Privacy policy

This web page sets out how We Are Futureproofs Ltd (which owns and operates the Futureproofs service) uses and protects any information that you provide when you use this website.

We Are Futureproofs Ltd is committed to ensuring that your privacy is protected. We only gather information that we require to provide the service and ensure that we can continue to do so, and any such information will be used only in accordance with this privacy policy.

The Futureproofs website uses cookies. For more information on cookies and how we use them, please see our separate Cookie Policy.

We Are Futureproofs Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy was last updated on 21 August 2018, to remove the reference to paying a fee to access your information (which hasn't actually applied since April) and to combine two sections that both referred to how to see the information we hold about you (the new section 8).

1. What information do we collect?

We collect, store and process the following kinds of personal information from users of this website and people who sign up to our mailing lists.

  • Registration information that you provide so that you can use the Futureproofs service (your name, email address and, for some users, company).
  • For companies, your payment information (including your billing address) and VAT number.
  • Information about your computer and your visits to this website (IP address, browser type and version, geographical location, operating system, time and length of visits, pages viewed and how you use use the various features of the Futureproofs service).
  • Information that you provide so when you subscribe to newsletters or other updates (your name and email address), along with data about the emails we send you including how often you open and click links within those emails.
  • Any other information that you choose to send us.

We store your information securely in our EU-based computers, protected by passwords and encryption.

When you make a purchase by credit card or direct debit, any information you provide is collected and processed directly by our payment processors Stripe (for credit cards) and GoCardless (for direct debits). We never receive or store your credit-card or bank-account information. Our partners may use your payment information in accordance with their own privacy policies (linked above).

2. How we use your personal information

We will never share your personal information with any third parties except as indicated in this privacy policy. Information that you send us will be used for the purposes specified in this privacy policy and for no other purposes.

Where you provide personal information for publication on our website, we will publish that information in accordance with the terms and conditions of the Futureproofs service.

We may use your personal information to:

  • provide you with the Futureproofs service;
  • send you email notifications as part of the Futureproofs service;
  • provide you with effective support as you use the Futureproofs service;
  • send statements and invoices to you, and collect payments from you or your company;
  • improve your experience by personalising the service or our messages to you;
  • provide you, your team-mates and third parties with information (including aggregated statistical information) about the usage of the Futureproofs service; and
  • deal with enquiries and complaints made by or about you;
  • keep the website secure;
  • verify compliance with the terms and conditions of the Futureproofs service.

In order to perform the above activities, we will share some of your information with third parties in order to provide the services you request.

  • Registration information is shared with our email provider MailChimp, our customer-support platform Intercom and our data-translation service Segment.
  • Information that you send us through the Futureproofs application is shared with our infrastructure providers Amazon AWS and Compose.io.
  • Information about your computer and how you navigate our site is shared with our customer-support platform Intercom and our data-translation service Segment.
  • Payment information is shared with our book-keeping software provider Intuit.
  • Information related to mailing lists is shared with our mailing-list provider MailChimp.
  • Information that you email us is shared with our email provider Fastmail.

We may retain such data about you for as long as you have an account with the Futureproofs service. If you close your account, we may retain certain data you have sent to the service indefinitely in order to continue to provide the service to other users (such as content you have uploaded to the Futureproofs service), and to comply with accounting rules and other legal requirements.

If you have subscribed to our marketing list(s) then we may also use your information to send you our newsletter and other marketing communications related to our business which we think may be of interest to you, via email or similar technology. In this case, we will retain the relevant data until you unsubscribe from our marketing list(s).

3. Cookies

We use cookies to identify you when you visit and ensure that logged-in users receive the appropriate content, and to track your navigation of our website. We maintain a separate, full Cookie Policy that you should read.

4. Disclosures

We may disclose your personal information to any of our employees, officers, agents, suppliers or contractors as reasonably necessary to deliver the Futureproofs service to you. This includes our infrastructure providers, who may in the course of work learn your email address and other personal information:

  • Amazon Web Services, who provide our server infrastructure, including file storage and our user-authorisation database;
  • Compose, who provide the database service that stores the details of the projects you work on in Futureproofs;
  • MailChimp, who process the notification emails we send as part of the service;
  • Segment, who process user-activity data we use for support purposes;
  • Intercom, who provide our support service and consume the data sent via Segment.
  • Capsule, who help us manage our customer data.
  • Stripe, who provide our credit-card processing.
  • GoCardless, who provide our direct-debit processing.
  • Chargebee, who help manage our payments process.

In addition, we may disclose your personal information:

  • to the extent that we are required to by law;
  • if necessary for legal proceedings in which we are involved;
  • in order to establish, exercise or defend our legal rights, such as preventing fraud or abuse of the system;
  • to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling.

Except as set out in this privacy policy, we will not share your personal information with any third party.

5. International data transfers

We will store and process the core application information that we collect within the Futureproofs application within the EU, in our AWS data centre in Ireland or in our providers' own EU-based servers, so that we can use it in the ways set out in this privacy policy. Information shared with other infrastructure providers (notifications, application usage data, support interactions and credit-card payments) may be transferred to countries, including the USA, that do not have equivalent data-protection laws to those that govern in the European Economic Area.

We will store and process information provided when you sign up to marketing mailing list(s) via our third-party provider MailChimp, and its storage and use is governed by their privacy policy. This information is entirely separate from information gathered by your use of the Futureproofs application, and consists only of your email address and a record of our marketing communications with you.

In addition, personal information that you submit for publication on the Futureproofs service will be available to users globally who have access to the same projects as you. We have no control over the use or misuse of any such information by others.

By using the Futureproofs service, you expressly agree to such transfers of personal information.

6. Security of your personal information

As set out in the terms and conditions of service, we will take reasonable technical and organisational precautions to prevent your personal information being lost, altered, misused or shared except as specified in this privacy policy.

We will store all the personal information that we gather on our secure servers. These are protected by passwords, firewalls and encryption to ensure that your data remains secure. Certain information (such as emails you us) may also be stored on individual computers used by our team. These are also protected by passwords, firewalls and encryption.

Although we use SSL encryption throughout our applications, we cannot guarantee that data transmitted over the internet has not been intercepted by third parties. We can also not guarantee that your information will not be intercepted on your own computer. (See our separate Cookie Policy for details of the information that we may store on your computer.)

As set out in the terms and conditions of service, you must keep your password confidential. We will never ask you for your password except when you log into the website.

7. Changes to this policy

We may update this privacy policy from time to time, and you should check this page occasionally to ensure that you are happy with any changes.

When this policy is updated, we will endeavour to contact you in advance by email and let you know of the changes that are being made.

8. Inspecting your personal information

You have the right to view any personal information that we hold about you. We will honour such requests provided that you provide appropriate evidence of your identity.

We may withold such personal information to the extent permitted by law.

The Futureproofs service provides the ability for you to view and update your name, email address and company details when needed. To do this, visit the account settings while logged into your account.

If you want to see any other information that we hold about you, please see our separate policy.

You may also ask us not to use your personal information for marketing purposes. To do this, you may send an email to our Support team indicating your preference. All marketing emails will also carry an option to unsubscribe from the marketing email list by clicking a link in the email.

9. Linked websites

The Futureproofs website may contain links to other websites. You may also encounter links to websites shared by other users of the Futureproofs service. We Are Futureproofs Ltd is not responsible for the privacy policies or practices of any third-party websites, although we try to work only with organisations whose standards are at least as good as ours.

10. Contacting us

If you have any questions about this Privacy Policy or our treatment of your personal information, please contact us by email or post as indicated on our contact page.

11. Data controller

The data controller responsible for the information collected on this website under UK Law is We Are Futureproofs Ltd. Our registration number with the UK Information Commissioner's Office is ZA044550.