SalesMaster

PRIVACY POLICY

Overview

SalesMaster is committed to keeping all data entrusted to us secure and will only use any such data for the purpose it was collected for. This document outlines how we use your information.

We must have a legal reason for storing personal data. One of these reasons is where you have given your consent. If you have volunteered to provide us with your personal data (for example, by sending us an unsolicited email), we will treat this as you providing your consent. Where the processing of your personal data is based on consent, you have the right to withdraw this consent at any time. Simply email legal@salesmaster.co.uk. Other reasons we may hold and/or process your personal data is: where we are legally obliged to; in order to fulfill contractual obligations; or for legitimate interests.

This Privacy Policy covers all the following areas where SalesMaster holds personal data:

  • Visitors to our website
  • Visitors to our office
  • People who contact us (external)
  • People who use SalesMaster services
  • People who use our SalesMaster web or mobile application
  • Complaints or queries
  • Job applicants, current and former SalesMaster employees
  • Use of Data Processors
  • Your rights
  • Access to personal information
  • Links to other websites
  • Changes to this privacy notice
  • How to contact us
  • Visitors to our website

    The www.salesmaster.co.uk website is used for marketing our Products and the SalesMaster brand. The website collects information about how you use the website and provides an opportunity for you to contact us.

    When someone visits www.salesmaster.co.uk we use two third party services - Lead Forensics and Google Analytics - to collect standard internet log information and details of visitor behaviour patterns (such as, what pages you looked at and what links you clicked on). We do this to better understand who visits our site and the type of information they are trying to find out - this allows us to improve our website to ensure it remains fit-for-purpose and provides the best experience possible.

    You may choose to provide personally identifiable information through our ‘Contact Us’ page. We collect the information in order to respond to your contact. Our contact page - salesmaster.co.uk/contact - uses functionality to prevent automated-trolling.

    Visitors to our office

    SalesMaster is located in Denbigh House in Bletchley, Milton Keynes, UK. We collect personal information about the visitors to our office.

    CCTV - CCTV operates on our premises for security prevention and investigation purposes. Your image may be recorded on numerous cameras. All CCTV footage is securely stored and retained for a maximum of two years.

    Visitor Passes - To identify external visitors, every person visiting us at Denbigh House is required to record information for a ‘visitor pass’. This includes your name, who you are visiting and your vehicle registration number. This data is retained for three months following your visit.

    People who contact us

    People who contact us via social media

    SalesMaster has a presence on the following social media sites:

  • Twitter: @salesmasteruk
  • LinkedIn: salesmaster-uk
  • Facebook: @salesmasteruk
  • Instagram: salesmasteruk
  • Youtube: SalesMaster UK
  • People who phone our office

    When you call SalesMaster we collect information, such as the number that is calling. We use this information to help us provide an efficient and effective process. We record all inbound calls for training and monitoring purposes; enabling us to improve our services and investigate any complaints and or escalations by the caller. These recordings are retained for 13 months.

    People who email us

    Where a member of the public has contacted us via hello@salesmaster.co.uk or sales@salesmaster.co.uk or any other publically available (external) email address (including legal@salesmaster.co.uk):

    We use a Third Party supplier - Google Mail - to receive, store and respond to emails. Any emails sent to individually named accounts are only received by the named recipient, but may be forwarded internally in order to affect a resolution. Emails sent to group email addresses are received by the employees who are responsible for the type of message that the email address relates to. For example, emails sent to sales@salesmaster.co.uk are viewed by our centralised Fevore Group Sales team but no other employees have access to these emails.

    We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

    People who use SalesMaster services

    We have to hold the details of the people who have opted to use one or more of our services in order to provide it. However, we only use these details to provide the service the person has requested and/or subscribed to and for other closely related purposes.

    People who call our helpline

    When you call SalesMaster we collect information, such as the number that is calling. We use this information to help us provide an efficient and effective process. We record all inbound calls for training and monitoring purposes; enabling us to improve our services and investigate any complaints and or escalations by the caller. These recordings are retained for 13 months.

    People who email us

    Where a customer (current, future or past) has contacted us via support@salesmaster.co.uk or projects@salesmaster.co.uk or legal@salesmaster.co.uk or billing@salesmaster.co.uk or an employee’s individual SalesMaster email address or any email address ending in @salesmaster.co.uk:

    We use a Third Party supplier - Google Mail - to receive, store and respond to emails. Any emails sent to individually named accounts are only received by the named recipient, but may be forwarded internally in order to effect a resolution. Emails sent to group email addresses are received by SalesMaster employees who are responsible for the type of message that the email address relates to. For example, emails sent to support@salesmaster.co.uk are viewed by the team responsible for customer support, but no other employees have access to these emails.

    We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

    Emails sent to support@salesmaster.co.uk are also stored in Freshdesk, our helpdesk software provided by an external third party (Freshworks - see their Privacy Policy here). The software is used to ensure we provide the best support we can for the users of our Products. The data SalesMaster holds in Freshdesk is stored within the EEA.

    People who use our SalesMaster web or mobile application

    Please acknowledge that this Privacy Policy applies to personal data that is processed by SalesMaster. It does not apply to any personal data you submit, store or process in the SalesMaster Service. With respect to such personal data, you (or your employee or another entity subscribed to use the Service) act as Data Controller and we act as a Data Processor for the purposes of providing the Service.

    The SalesMaster Service is sold to an Account. An Account is the company that SalesMaster has a contract with and who pay us to use our product Service. An Account does not have access to the SalesMaster system, only named individuals (“Users”) within the Account access SalesMaster. Where the Account (e.g. your employer) has made SalesMaster available to you, the Account remains responsible for designing, enforcing and ensuring effective security controls over how SalesMaster is used within the Account. For this reason, please direct questions around your security protocols, data privacy etc. to the relevant person(s) within your Account, as your use of the Service is subject to your Account’s policies and procedures. We are not responsible for the privacy or security practices of an Account.

    The SalesMaster Products are sold to an Account. An Account is the company that SalesMaster has a contract with and who pay us to use our Products. An Account does not have access to the SalesMaster system, only named individuals (“Users”) within the Account access SalesMaster.

    Access to SalesMaster

    Where an Account has authorised a new user - or changes to an existing users access privileges - the details will be recorded in SalesMaster. The information held, in order to access the system, is your work email (which will be your “Username”), your name and your job title (used to determine the level of system access you are likely to require).

    A ‘User’ record is stored in the SalesMaster system and can only be accessed by the users granted accessed at the Account and at SalesMaster (in order to provide customer service support).

    When an employee leaves the business and/or role, the Account should suspend access for the employee to the SalesMaster system. This ensures that the User can no longer see data in the system or make any changes.

    The User record is retained indefinitely as the User may be included in the audit history of changes made to records such as Orders. The User record is only deleted when an Account is closed down in SalesMaster following a termination of service.

    People who use our chat service

    Existing customers can contact us via our live chat function within the SalesMaster application. The live chat function will automatically collect information about your browser (such as type, version and your location). We use this information so we can offer the best support, taking into account browser capabilities and possible issues with local infrastructure. The live chat is provided by a third party provider called Intercom. Their privacy policy is available on their website and a link provided here for your convenience. We use Intercom to deliver messages within the SalesMaster web application about key information and about updates to the SalesMaster application.

    People who make a complaint to us

    We try very hard to provide the best Products and Services we can. However, when we do not live up to your expectations we want to hear about it so we can investigate and make any changes we need to at SalesMaster to prevent it happening again.

    When we receive a complaint from a person, we create a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

    We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do not compile or publish statistics showing information such as the number of complaints we receive.

    We may have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying them to be disclosed, we will try to respect that wherever possible. However, it may not be possible to handle a complaint on an anonymous basis.

    We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

    Job applicants, current and former SalesMaster employees

    SalesMaster is the data controller for the information provided by you in the course of seeking work opportunities, recruitment or employment. Inbound queries and/or applications should be made via working@salesmaster.co.uk. If you have any queries about the process or how we handle your information please contact us at legal@salesmaster.co.uk.

    What will we do with the information you provide to us?

    All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

    We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

    We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

    We will keep information provided and/or obtained during the recruitment process in line with our retention policy. This means that information relating to an unsuccessful application will be retained for six months and for five years after the end of employment for successful applicants. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

    What information do we ask for and why?

    We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for, but it might affect your application if you don’t.

    SalesMaster uses two approaches for recruitment: (1) direct; and (2) through our preferred Agencies.

    We are always keen to hear directly from individuals wanting to join our team, but will delete all unsolicited emails from Agencies that we do not have an existing arrangement in place with. This is because we are unsure whether the Data Subject has given their consent in these cases. SalesMaster will not accept liability for unsolicited candidate information.

    Applicants may be vetted using a third party tool - SurveyMoney - which store their data in the USA. They are committed to ensuring the security of the information entered and are certified participants of the Privacy Shield Framework.

    Direct applications

    We are always keen to hear directly from talented individuals (regardless of whether we are currently advertising). Please email us at working@salesmaster.co.uk telling us, who you are, your CV and why you want to work at SalesMaster.

    Our recruitment team - currently comprised of the management team - will have access to all of the information you provide in order to assess your suitability for the role. We will retain your information in line with our Data Retention Policy and only store your information where we are confident it will remain secure.

    In order to reach as many people as possible, we often advertise roles on external job sites (such as Indeed.co.uk). Even where the job site allows you to apply via their site, SalesMaster will always request you apply by emailing your application (including your name, contact details and CV) to working@salesmaster.co.uk.

    If you apply via an external job site, your information may be retained by the Third Party and we encourage you to check their Privacy Policy if you apply this way. SalesMaster cannot accept any liability for how a job site (or its affiliated companies) use your data, as we have instructed applicants to apply directly to us via working@salesmaster.co.uk.

    Applications through Recruitment Agencies

    We are keen to attract and retain the best talent in the market. For this reason, we have existing arrangements with some recruitment agencies.

    We require the Recruitment Agencies we work with to uphold their responsibilities as a Data Controller and only hold data about an individual where they have a legal reason to do so. When the Recruitment Agency puts forward a candidate to us, we are operating on the understanding that the Agency has the consent of the candidate to share their data with us.

    Our recruitment team - currently comprised of the management team - will have access to all of the information put forward about you in order to assess your suitability for the role. We will retain your information in line with our Data Retention Policy and only store your information where we are confident it will remain secure.

    By providing your consent to your Recruitment Agency to pass your information to us, you are providing your permission for the Agency to act as a conduit between us. For example, we may feedback to the Agency on your suitability for a role.

    We politely request that Recruitment Agencies, that we do not have an existing relationship with, do not send through personal data on candidates that they believe are suitable for working at SalesMaster. We will do all we can to ensure unsolicited emails are destroyed and not viewed and would ask such candidates to apply directly via working@salesmaster.co.uk where we can be assured that your consent has been given (by your providing the information yourself).

    Assessments

    We might ask candidates (whether direct applications or through Agencies) to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held securely by SalesMaster. If you are unsuccessful following assessment for the position you have applied for, we will retain your details for a period of six months. This is to enable us to recontact you if a suitable position arises or to investigate and respond to any appeals. If you would rather we did not retain your data, please contact us at legal@salesmaster.co.uk.

    Conditional offer

    If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

    You may therefore be asked to provide or complete some or all of the following:

  • Proof of your identity – provide the original documents, we will take copies.
  • Proof of your qualifications – provide the original documents, we will take copies.
  • Criminal convictions – complete a criminal records declaration to declare any unspent convictions.
  • We will contact your referees, using the details you provide in your application, directly to obtain references
  • If we make a final offer, we will also ask you for the following:

  • Bank details – to process salary payments.
  • Emergency contact details – so we know who to contact in case you have an emergency at work. You must ensure that your emergency contacts are happy for you to provide us with their personal data.
  • Financial and contact information in order to join the Contributory Company Pension scheme. Joining the pension scheme is entirely your choice, but is dependent upon successful completion of three months probation period.
  • Where the role requires driving and/or the provision of a company car, we will need to see your driving licence and be granted permission, by you, to look up any endorsement data via the DVLA service.
  • National Insurance number and other financial data in order to ensure the HMRC have all required information for your employment
  • How long is the information retained for?

    If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 5 years following the end of your employment. This includes your criminal records declaration, records of any security checks and references.

    If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign. Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.

    How we make decisions about recruitment?

    Final recruitment decisions are made by the manager of the role and an independent member of the management team. All information gathered during the application process is taken into account. You are able to ask about decisions made about your application by emailing working@salesmaster.co.uk

    Existing and past employees

    An employee ‘file’ is created for you when you join SalesMaster. This file is retained securely by HR and the ‘need to know basis’ principle applied. Over time, SalesMaster will hold numerous pieces of data about you spanning: your recruitment; attendance; absences; performance and development reviews; remuneration; Health and Safety records; remuneration reviews; and any disciplinary and/or performance management records. Information is retained for a maximum of 5 years following the end of employment (some records - such as Accident records - are retained for three years after the end of the investigation). The only exception is where employment is ended through redundancy, these are retained for 6 years after the redundancy.

    Use of Data Processors

    Data processors are third parties who provide elements of our services or enable the delivery of our internal processes. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. We undertake assurance assessments on all of our Suppliers to ensure that they meet our high standards for data security.

    Some of the personal data collected is, as a result, shared with these carefully selected third party service providers and our business partners.

    We use some suppliers that will host your Personal Data in jurisdictions outside the European Economic Area. We will execute such transfers in accordance with the requirements under the Data Protection Regulations, for example by relying on the US Privacy Shield regime or the EU Contract Model Clauses (as published by the European Commission) where required and appropriate. SalesMaster will continue to use UK and European Suppliers wherever possible, but this is not always commercially viable.

    We use Third Parties in both the operation of the SalesMaster company and also our products. The suppliers can be grouped as follows:

    Analytics - Analytics - various third party products that help us analyse our codebase, how people interact with our website or to provide business insight into our users. Products used include: App Signal; Lead Forensics; Google Analytics; and Zoho. App Signal is an Application Monitoring tool that stores data in the EU. Personally identifiable information (PII) is only stored in AppSignal where personal information is included in an error log (i.e. if an error occurs when storing a name; the name would be included in the error log).

    Business systems - we use various third party products for our customer helpdesk, tracking work, managing the sales pipeline and for invoicing our subscription fees. Products used include: Basecamp; CookiePro; Freshdesk; GitHub; LastPass (LogMeIn); Xero; and Pipedrive. Moo supply our business cards and therefore only hold PII related to SalesMaster employees.

    Communication - we use various third party products for communicating internally and externally. Products used include: Google Mail; Intercom; SendGrid; Slack; and Mailchimp. Intercom is used to support and communicate with our Users via email or directly through in-app messaging. Information about how you use the SalesMaster system is passed to Intercom and allows us to better target the information we send to you and to provide effective support services. The information held in Intercom is protected under the Privacy Shield. SalesMaster ensures that when a User is suspended in the SalesMaster system they are automatically archived in Intercom. This includes automatic suspensions triggered by no login.

    Data Look-up - the SalesMaster application(s) use third party data look-up services in order to further enhance the data in our products. Services used include: GetAddress.

    Document creation and/or repository - we use various third party products for creating and storing our documents (internal and external). Products used include: Dropbox; Apple iCloud; Google Docs; Google Drive; Microsoft 365; and Trello.

    Infrastructure - the SalesMaster application(s) use third parties in order to ensure a secure, reliable and high performing system infrastructure. Third parties used include: Amazon/AWS; GitHub; Heroku; Heart Internet UK; Rackspace; and Host-it.

    Security - Meraki is installed on all SalesMaster owned mobile devices. This allows us to remote wipe and locate the device if it becomes necessary to do so. Access and management of this is strictly controlled. Webroot is installed on all SalesMaster owned laptops. This provides SalesMaster with the ability to locate where the device is and perform remote updates. The assignment of the laptop to an employee is stored in Webroot.

    Your rights

    Under the General Data Protection Regulation, you have rights as an individual which you can exercise in relation to the information we hold about you. More information can be found here.

    This privacy policy was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of SalesMaster’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. You can request further information by contacting us via either the email or postal address in the ‘How to contact us’ section below.

    Access to personal information

    SalesMaster tries to be as open as it can be in terms of giving people access to their personal information. You can find out if we hold any personal information by making a ‘subject access request’. Once we have verified your identity and if we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.
  • To make a request to SalesMaster for any personal information we may hold, you need to put the request in writing and contact us via either the email or postal address in the ‘How to contact us’ section below.

    We will initially try to deal with your request informally. If you agree, we will look to provide the specific information you need over the telephone.

    If we do hold information about you, you can ask us to correct any mistakes by contacting us via either the email or postal address in the ‘How to contact us’ section below.

    Links to other websites

    This privacy policy does not cover the links within this policy linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

    Changes to this privacy policy

    We keep our privacy policy under regular review. This privacy policy was last updated on 04 November 2019.

    How to contact us

    If you want to request information about our privacy policy you can email us at legal@salesmaster.co.uk or write to: SalesMaster, Denbigh House, Denbigh Road, Milton Keynes, MK1 1DF