Privacy Policy

1. Introduction to Our Privacy Policy

1.1 Responsible entity

We are Mapify Limited (company number SC846227), a company registered in Scotland, with our registered office address at MBM Commercial, Suite 2, Ground Floor, Orchard Brae House, 30 Queensferry Road, Edinburgh, United Kingdom, EH4 2HS (Mapify).

This policy explains how we use the personal information which you provide to us when you use our platforms, which include our Website and the Mapify App. We take our responsibilities for managing your personal information seriously, and in this document, we will explain how we collect your personal information and what we do with it.

This Privacy Policy includes a reference to our Cookies Policy, where applicable.

1.2 Structure of our policy

When we say your “personal data” or “personal information” we mean any information that identifies you as a person.

You can read more information about how we process your personal information in the various sections below:

• Introduction to our Privacy Policy

• Responsible Entity

• Structure of our Policy

• What information do we collect from you?

• Subscribing to our products

• Customer Services and Support Requests

• Guest User Services

• Registered User Account

• How do we collect data from you?

• How do we use your personal information?

• Providing Products and Support Services

• Improving our Product and Services

• Customising and Improving Your Results

• Marketing and Promotional Information

• Sharing your personal information with third parties

• Overview of third-party information sharing

• Examples of third-party information sharing

• Third Party Websites, Plug-ins and Apps

• Cookies - What are they and how do we use them?

• Access to your personal data – your rights and how to contact us

• Retention of Data

• Our Security Standards

• Data protection officer

• Updates

2. What information do we collect from you?

We collect personal information from you in order to provide you with our services when you contact or request information from us or when you use our Website and Mapify App. The types of information we may collect are described in the sections below.

2.1 Subscribing to our products

If you have subscribed to Mapify, we will collect and store your contact details (name, title, telephone number and email address) and payment information. Your payment information is stored securely using third-party providers, including Stripe.

You may also add additional information to Mapify, including, but not limited to, personnel contact details, financial transactions and confidential information. This is stored securely using third-party cloud providers, including Google Cloud, which comply with various ISO standards.

2.2 Customer services and support requests

If you contact our customer services team, you may be required to provide us with your contact details (name, title, telephone number and email address) for us to communicate with you effectively and solve any queries you may have.

2.3 Guest user services

If you are a guest user, we will process the information listed below to provide our basic services. As a guest user, your information will not be linked with any personal information unless you decide to provide it. As a guest user, the information below will be collected on an anonymised basis:

• Platform usage and performance information – this is anonymised and does not identify you personally

• Device-related information – this includes your Device Identification (ID) Number, Device Manufacturer, Device Model and Operating System Version. This information will be collected whilst you use our Mapify App to secure our system and detect any potential breaches

• Internet Protocol (IP) Address

As a guest user, you will not be able to retain any data as it will be anonymised in our system.

2.4 Registered user account

If you decide to set up a full registered user account, you will be able to store your organisational data and contact details in our system, which you can view at any time in your account area. If you do not consent to this necessary processing, you cannot create a user account.

To create a user account, we require and process the following personal data: contact information such as your name, address, telephone number and email address; password, language, country location, timezone, and IP address.

We will use your personal information to provide the following services:

• Displaying your previous orders – linking your personal information to your order history

• Communicating with you about your support requests – using your contact information to engage and interact with you

• Retain your organisational information and any changes conducted using your Mapify registered user account

When you create a registered user account, you have the option to provide further personal information about your organisation, including company financials, personnel and tax information. We use this optional information to help make some of our products more relevant to you.

No special category information will be collected by Mapify unless specifically uploaded by your organisation into the platform.

3. How do we collect data from you?

You may provide us with personal information in one of the following ways when you engage us to provide products or services:

• Contact via the Mapify App (direct consent) – this information will be used to provide services relating to the Mapify product

• Contact via Telephone (support services) – this information will be used to contact and interact with you if you have any service-related queries

• Contact via our Website or the Mapify App (support services) – you will be required to leave your contact details through a support form

• Contact via Chatbot or Live Chat agent (support services) – to allow our customer service team to contact you

• Cookies via our Website or the Mapify App – when you sign in to your account on our Website or the Mapify App, your personal information may be obtained through cookies

One of our team members may, in the course of assisting you with a query or when we provide services to you, ask for your consent to use your details for further purposes such as marketing and other promotional activities. When we do this, you will be clearly advised, and your specific consent will be required before we can use your information for such activities.

We may also gather personal information about you from third parties, such as the country you are from, the device you used to visit our Website and the Mapify App (including IP addresses), and the pages you visit. We will do our best to ensure that any businesses provide this information lawfully.

4. How do we use your personal information?

Under data protection law, we can only use your personal information if we have a proper reason for doing so. This will be for one of the following reasons:

• For the performance of our contract with you or to take steps at your request before entering into a contract

• To comply with our legal and regulatory obligations

• For our legitimate interests or those of a third party

• For the establishment, exercise or defence of legal claims or proceedings

• Where you have given consent

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

We may process special category personal data for the following reasons:

• Where you have given your explicit consent

• For compliance with a legal obligation

• For the purposes of establishing, exercising or defending legal claims

• Where it is in your vital interests

• Where you have made the personal data public

• For compliance with an employment law obligation

There may be additional reasons which will be notified to you where they apply.

When we refer to special category data, we mean information such as about health, race or ethnicity, religious beliefs, sexual orientation and marital status. Information about criminal convictions is also included within this type of data.

4.1 Providing products, services and support services

We use your personal information to open a registered account with us, to send you our products, to provide you with our Mapify services and to contact you about the services that we are providing to you. Reminders and updates will be sent to you using the contact information that you provide to us or as push notifications from the Mapify App on your device. Use of our Website, Mapify App and app extensions allows you to actively and voluntarily enter personal information. Without your personal contact information, we cannot provide our product and support services to you.

4.2 Improving our product and services

We may analyse your anonymised usage data and statistical background information in order to improve our business, our Mapify App, our Website and customer services. This information is anonymised and cannot be traced back to you. This allows us to better understand user trends and to highlight key areas for improvement. Without your personal information, we are unable to enhance your experience or improve our services.

Feedback and complaints will be linked to the provided personal information in order to provide support and respond to the request.

4.3 Customising and improving your results

Usage data and activity on the Website and within the Mapify App will also be monitored to improve the overall user experience and ensure that our services benefit our users in the most effective way. For example, we may use activity data to optimise or highlight key pieces of information on specific notification alerts, product pages or menu designs. This will allow us to continually develop, improve and launch new features—conducting regimented usage and security reviews before live updates are released. These improvements are provided to you, for example, via product or regular app updates.

4.4 Marketing and promotional information

We may use your personal information to contact you about product offers, promotions and other news or information about our business. This will allow us to highlight user stories or recommendations that might be of interest to you alongside product-related discounts or offer codes. We will obtain your consent before using your personal information for other purposes under special circumstances, such as a user study.

You can update your marketing preferences at any time by clicking ‘unsubscribe’ on our newsletters or by updating your account settings. We will continuously improve our marketing content to ensure it is relevant and tailored for the best possible service.

5. Sharing your personal information with third parties

5.1 Overview of third-party information sharing

In order to provide our services and operate our Website and the Mapify App, we use various third parties which are carefully selected by us. These parties include companies which provide business functions such as email, marketing assistance, accounting, payment processing, data management, website support and business advice.

All of these third parties have in place policies and procedures to ensure adherence to the General Data Protection Regulation (GDPR). In some circumstances, your data may be transferred to or stored at a location outside the UK or the European Economic Area (EEA) and processed by individuals acting for one of these third parties. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and the GDPR. Where it is necessary to process data outside the UK or the EEA, we will ensure that the relevant third party processing the data has provided the required contractual undertakings as specified by the EU.

5.2 Examples of third-party information sharing

We may have to share your personal information with third parties in certain circumstances. Some examples of these scenarios are set out below:

• Legal purposes – we may be required to share your data with law enforcement or government agencies. This may be as part of an investigation, fraud prevention or similar

• Business reorganisation – if we are involved in an acquisition, a merger, a sale of assets or a liquidation, we may be required to share specific user data. If this circumstance arose, appropriate undertakings would be obtained from the third party

• Financial transactions – we process payments through third-party payment providers, including Stripe. You can find more information about how Stripe manages your data here: https://stripe.com/gb/privacy

5.3 Third party websites, plug-ins and apps

Sections of our Website and the Mapify App, such as our blog articles and press media pages, can include links to other websites, plug-ins and apps which we do not own or control. These external links will provide you with additional information, products and services that will improve your experience—such as retail partners, knowledge bases or support articles.

If you click on those links, activate the plug-ins or apps (for example, if you click on a link to share our blog article to your social media accounts, such as LinkedIn, or choose to post a comment through your social media accounts), you may allow third parties to collect or share information about you. Because we do not control these other websites, we are not responsible for their privacy notices or how they will handle your personal information.

When you leave our Website, we strongly suggest that you read the privacy notice of every website that you visit.

6. Cookies – what are they and how do we use them?

The Mapify website uses cookies to distinguish you from other users on our website. This helps us provide you with a good experience when browsing our website and also allows us to improve it.

This Cookie Policy may be updated from time to time to reflect changes to the cookies we use and any other legal or operational reasons. Please come back to the website occasionally to keep up to date with our use of cookies.

Our content policy includes the following:

• What is a Cookie Anyway?

• Strictly Necessary Cookies

• Performance and Advert Cookies

• Analytics Providers

• Rejecting Cookies

6.1 What is a cookie anyway?

Cookies are a kind of short-term memory for the web. They are stored in your browser and enable a site to 'remember' little bits of information between pages or visits. They are widely used to make the web experience more personal, which is generally seen as a positive thing. However, some cookies collect data across many websites, creating 'behavioural profiles' of people. By requiring websites to inform and obtain consent from visitors, it aims to give web users more control over their online privacy.

A cookie is a tiny file made up of letters and numbers that is stored on your internet browser or the hard drive of your computer when you visit a website. You can choose whether or not you want the cookie to be stored on your computer. Cookies are very helpful as they can be used to remember lots of interesting information, for example, what you did on our website when you last visited it. By continuing to browse the website, you are agreeing to our use of cookies.

“Session cookies” are downloaded to your computer for a short period of time whilst you browse a particular website; these cookies might allow you to navigate better between pages or allow websites to remember the preferences you select. “Persistent cookies” can be used to help websites remember you as a returning visitor or ensure the online adverts you receive are more relevant to your interests. We use both session cookies and persistent cookies to perform a number of different purposes across our website.

Mapify uses necessary cookies to make the site work. Mapify uses optional analytics cookies to help improve it. Mapify will not set optional cookies unless you enable them. Using our cookie consent tool will set a cookie on your device to remember your preferences.

6.2 Strictly necessary cookies

These are cookies that we really need in order to make our website work properly. These cookies are deleted when you close your web browser.

No necessary cookies are enabled at this time.

Necessary cookies enable core functionality such as security, network management, and accessibility.

6.3 Performance and advert cookies

These cookies allow us to recognise and count the number of visitors to our website. They also let us see how our visitors browse our website. This helps us to improve our website so that you can find what you are looking for easily. While these cookies do not identify you personally while you are not logged in, they will collect your browser information and anonymised data for the purposes outlined above. In certain cases, some of these cookies are managed by third parties such as Google Analytics. Performance cookies are valid for different periods of time, and they can be deleted at any stage using your browser settings.

We use third-party cookies from businesses like Google and Facebook to show you more relevant adverts for things we think you’d like. For example, if you’ve visited pages about our products, we may decide you could be interested in our products and show you an advert about one on Facebook.

You can find more information about Facebook’s Cookie Policy and Privacy Policy at: https://www.facebook.com/policies/cookies/

You can find more information about Google Ads and Google’s Privacy Policy at: http://google.com/privacy/ads/.

No performance and advert cookies are enabled at this time.

6.4 Analytics providers

The Mapify website uses Google Analytics and Google Tag Manager, which place cookies on your computer to help our website figure out how visitors are using our website. The information that the cookie gathers about how you use the website (including your IP address – which is like an address for your computer) will be sent to and looked after by Google. Google then looks at how you use our website and makes reports for us that tell us how people are using our website. If you do not want these cookies on your computer, you can change the settings on your internet browser (or ask an adult to do this if you do not know how). You must understand that if you turn off cookies, you might not be able to use all parts of the website.

Please visit: policies.google.com/privacy?hl=en/ and support.google.com/analytics/answer/6004245 for further information on how Google uses your personal information.

To opt out of being tracked by Google Analytics across all websites, visit: http://tools.google.com/dlpage/gaoptout.

6.5 Rejecting cookies

You can block cookies by activating the setting on your internet browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including strictly necessary cookies), you may not be able to access all or parts of our website.

Some internet browsers—like Internet Explorer, Firefox, Chrome and Safari—include the ability to transmit “Do Not Track” or “DNT” signals. Mapify respects this setting, and the website will not track you if you enable this option.

Alternatively, you could visit www.aboutcookies.org, which contains comprehensive information on cookies on a wide variety of browsers. You will also find details on how to delete cookies from your computer. To learn about controlling cookies on the browser of your mobile device, please refer to your handset manual.

7. Access to your personal data – your rights and how to contact us

You have the following rights in relation to your personal information:

• Access to the personal data we hold on you: You have the right to ask us for a copy of the personal information we hold on you, called a “subject access request”. There is no fee for this. However, requesting subsequent copies of such information within an unreasonably short period may be chargeable.

• Right to rectify or erase your personal data: You also have the right to have any inaccuracies corrected or removed. You have the right to close your account by contacting support@mapifylogistics.com or using the account deletion process in the App and the Website. This will permanently remove all of your account information and personally identifiable data.

• Right to withdraw consent: If you have given us consent to use your personal details, you may withdraw this consent at any time by emailing us at support@mapifylogistics.com. Your withdrawal of consent or objection to processing may mean we cannot perform the services you have requested or you may not be able to use the services we offer. We will advise you where this is the case. In certain circumstances, even if you withdraw your consent, we may still be able to process your personal information if required or permitted by law or for the purpose of exercising or defending our legal rights or meeting our legal and regulatory obligations.

• Right to limit processing your data: You may also instruct us to cease processing your data if no longer relevant, or if there are no other legal or contractual obligations for us to do so.

If you have any enquiries and/or wish to exercise any of your rights in this privacy policy, please contact us by emailing support@mapifylogistics.com.

You also have the right to make a complaint about our data processing activities to the Information Commissioner’s Office. Further details can be found at https://ico.org.uk.

8. Retention of data

We hold your personal information only for as long as is necessary for the specified purpose. Once you have closed your account with us, we will delete all of the personal information that we hold on you apart from your name and email address, which we will hold on our marketing database if you agreed to receive news and other communications from us. You may unsubscribe from any of our marketing emails at any time.

We will also keep invoicing and other accounting records which are necessary to satisfy HMRC. For payment information records, please see the privacy policies of our payment providers.

Anonymised results generated from the Mapify App and user profile information will be retained for the purposes of improving our analytical algorithms, search engine, and will remain in the ownership of Mapify Limited. This data cannot be associated with an individual’s personally identifiable information.

9. Our security standards

We use standard SSL encryption throughout our business. Data on the Website is only accessed through an encrypted SSL. All orders placed with us for our products are handled via our payment providers to ensure the security of our ordering process.

All personal information that you provide to us or that we collect is stored on our secure servers, which are located within the UK. We promise that we will do our best to ensure that your personal information is treated securely.

We have appropriate security measures in place (such as encrypted passwords) to protect your personal information from being accidentally lost, used or accessed by someone who does not have permission to access it.

We only give access to your personal information to people who need to access it in order to carry out their job, such as our system administrators and customer support agents, where applicable. They will only use your personal information for a specific task, and they undertake to keep any information confidential.

We have procedures to deal with any suspected breaches of personal information, and if the law requires us to, we will tell you (and any regulator) if there has been a breach.

10. Data protection officer

Our data protection officer is available to answer any data protection questions at privacy@mapifylogistics.com. The officer independently monitors compliance with all data protection regulations and is subject to strict statutory confidentiality obligations.

The officer is widely involved in all questions associated with protecting the personal information of our users and monitors our processing on an ongoing basis, informs and regularly advises the entire team in order to ensure the best possible protection of all user data.

11. Updates

This Privacy Policy is reviewed by us regularly and may be updated from time to time. Please ensure that you are familiar with these changes.