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QUARTER ONE FINANCE LIMITED PRIVACY POLICY
LAST UPDATED: 15 OCTOBER 2018
Welcome to QuarterOne, an online forecasting and revenue management application designed especially
for small and medium-sized businesses that already use SaaS CRM and accounting tools.
This Privacy Policy is intended to explain how we manage and protect personal data. Please read the
policy carefully.
This notice applies across our www.quarterone.com (the Website), all other websites that we own and
operate and all services we provide, including our online and mobile forecasting and financial services
products, and any other apps or services we may offer (for example, training, consulting and events). For
the purpose of this notice, we’ll just call them our ‘services’.
When we say ‘personal data’ we mean identifiable information about you, like your name, email, address,
telephone number, bank account details, payment information, support queries, community comments
and so on. If you can’t be identified (for example, when personal data has been aggregated and
anonymised) then this notice doesn’t apply. Check out our terms of use for more information on how we
treat your other data.
We may need to update this notice from time to time. Where a change is significant, we’ll make sure we
let you know – usually by sending you an email.
Who are ‘we’?
When we refer to ‘we’ (or ‘our’ or ‘us’), that means Quarter One Finance Limited and all its wholly owned
subsidiaries. Our headquarters are in the UK. Address details for our offices are available on our Contact
us page.
We provide an easy-to-use global online platform for small businesses and their advisors. If you want to
find out more about what we do, see our About page on the Website.
For European Union data protection purposes, when we act as a controller in relation to your personal
data, Quarter One Finance Limited (company number 10959586) is our representative in the European
Union.
Our principles of data protection
Our approach to data protection is built around four key principles. They’re at the heart of everything we
do relating to personal data.
Transparency: We take a human approach to how we process personal data by being open, honest and
transparent.
Security: We champion industry leading approaches to securing the personal data entrusted to us.
Stewardship: We accept the responsibility that comes with processing personal data.
Enablement: We try to ensure that you have efficient use to use your personal data to empower business
productivity and growth.
How we collect your data
When you visit our websites or use our services, we collect personal data. The ways we collect it can be
broadly categorised into the following:
Information you provide to us directly: When you visit or use some parts of our websites and/or services
we might ask you to provide personal data to us. For example, we ask for your contact information when
you sign up for a free trial, respond to a job application or an email offer, participate in community
forums, join us on social media, take part in training and events, contact us with questions or request
support. If you don’t want to provide us with personal data, you don’t have to, but it might mean you
can’t use some parts of our websites or services.
Information we collect automatically: We collect some information about you automatically when you
visit our websites or use our services, like your IP address and device type. We also collect information
when you navigate through our websites and services, including what pages you looked at and what links
you clicked on. This information is useful for us as it helps us get a better understanding of how you’re
using our websites and services so that we can continue to provide the best experience possible (e.g., by
personalising the content you see).
Some of this information is collected using cookies and similar tracking technologies. If you want to find
out more about the types of cookies we use, why, and how you can control them, take a look at our
cookie notice.
Information we get from third parties: The majority of information we collect, we collect directly from
you. Sometimes we might collect personal data about you from other sources, such as publicly available
materials or trusted third parties like our marketing and research partners. We use this information to
supplement the personal data we already hold about you, in order to better inform, personalise and
improve our services, and to validate the personal data you provide.
Where we collect personal data, we’ll only process it:
• to perform a contract with you; or
• where we have legitimate interests to process the personal data and they’re not overridden by your
rights: or
• in accordance with a legal obligation; or
• where we have your consent.
If we don’t collect your personal data, we may be unable to provide you with all our services, and some
functions and features on our websites may not be available to you.
If you’re someone who doesn’t have a relationship with us, but believe that a QuarterOne subscriber has
entered your personal data into our websites or services, you’ll need to contact that QuarterOne
subscriber for any questions you have about your personal data (including where you want to access,
correct, amend, or request that the user delete, your personal data).
How we use your data
First and foremost, we use your personal data to operate our websites and provide you with any services
you’ve requested, and to manage our relationship with you. We also use your personal data for other
purposes, which may include the following:
To communicate with you. This may include:
• providing you with information you’ve requested from us (like training or education materials) or
information we are required to send to you
• operational communications, like changes to our websites and services, security updates, or
assistance with using our websites and services
• marketing communications (about QuarterOne or another product or service we think you might be
interested in) in accordance with your marketing preferences
• asking you for feedback or to take part in any research we are conducting (which we may engage a
third party to assist with).
To support you: This may include assisting with the resolution of technical support issues or other issues
relating to the websites or services, whether by email, in-app support or otherwise.
To enhance our websites and services and develop new ones: For example, by tracking and monitoring
your use of websites and services so we can keep improving, or by carrying out technical analysis of our
websites and services so that we can optimise your user experience and provide you with more efficient
tools.
To protect: So that we can detect and prevent any fraudulent or malicious activity, and make sure that
everyone is using our websites and services fairly and in accordance with our terms of use.
To market to you: In addition to sending you marketing communications, we may also use your personal
data to display targeted advertising to you online – through our own websites and services or through
third party websites and their platforms.
To analyse, aggregate and report: We may use the personal data we collect about you and other users of
our websites and services (whether obtained directly or from third parties) to produce aggregated and
anonymised analytics and reports, which we may share publicly or with third parties.
To provide services to our subscribers: In order to provide our services to a subscriber, we may use
information provided to us by the Subscriber about their customers and prospective customers, which
may include personal data. In such circumstances, we will only process such personal data to fulfil our
obligations to our subscriber.
How we can share your data
There will be times when we need to share your personal data with third parties. We will only disclose
your personal data to:
• other companies in the QuarterOne group of companies
• third party service providers and partners who assist and enable us to use the personal data to, for
example, support delivery of or provide functionality on the website or services, or to market or
promote our goods and services to you
• regulators, law enforcement bodies, government agencies, courts or other third parties where we
think it’s necessary to comply with applicable laws or regulations, or to exercise, establish or defend
our legal rights. Where possible and appropriate, we will notify you of this type of disclosure
• an actual or potential buyer (and its agents and advisers) in connection with an actual or proposed
purchase, merger or acquisition of any part of our business
• other people where we have your consent.
International Data Transfers
When we share data, it may be transferred to, and processed in, countries other than the country you
live in – such as to the United States, where our data hosting provider’s servers may be are located, and
to the Philippines, where some of our software development is performed. These countries may have
laws different to what you’re used to. Rest assured, where we disclose personal data to a third party in
another country, we put safeguards in place to ensure your personal data remains protected.
For individuals in the European Economic Area (EEA), this means that your data may be transferred
outside of the EEA. Where your personal data is transferred outside the EEA, it will only be transferred to
countries that have been identified as providing adequate protection for EEA data, or to a third party
where we have approved transfer mechanisms in place to protect your personal data – i.e., by entering
into the European Commission’s Standard Contractual Clauses, or by ensuring the entity is Privacy Shield
certified (for transfers to US-based third parties). For further information, please contact us.
Security
Security is a priority for us when it comes to your personal data. We’re committed to protecting your
personal data and have appropriate technical and organisational measures in place to make sure that
happens.
Retention
The length of time we keep your personal data depends on what it is and whether we have an ongoing
business need to retain it (for example, to provide you with a service you’ve requested or to comply with
applicable legal, tax or accounting requirements).
We may retain your personal data for as long as we have a relationship with you and for a period of time
afterwards where we have an ongoing business need to retain it, in accordance with our data retention
policies and practices. Following that period, we’ll make sure it’s deleted or anonymised.
Your rights
It’s your personal data and you have certain rights relating to it. When it comes to marketing
communications, you can ask us not to send you these at any time – just follow the unsubscribe
instructions contained in the marketing communication, or send your request to
privacy@quarterone.com.
You also have rights to:
• know what personal data we hold about you, and to make sure it’s correct and up to date
• request a copy of your personal data, or ask us to restrict processing your personal data or delete it
• object to our continued processing of your personal data
You can exercise these rights at any time by sending an email to privacy@quarterone.com.
If you’re not happy with how we are processing your personal data, please let us know by sending an
email to privacy@ quarterone.com. We will review and investigate your complaint and try to get back to
you within a reasonable time frame. You can also complain to your local data protection authority. They
will be able to advise you how to submit a complaint.
How to contact us
We’re always keen to hear from you. If you’re curious about what personal data we hold about you or
you have a question or feedback for us on this notice, our websites or services, please get in touch.
As a technology company, we prefer to communicate with you by email – this ensures that you’re put in
contact with the right person, in the right location, and in accordance with any regulatory time frames.
Our email is privacy@quarterone.com