Privacy Policy

FileHound Document Management Limited is committed to ensuring your privacy is protected. This Privacy Policy sets out details of the information that we may collect from you and how we may use that information. Please take your time to read this Privacy Policy carefully.

Any questions regarding this Policy and our internal Data Protection Procedures should be directed to the Data Protection Team by emailing info@filehound.co.uk or by writing to us at FileHound Document Management Limited, 2 Weald Road, 1st Floor, Brentwood, Essex CM14 4SX.

How do we collect information from you?
We collect information about you when you visit and use our website or enquire about our products or services. If you are an FileHound customer, we collect information about you as part of the product or service we provide you with and under a signed Service Agreement.

What type of information is collected from you?
The personal information we collect may include, among other information, personal contact information, email address, employment details including job title and function, identification numbers, unique IDs and IP addresses. Some of this data is collected directly, such as when you receive products and services from us and some data is collected indirectly via technologies such as cookies, error reports and usage data.

How is your information used?
We may use your information to:

  • Process an order you have submitted;
  • Carry out our obligations arising from any contracts entered into by you and us;
  • Seek your views or comments about the product or service we provide you with;
  • Notify you of changes to our products or services;
  • Send you communications which you have requested or that may be of interest;

We review our data retention periods regularly and are required to keep certain data to fulfil our statutory and legal obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who has access to your information?
We share your personal data with your consent or as necessary to complete any transaction or provide any product or service you have requested or authorised. We also share data with FileHound-controlled affiliates; with vendors and suppliers working on our behalf; when required to by law or to respond to legal process; to protect our customers; to protect lives; to maintain the security of FileHound and its products; and to protect the rights or property of FileHound.

FileHound will not share your information for marketing purposes with third parties other than those working on behalf of FileHound. A list of third parties that have access to your information is available on request.

Your choices
We like to send our customers information about products and services which may be of interest to you. You have a right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please email info@filehound.co.uk.

You have a right to request a copy of the information we hold about you. If you would like a copy of some or all your personal information, please contact the Data Protection Team by emailing info@filehound.co.uk. For many of the products offered by FileHound, you can view, edit or delete your personal data in the relevant product portal.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. To amend your information please contact your Account Manager directly or email info@filehound.co.uk

Use of cookies
Our websites and portals use “cookies” to enable you to sign in to our services and to help personalize your online experience. A cookie is a piece of text that is placed on your computer’s hard drive. Depending on the settings you have selected, your browser adds the text to your device as a small file. You can change the browser settings as described below; many browsers are set to accept cookies by default. We use cookies to store your preferences and other information on your computer in order to save you time by eliminating the need to enter the same information repeatedly.

You have the ability to accept or decline cookies. Many web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to sign in or use other interactive features of our Website and services that depend on cookies.

Notice to end users
Our products and services are intended for use by partners and organisations and are normally administered to you by our partner or your organisation. Your use of these products or services are subject to our partners or your organisation’s policies, where they exist.

  • If our partner is administering your use of our products or services, please direct your privacy enquiries via your administrator to the partner.
  • If your organisation is administering your use of our products or services, please direct your privacy enquiries to your administrator.

Other important privacy information
Additional information on FileHound’s approach to customer privacy can be found in your signed agreement with FileHound.

Review of this Policy
We keep our Privacy Policy under regular review and we will place any updates on this webpage.
This Privacy Policy was last reviewed in May 2018.

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