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Privacy Policy

At Quill, your privacy is very important to us. We will always treat your personal data with respect. We will constantly try to meet the highest standards when collecting, storing and processing personal data.

This privacy policy explains what personal data we collect from you and how we use it, in line with current data protection legislation including General Data Protection Regulation (GDPR). Please click on the titles below for more details on each topic.

Use of cookies
When someone visits the www.quill.co.uk and www.quillpayroll.co.uk domains, we use a third-party service called Google Analytics to analyse web user activity and identify behaviour patterns. We use this information to gain insights into the best and worst performing areas of our websites in order to introduce improvements and make the user experience better for you.

We perform this monitoring by placing cookies on your machine which collect data such as pages visited, length of time spent on each page, links clicked, operating system and device type. Our data retention period in Google Analytics is 26 months as this allows us to compare website performance over a longer time period.

Google Analytics contains statistical data about our web visitors’ browsing actions and does not identify any named individual. However, you can activate your ‘Do Not Track’ settings to opt out of this use of cookies. These settings are available in the ‘Tools’ or ‘Settings’ area of your web browser.

Google has also recently introduced a new user deletion tool which allows the deletion of data associated with an individual site visitor from our Google Analytics properties. To request the removal of your data in this way, please email us at info@quill.co.uk.

To read Google’s privacy policy, please visit https://policies.google.com/privacy.

Search engine optimisation activity
We employ a search engine optimisation (SEO) agency to access our Google Analytics data, report to us on a monthly basis about website performance and suggest improvements to further boost our search rankings. These monthly reports cover traffic volume, rank positioning, clicks, impressions, links to our websites and keyword lists.

The company we use to provide this SEO service is Serendipity Online Marketing (SOM). Neither SOM nor Google will attempt to link data within Google Analytics to the identity of an individual computer user.

To read SOM’s privacy policy, please visit www.serendipity-online-marketing.co.uk/privacy-statement.

IP tracking
We use an IP tracking solution called Lead Forensics. Our website uses a small piece of code, much like Google Analytics’ cookies, to track IP addresses of visitors to our websites. These IP addresses are then matched to data on businesses and decision makers which is collected and stored within the Lead Forensics portal. This data is verified at least once in every 12-month cycle.

Lead Forensics doesn’t track personal IP addresses; only static IP addresses as used by businesses. Because of the way in which data is handled, Lead Forensics operates under legitimate interests which is one of the legal grounds for processing personal data under GDPR.

To read Lead Forensics’ privacy policy, please visit www.leadforensics.com/privacy-and-cookies.

Enquiry forms
Our websites contain e-completable enquiry forms at www.quill.co.uk/Enquiry-Form and www.quillpayroll.co.uk/contact. Data submitted in these forms – namely your name, email address, telephone number and message – is sent to us via an email from our website content management system (CMS). Our CMS is a bespoke package hosted by OG Media Solutions. We use this data to contact the individual concerned, discuss their software or service-related query and offer Quill’s solutions.

If the enquiry relates to our outsourced typing service, we share this data with Document Direct. See ‘People using our outsourced typing service’ below.

Other contact forms
Our websites contain other contact forms at www.quill.co.uk/Call-Back, www.quill.co.uk/Licence-Request and www.quill.co.uk/Recommendations. These relate to requests for call backs, purchases of additional licences and offers to become a reference site for our solutions respectively. In all instances, we use this data to get in touch about the specific enquiry. We don’t share this data with any other organisations.

‘Sign up to our monthly e-newsletters’ button
Web visitors can sign up to our electronic newsletters featuring useful hints and tips on legal software and outsourcing services, current sector developments, integration initiatives and new product launches by typing an email address into the button located in the footer section of our www.quill.co.uk website.

Again, we receive an email from our website content management system, verify your status as an existing client or prospective client, and add your personal data to either our clients or prospects newsletter subscribers database in MailChimp, the software we use to deliver our monthly newsletters.

We don’t share this data with any other organisations. See ‘Subscribers of our electronic newsletters’ below for additional clarification.

Links to other websites
This privacy notice does not cover links from our website to other sites. We encourage you to read the privacy notices on any other websites you visit.

As mentioned in ‘Visitors to our website’ above, we use a third-party system called MailChimp for our monthly electronic newsletters. These newsletters provide objective advice on various legal software and outsourcing service subjects.

We gather statistics within MailChimp regarding newsletter deliveries, opens, bounces, clicks, unsubscribes and complaints. We use this data to learn about the best and worst performing content in our newsletters so that we can provide more of the content you like and less of the content you don’t.

We also use this data to occasionally contact individuals whose behaviour suggests possible interest in our solutions, for example people who’ve clicked on multiple links. If newsletter content relates to our outsourced typing service, we will share this data with Document Direct. See ‘People using our outsourced typing service’ below.

We communicate with clients on the basis of legitimate interests and with prospects on the basis of consent. To read about the various legal bases for processing personal data as defined by GDPR, please visit the Information Commissioner’s Office website at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing.

Once you’ve joined our mailing list, you can easily opt out at any time. To stop receiving future newsletters, use the ‘Unsubscribe from this list’ hyperlink at the bottom of each newsletter. You can also update your own data and preferences via the ‘Update subscription preferences’ hyperlink located in the same place.

To read MailChimp’s privacy policy, please visit https://mailchimp.com/legal/privacy.

When you call the Quill team, we only log your personal data in our customer relationship management (CRM) software database or add your name to our newsletter subscribers list if you ask us to do so.

When you email the Quill team, we monitor content, including file attachments, for viruses or malicious software. Again, we only log your personal data in our CRM software database or add your name to our newsletter subscribers list if you ask us to do so.

None of this information is shared with any other organisations unless you’re specifically enquiring about our outsourced typing service. See ‘People using our outsourced typing service’ below.

Quill offers a wide range of legal IT solutions comprising case management software, legal accounting software, document management software, police station phone app and anti-money laundering system.

To provide this software, we host your clients’ data meaning that we act as a data processor under GDPR. To read about this classification, please visit https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/key-definitions.

As data processor, we appoint a third party cloud service provider on a sub-contractor basis to host our software and your data. The sub-contractor will not access or process your data unless you give prior written consent or it’s specifically allowed under your contract with us.

This data comprises your suppliers’, employees’ and clients’ names and addresses, telephone numbers, bank account details and matter information.

We have in place appropriate technical and organisational measures to protect against unlawful access to your personal data. To read about these measures, please visit www.quill.co.uk/Business-Continuity.

When people subscribe to our software, they can cancel their subscription in accordance with their contract terms. Upon contract termination, an export of your data is available upon request for a service administration fee, in readiness for migration elsewhere. Thereafter, we delete your data from our infrastructure after a data retention period of 400 days post contract termination.

Quill’s outsourcing services include legal cashiering, payroll and pension management, bookkeeping and typing.

In a similar way to ‘People using Quill’s legal software solutions’ above, we act as data processor for personal data relating to your suppliers’, employees’ and clients’ names and addresses, telephone numbers, bank account details and matter information. In the case of our outsourced payroll service, we also process personal data relating to your employees’ date of birth and National Insurance number.

The same technical and organisational measures apply, and can be found at www.quill.co.uk/Business-Continuity.

Again, when people subscribe to our outsourcing services, they can cancel their subscription in accordance with their contract terms. Upon contract termination, an export of your data is available upon request for a service administration fee, in readiness for migration elsewhere. Thereafter, we delete your data from our infrastructure after a data retention period of 400 days post contract termination.

Our outsourced typing service is powered by Document Direct. We manage your account and process payment. Document Direct delivers the typing service following receipt of your transcribed data. Document Direct has physical, electronic and procedural safeguards in place to protect your personal data. Find out about them at www.documentdirect.co.uk/why-us/confidential. To read Document Direct’s privacy policy, please visit www.documentdirect.co.uk/privacy-policy.

Again, when people subscribe to our outsourcing services, they can cancel their subscription in accordance with their contract terms. Upon contract termination, an export of your data is available upon request for a service administration fee, in readiness for migration elsewhere. Thereafter, we delete your data from our infrastructure after a data retention period of 400 days post contract termination.

Where clients are concerned, we believe we have a legitimate business need to store and process your personal data for some marketing purposes. As such, we’re operating under the legitimate interests lawful ground for processing, as defined by GDPR, but you always have a choice. Clear opt out mechanisms are provided at all times. Opting out, however, does mean you miss out on important updates regarding software and service enhancements.

Where prospects are concerned, we’re operating under the consent lawful ground for processing. Even after you’ve consented, you can change your mind using the clear opt out mechanisms provided.

In the UK, our data protection supervisory authority is the Information Commissioner’s Office (ICO). Read the ICO’s clarification on legitimate interests and consent processing at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/legitimate-interests and https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/consent.

Under GDPR, you have certain rights as an individual which you can exercise in relation to the personal data we hold on you. These include the right to rectification, right to erasure, right to object and right to data portability, all of which we’ve already mentioned in the sections above.

There are other rights too such as the right of access, right to be informed and more. Read the ICO’s clarification on individual rights at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights.

Should you wish to make a complaint about the way we process your personal data, you can contact the ICO at https://ico.org.uk/concerns.

Our data controller is Richard Salt. You can contact him here:-

Richard Salt
IT Director
Quill
Barclay House
35 Whitworth Street West
Manchester
M1 5NG
0161 236 2910
r.salt@quill.co.uk

We keep our privacy notice under regular review and place any updates on this web page. This privacy notice was last updated on 12th July 2018.