Privacy Policy

About this privacy policy

Welcome to Quill. Quill helps law firms streamline and run their practice better by providing simple and easy-to-use legal accounting and case management software, as well as outsourced legal cashiering (and other) services.

When this privacy policy uses the term “Quill”, “company”, “us,” “we” or “our”, we mean the company Quill Pinpoint Ltd. Quill’s products, features and offerings are collectively referred to as “software” or “services”. Consumers using our software and services are all referred to in these terms collectively as “users”, “you” or “your”.

What is the privacy policy for?

This privacy policy is for this website www.quill.co.uk and sister site www.quillpayroll.co.uk by Quill and governs the privacy of its users who choose to use it.

The policy sets out the different areas where user privacy is concerned and outlines the obligations and requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed in this policy.

This privacy policy will be updated by the data controller when necessary, always refer to this page for the updated version.

Who should I contact with questions?

You can reach out to our Data Protection Officer (DPO) via email dpo@quill.co.uk or write to us at:

DPO
Quill Pinpoint Ltd.
Castle Quay
Manchester
M15 4NJ

What is your website privacy policy?

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.

INFORMATION YOU GIVE US

If you decide to register with or use the Quill software or service, you will be asked to provide certain information about yourself. You will voluntarily provide us with personal data which includes your name, email address and contact details when you:

  • Purchase or register to use the software or service
  • Sign up to use the software or services
  • Request and receive customer support
  • Provide billing and payment information
  • Register for offers or events
  • Post comments on our website or software platform
  • Participate in discussion boards or other social media functions on our website or software platform

INFORMATION WE MAY GATHER FROM YOU

  • Name, job title, company name and number of software licences currently held in your business
  • Contact or event registration information including email address and phone number
  • Billing and payment information
  • Demographic information
  • Cookies
  • Website usage data
  • Other information relevant to client enquiries
  • Other information pertaining to software, services, special offers, reports, surveys and event registration

HOW WE USE THIS INFORMATION

Collecting this data helps us understand what you are looking for from the company, enabling us to deliver improved software and services.

Specifically, we may use data:

  • For our own internal records
  • To improve the software and services we provide
  • To contact you in response to a specific enquiry
  • To customise the website for you
  • To send you promotional emails about software, services, events, offers and other things we think may be relevant to you
  • To contact you via email, telephone or mail for market research reasons
How do you manage cookies?

This website uses cookies to better the user’s experience while visiting the website. Where applicable, this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer/device. This complies with legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer/device.

Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server, to provide the users with a tailored experience within this website. Cookies also enable us to see information like how many people use the website and what pages on our website they visit.

Users are advised that if they wish to deny the use and saving of cookies from this website onto their computers hard drive, they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics, which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy here for further information at http://www.google.com/privacy.html and access our full cookies policy at www.quill.co.uk/cookies-policy.

What is your communications policy?

Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time when it is no longer required or has no use, as detailed in GDPR and the Data Protection Act 2018. Every effort has been made to ensure a safe and secure form to email submission process but we advise users using such form to email processes that they do so at their own risk.

This website and its owners use any information submitted to provide you with further information about the software/services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter programme the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you the consumer have previously purchased from or enquired about purchasing from the company software or service that the email newsletter relates to. This is by no means an entire list of your user rights in regards to receiving email marketing material. Your details are not passed on to any third parties without explicit consent from you and you can thereafter update your preferences or unsubscribe at any time.

What is your email newsletter privacy policy?

Where it is in accordance with your marketing preferences, we may use your personal data to contact you in the future for our marketing and advertising purposes including, without limitation, to inform you about software, services or events we believe might be of interest to you, to develop promotional or marketing materials and provide those materials to you, and to display content and advertising on or off the solutions that we believe might be of interest to you.

This website operates an email newsletter programme, used to inform subscribers about events, software and services supplied by Quill. Users can subscribe through an online automated process should they wish to do so, but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user.

Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with GDPR and the Data Protection Act 2018. No personal details are passed on to third parties or shared with companies/people outside of the company that operates this website without your prior consent. Under the Data Protection Act 2018, you may request a copy of personal information held about you by this website’s email newsletter programme. A small fee will be payable. If you would like a copy of the information held on you, please write to the business address in the footer of this website.

Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include: the opening of emails, forwarding of emails, the clicking of links within the email content as well as the times, dates and frequency of activity (this is by no far a comprehensive list). This information is used to refine future email campaigns and supply the user with more relevant content based on their activity.

In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003, subscribers are allowed to update their preferences and unsubscribe at any time through an automated system within Mailchimp. This process is detailed in the footer of each email campaign. If an automated un-subscription system is unavailable, clear instructions on how to unsubscribe will be detailed instead.

Who do you share your information with?

We are not in the business of selling your personal data. Therefore, we will not sell your personal data to third parties including third-party advertisers. There are, however, certain circumstances in which we may disclose, transfer or share your personal data with certain third parties without further notice to you. This includes other entities in the Quill Group or selected third parties that we work with, where necessary for delivering the services that you request from us.

What is your policy for subscribers of for your software and outsourcing services?

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

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

As a 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.

We’re recognised by HMRC as a provider of software which is compatible with Making Tax Digital for VAT. Our legal accounting software allows users to submit VAT returns to HMRC. You should refer to HMRC’s transaction monitoring privacy notice for details as to how and what data HMRC collects about you when you submit your VAT return.

When people subscribe to our software, they can cancel their subscription per 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.

The same applies to subscribers of our outsourced cashiering, payroll (whereby we also process personal data relating to your employees’ date of birth and National Insurance number) and typing services.

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.

What is your careers privacy policy?

Quill collects personal data to contact potential applicants about a role that we have advertised. Quill collects the following information from any job applicant who uploads their CV and applies via our Applicant Tracking System (ATS):

  • name
  • home address
  • country of residence
  • email address
  • phone numbers
  • nationality
  • IP address (the number identifying your electronic device when accessing the internet)
  • details of education and working career
  • personal interests
  • vacancies applicant may be interested in

When a person applies for a position at Quill, we keep a copy of the CV and application form (if completed) for up to twelve months and share it directly with the recruiting director who advertised the position within our ATS. Within that time, we may contact the applicant regarding similar roles should we feel that the applicant’s skills and experience are relevant. Quill will store a copy of the CV and application form, and any other information provided, for no longer than is necessary. We do not share CV or personal details outside of the company, and contact details are only used to contact applicants should a relevant position become available within twelve months of the original application. An applicant can request that Quill deletes his or her CV and personal details from our records by emailing info@quill.co.uk.

How can I control the information you have about me?

Please contact us if you have any questions about this privacy policy or the way we use the information we hold about you, if you would like a copy of the personal data we hold about you, or if you want to make a complaint or comment. Email us at info@quill.co.uk, or write to the Data Controller, Quill, Castle Quay, Manchester, M15 4NJ.

If you have agreed that we can use your information for marketing purposes, you can change your mind easily, via one of these methods:

  • Unsubscribe to our newsletter or change your opt-in settings which are located in the footer of each newsletter you receive from us
  • Send an email to info@quill.co.uk

To opt-out of this website collecting cookies, please activate the relevant setting on your browser to refuse the setting of all or some cookies. Please note this may affect access to parts of this website.

What about external links and social media?

Although this website only looks to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website.

The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should, therefore, note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned. Users are encouraged to read the privacy notices on any other websites visited via this site.

SOCIAL MEDIA PLATFORMS

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held within each social media platform respectively.

Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. Neither this website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help users to share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their discretion and note that the social media platform may track and save requests to share a web page respectively through the social media platform account.

SHORTENED LINKS IN SOCIAL MEDIA

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy URLs.

Users are advised to take caution and good judgement before clicking any shortened URLs published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine URLs are published, many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.

Where can I get more information?

RESOURCES & FURTHER INFORMATION

CHANGES TO PRIVACY POLICY

Last updated: 18 February 2021

We may change this policy from time to time. Any changes will apply when they have been posted on the site. We will assume you accept these changes if you continue to use the site after that time.

Last updated: 18 February 2021