business Software and Solutions Limited (trading as OneAdvanced) is a company registered in England and Wales under company number 03214465, whose registered office is at The Mailbox, 101 Wharfside Street, Birmingham, B1 1RF.

     

    Advanced 365 Limited (trading as OneAdvanced) is a company registered in England and Wales under company number 02124540, whose registered office is at The Mailbox, 101 Wharfside Street, Birmingham, B1 1RF.

     

    Advanced Health and Care Limited (trading as OneAdvanced) is a company registered in England and Wales under company number 02939302, whose registered office is at The Mailbox, 101 Wharfside Street, Birmingham, B1 1RF. 

     

    The National Will Register Limited is a company registered in England and Wales under company number 05914179, whose registered office is at The Mailbox, 101 Wharfside Street, Birmingham, B1 1RF.

     

    France

     

    Kirona France SARL is a company registered in France under company number 793 177 940 00038 whose registered office is at Parc D'Activités la Folie Couvrechef, 18 Rue Bailey, 14000 Caen, France.

     

    Ireland

     

    Advance Systems International Limited (Ireland) is a company registered in the Republic of Ireland under company number 225199, whose registered office is at Unit 4L, The Square Industrial Complex, Tallaght Dublin 24, Tallaght, Dublin, Ireland.

    Careworks Limited (trading as Advanced) is a company registered in the Republic of Ireland under company number 262153, whose registered office is Unit 4L, The Square Industrial Complex, Tallaght Dublin 24, Tallaght, Dublin, Ireland.

     

    India

     

    Advanced Business & Healthcare Solutions India Private Ltd (trading as OneAdvanced) is a company registered in India under company number U72900KA2001PTC028589, whose registered office is at Fortune Summit, 2nd floor ‘A’ Wing # 244, HSR Layout, 6th Sector, Hosur Main Road, Bangalore 560068, India.

     

    United States of America

     

    Advanced Legal Solutions Inc. (trading as OneAdvanced) is a company registered in Delaware under company number 7856661, whose registered office is at 3455 Peachtree Road NE, Suite 500, Atlanta, GA 30326, USA.

     

    Mitrefinch Inc. is a company registered in Massachusetts under company number 001001077, whose registered office is at. 3455 Peachtree Road NE, Suite 500, Atlanta, GA 30326, USA.

     

    Mitrefinch LLC is a company registered in Delaware under company number 5991839, whose registered office is at 3455 Peachtree Road, NE, Suite 500, Atlanta, GA 30326, USA.

     

    Mitrefinch US Holdings Inc. is a company registered in Delaware under company number 6788205, whose registered office is at 3455 Peachtree Road NE, Suite 500, Atlanta, GA.

     

    Cloud Trade Inc is a company registered in Massachusetts under company number 001357710 whose registered office is at 3455 Peachtree Road NE, Suite 500, Atlanta, GA 30326, USA.

     

    Updated: 03.07.2024