Privacy Policy

Better Online is an IT service provider that provides a range of IT services. These services include software, domains and managed services such as infrastructure support, call centre services, payroll and business processing outsourced services. Better Online is fully committed to ensuring the proper, open and transparent management and use of all personal information and/or data it collects and handles complies with applicable privacy laws. This privacy policy applies only to external personal information and/or data provided by clients, suppliers and other external third parties that Better Online interacts with.

This Privacy Policy (Policy) applies to all of Better Online’s entities and its affiliated entities in countries in which Better Online operates and subject to the applicable privacy laws in the jurisdiction where the entity operates. It sets out Better Online’s policy on the management of personal information and/or data that it may receive or collect.

Personal information and personal data for the purpose of this policy is defined as “any sort of information or an opinion about an individual, whether true or not” (referred to collectively as “Personal Information”).

A sub-category of Personal Information is sensitive information and data. For the purposes of this policy, sensitive information and data includes information of a particularly sensitive nature, such as information relating to an individual’s health, racial or ethnic origins, political opinions, membership of a trade union or political association, religious beliefs or affiliations, philosophical beliefs, sexual preferences or criminal record.

1 WHAT PERSONAL INFORMATION DOES BETTER ONLINE COLLECT, FROM WHOM AND FOR WHAT PURPOSE?

Better Online will only collect Personal Information that is necessary for its functions and activities. It will only collect Personal Information by lawful means. Better Online collects and holds different categories of information depending on the services being provided and the jurisdiction in which those services are being provided. The following types of Personal Information may be collected:

a) Information about Better Online’s Contractors and Suppliers

Better Online collects, directly from our contractors and suppliers, Personal Information about our contractors and suppliers. This Personal Information includes their name and contact details which allows them to be contacted. For workplace health and safety reasons we may also collect from contractors certain Sensitive Information with consent; for example, medical information a contractor has provided us about any injuries he or she may currently suffer.

From third parties, we may also collect feedback and information relating to our contractors and suppliers’ performance of services for Better Online. This information is collected for the purposes of monitoring our contractors and suppliers’ performance of services and to ensure that we are able to provide the highest quality products and services to our customers.

b) Information about job applicants

Applicants for a position at Better Online will be asked to supply details relevant to the job application such as name, contact details, information contained in CVs, driver’s licence or passport. We may also collect from third parties identified as referees Personal Information relating to the applicant. This information is used for the purposes of determining suitability for the vacant role.

c) Information about customers and their employees and customers

Personal Information may be collected from customers such as name, contact details, bank account and credit card details.

All customer Personal Information collected by Better Online is used for our business functions and activities. These include:

• for billing purposes and order fulfilment;

• to contact customers about our provision of services;

• to maintain account details;

• to provide technical support e.g. account creation, password reset;

• to provide information on request about our products and services;

• to streamline and personalise customer experience while dealing with Better Online;

• to undertake customer satisfaction surveys and to tailor Better Online information, services or products in order to improve and enhance those services and products provided to our customers.

Better Online may also collect from its customers Personal Information relating to its employees and customers; for example, payroll information. This Personal Information is used so that we can facilitate provision of the services our customers have requested.

Occasionally, Better Online uses aggregated Personal Information derived from use of our products and services to provide Better Online with anonymous demographic and customer usage information. This information does not identify individuals. This anonymous, aggregated information is used to improve Better Online services and products.

2 QUALITY OF PERSONAL INFORMATION

Better Online will ensure, to the extent reasonably possible, that Personal Information collected, used or disclosed is accurate, up-to-date, complete and relevant. If Better Online becomes aware that any of the Personal Information it holds is inaccurate it will take prompt steps to update its records so that those records are correct.

3 DATA SECURITY

Better Online takes active measures to ensure the security of Personal Information it holds is protected from misuse, interference, loss and unauthorised access, modification or disclosure.

All Personal Information is stored at secure premises using good quality security protocols.

Better Online security systems are regularly reviewed and updated to maintain the integrity of the Better Online security posture.

4 ACCESS AND CORRECTION OF PERSONAL INFORMATION

Subject to verification of identity, any Personal Information held about an individual may be accessed, updated or corrected by application to a Better Online Privacy Officer.

There is generally no fee for an individual to make a request or to be provided access to his or her Personal Information. However, depending on the complexity of the request a reasonable processing fee may be charged in some cases.

Better Online will endeavour to respond to access and correction of Personal Information within 15 business days after a written request is received by a Better Online Privacy Officer.

5 DIRECT MARKETING

Better Online will only engage in direct marketing practices in accordance with the laws of the relevant country or jurisdiction. At any time an individual or organisation may contact Better Online to request that they no longer receive any marketing material or information from Better Online.

For email communications, Better Online also provides a simple opt-out (unsubscribe) mechanism that individuals can easily submit at any time.

6 DISCLOSURE AND RETENTION OF PERSONAL INFORMATION

As part of providing services to a customer, Better Online may disclose Personal Information to third party suppliers and contractors of services.

Better Online may disclose some Personal Information to its affiliated entities in countries in which Better Online operates for the purposes of providing services to our customers, including technical support. Such disclosure is subject to the privacy laws applicable in the jurisdiction where that affiliated entity is located.

As a provider and user of cloud services, Better Online retains Personal Information on servers that may be located in a number of overseas countries. Better Online will take all reasonable steps to ensure that no person or entity, breaches any relevant privacy laws.

Better Online only retains Personal Information for as long as required by law and needed for our business functions and activities. It is then securely destroyed.

7 WEBSITE BROWSING

Accessing Better Online’s websites will result in some information being logged including but not limited to the time of access, IP address and the pages that have been viewed or accessed.

Better Online’s websites may contain links to external websites. Better Online is not responsible for the content or privacy policies that govern such external websites.

8 COOKIE POLICY

When you access and use our website or services, we or a third party partner may serve you advertisements regarding goods and services that may be of interest to you (or in some cases, to users who our service providers deem to have characteristics similar to our customers) based on information relating to your access to and use of the Services and other websites. To do so, we or our service providers may place or recognize a unique cookie on your browser (alone or in conjunction with web beacons, pixel tags or other tracking technologies).
If you would like more information about this practice and to learn about your choices in connection with these practices, please visit http://optout.aboutads.info/?c=2#!/, http://preferences-mgr.truste.com, http://optout.networkadvertising.org/?c=1#!/ and http://www.aboutads.info/. If you are located in the European Union click here.

You may set your web browser to restrict or to entirely block cookies, to configure cookie notification settings and/or to delete cookies already present on the browser or device. Information on how to do this should be provided in your web browser’s help/reference section, removing cookies may prevent in customers using certain portions of the Applications, depending on how the browser settings are configured.
We use:

  • Facebook Custom Audiences to deliver advertisements to Website Visitors on Facebook based on email addresses that we have collected. You may learn more about Facebook Custom Audiences by visiting https://www.facebook.com/ including how to opt-out of receiving advertisements from Better Online based on your email address.
  • Third party analytics providers, including Google, Mouseflow and others, to collect information about your use of the Services and enable us to improve how the Services work. The information allows us to see the overall patterns of usage on the Services, helps us record any difficulties you have with the Services, shows us whether our advertising is effective or not, and allows us to use responses to advertisements to optimize advertisement performance.
  • Mouseflow which collects information related to mouse clicks, mouse movements, scroll behaviour, and/or keystroke activity, but it does not collect personally identifiable information on our behalf or track users’ browsing habits across other websites that do not use Mouseflow. You can learn more about Mouseflow’s practices by visiting http://mouseflow.com/privacy.
  • Google Analytics, Adobe and Mixpanel use cookies and other, similar technologies to collect information about the Services use and to report website trends to us, without identifying individuals.
  • We also may use information associated with Visitor social media accounts, such as demographic and other information about an individual’s title, industry or organization, to improve our marketing efforts if that individual connects those social media accounts to a Website profile.

To learn more about Google’s practices or opt-out options go to https://policies.google.com/privacy/partners and opt-out of them by downloading the Google Analytics opt-out browser add-on, available at https://tools.google.com/dlpage/gaoptout.

9 PRIVACY ISSUES

Any questions about this Policy or to raise any issues about privacy within Better Online should be directed to a Better Online Privacy Officer.

Email: privacy [at] better.online

Due to the nature of the services that Better Online provides, in most situations it will be impracticable for an individual to deal with us on an anonymous basis. However, Better Online will consider requests on a case by case basis.

If you are not satisfied with Better Online’s response and the issue relates to a privacy concern or alleged breach by one of Better Online’s affiliates, you may take your complaint to the relevant government authority responsible for Privacy.