We regularly update this Privacy Notice to ensure that you are always accurately informed about how we collect, hold, and manage your Personal Information. Please read this Privacy Notice together with our Terms of Use and any other documents referred to in it to help you make informed decisions about providing ONE EPOS with your Personal Information.

“Personal Information” “Personal Data” or “Data” in this Privacy Policy all relate to the personal information of identifiable living individuals and the terms may be used interchangeably.

This Privacy Policy relates to any living individual providing Personal Information to One Epos. We will for that purpose use the term “You” or “you” in this policy.

Epos Now is a leader in providing cloud POS. We act as the “data controller” for our customers, employees, and partners. For Data Subjects using the POS systems we provide to our customers, we are a “data processor”.

For the purposes of the Data Protection Act 2018 and the European General Data Protection Regulation (EU 2016/679) (“GDPR”) and any other applicable data protection and privacy laws and regulations (collectively “Data Protection Legislation”), One Epos is the data controller for all Personal Information and we determine the means and purpose of processing. One Epos has registered with the UK Information Commissioners Office (ICO) under registration number ZA201586 and we have a Data Protection Officer.

Our registration with the ICO and all of our data protection practices are aimed at ensuring we provide all of the protection required under Data Protection Legislation to your Personal Information. This Privacy Notice is designed to inform you how we do that in a clear and concise fashion. If you have any questions about our data handling practices or require assistance in understanding this notice, please contact us via the details given in the “how you can contact us” section below.

We may collect Personal Information about you in the following circumstances to enable us to provide You with the services we offer.

1. When using our Website
   Whilst you can use the Website without giving out Your personal data, once You contact us via the Website or upload user information, One Epos collects information about you, which may include:
   – Your name;
   – Address;
   – Email address; and
   – Telephone numbers (including mobile)
2. We may also collect technical information about you when you visit the Website. This information may include:
   – the Internet protocol (IP) address used to connect your computer to the Internet;
   – Your browser type and version;
   – time zone setting; and
   – operating system and platform, and browser plug-in types and versions
   – Information about your visit(s) to the Website may also be collected. The collected information is used to provide an overview of how people are accessing and using the Website. It is not used for any additional purpose, such as to profile those who access the Website
3. When you have registered interest in our services
   If you have provided Your request for further information about our services to one of our trusted partners, we will seek sufficient personal information about You to allow us to contact you and reply to Your inquiry, such as:
   – Your name;
   – email address;
   – business or home address;
   – telephone number; and
   – Social Handles
4. You always have the right to opt-out of receiving marketing information from Epos Now at any time. If you have chosen to subscribe to our marketing information we will collect the minimum contact information required to provide you with our newsletter, offers, and updates including:
   Your name
   email address; and
   telephone number
   Free Trial User – Analysis

We may need to collect and use your personal information to create an account for the business requesting our services. This will always be collected directly from You and may include:

– Your name;
– Postal address;
– Invoicing details/address;
– Information regarding the services You request;
– Supplementary information You provide us about Yourself when contacting us;
– Email address; and
– Telephone numbers (including mobile)

During Your customer support interactions we may collect the following information from You:

– Account Number;
– Your name;
– Work contact details (email address and telephone number);
– Professional information (business role and responsibilities); and
– Information regarding the services you request

as well as any additional information you choose to volunteer to us. We will only retain the information required to provide you with the support you request.

Where a remote service is provided to resolve a service issue, we will record the session for internal use only, so we have a record for further support or to use it as the basis of further resolution.

We routinely record telephone calls as our sales are often undertaken by telephone and we need to record so we can establish the contents of any contractual arrangements we have made with you. We will also record calls with customer support so we can show whether we have dealt with any issues raised and for training and quality purposes. Call recordings are deleted after 12 months.

If you fail to provide us with Personal Information

You always reserve the right to withhold Your personal information, but this may considerably affect and limit how we provide our services

Where we need to collect personal data by law, or under the terms of a contract we have with You and You fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a product or service You have with us but we will notify you if this is the case.

We will only ever use your personal information when allowed to by law and always under a documented lawful basis for processing.

1. We may use your personal information:
   – to assess Your suitability for any particular service;
   – to create an account for our services;
   – to manage service cases as and when they arise;
   – to process order requests for our services;
   – to process repeat payments for services You have purchased;
   – to give you information that You request from us and to improve our services;
   – to notify you about changes to our services;
   – to allow us to operate the Website efficiently;
   – any relevant troubleshooting, testing or statistical analysis as appropriate; and
   to keep the Website secure
2. We may, where we have obtained your express permission, also use the information collected to:
   – Provide you with information about our services that we offer via promotional emails;
   – keep you up to date with features on the Website; and
   – permit selected third parties to provide you with information about goods or services they feel may interest You (a list of such third parties are available on request).
3. You are not under any obligation to opt-in to any marketing communications and You can opt-out of any of these data uses at any time by emailing info@one-epos.co.uk. We will only keep your information for as long as reasonably required.

We always ensure that a lawful basis (as defined in the UK Data Protection Act 2018 and GDPR) exists for all the Personal Information we process at One Epos.

We will only process your information for as long as we have a relevant lawful basis to do so. This is usually in order to provide you with the contractual services you have requested from One Epos or if you have provided us with adequate consent to process your information for other purposes.

If we choose to process your information under the lawful basis of legitimate interests, we will always inform you of our legitimate business interest and your right to object.

If you choose to access your Personal Information under the rights afforded to you by Data Protection Legislation, we will always inform you of the lawful basis under which we process your information.

We take our security obligations very seriously and constantly monitor for breaches and potential weaknesses.

When we collect information about you, we also make sure that our information is protected from unauthorised access, loss, manipulation, falsification, destruction, or unauthorised disclosure. This is done through appropriate technical measures. We use computer safeguards such as firewalls and data encryption, we enforce physical access controls to our buildings and files, and we authorise access to Personal Information only for those employees who require it to fulfil their job responsibilities.

However, you should be aware that providing information over the internet can never be guaranteed as being completely safe and if you choose to send such information to us via the internet, you do so at your own risk.

If we are required to store or process your data outside of the European Economic Area and/or UK, we will comply with the provisions of the Data Protection Act 2018 and GDPR and any other guidance issued by the EU for data transfers from the EU to the UK.

We shall not transfer any Personal Information to any country outside of the UK or European Economic Area unless we ensure that such Personal Information is subject to an adequate level of protection and appropriate legal safeguards in accordance with Data Protection Legislation. If You wish to access your Personal Information, we will inform you of the transfers we make (if any) and the legal safeguards we have employed to ensure the ongoing security and protection of Your data.

How can you contact us?

Please contact us at info@one-epos.co.uk if You have any questions, comments, or requests regarding this Privacy Policy.