Last updated: December 17th, 2024

This Privacy Policy outlines how we collect, use, and share personal data of the people who user our services (account owners) and people who interact with our services (e.g. end users who scan Hovercode QR codes, click Hovercode short links, etc).

This website privacy policy describes how Hovercode protects and makes use of the information you give the company when you use this website.

If you are asked to provide information when using this website, it will only be used in the ways described in this privacy policy.

This policy is updated from time to time. The latest version is published on this page.

If you have any questions about this policy, please email contact us.

Introduction

We gather and use certain information about individuals in order to provide products and services and to enable certain functions on this website.

We also collect information to better understand how visitors use this website and to present timely, relevant information to them.

What data we gather

Hovercode is used in two different ways. The first is by account owners (Account Owners) and the second is the people who scan QR codes or click on short links (End Users).

For Account Owners, we may collect the following information:

• Name
• Contact information including email address and address
• Website usage data
• IP Address
• Other information pertaining to surveys

For End Users, we may collect the following information:

• User agent details (device type, browser type etc)
• Website usage data
• Truncated IP address
• If given consent, GPS location data

Information submitted by End Users is only accessable by us (Hovercode) and the Account Members the information is intended for. Our policy is that we (Hovercode) do not access this data unless required for diagnostic purposes while solving a technical issue.

We do not store personally identifiable information of end users (e.g. people who scan QR codes) without opt-in. IP adresses are truncated before being stored.

How we use this data

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

Specifically, we may use data:

• For our own internal records
• To improve the products 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 products, services, offers and other things we think might be relevant to you.
• To contact you via email for market research reasons.

Cookies and how we use them

What is a cookie?

A cookie is a small file placed on your computer's hard drive. It enables our website to identify your computer as you view different pages on our website.

Cookies allow websites and applications to store your preferences in order to present content, options or functions that are specific to you. They also enable us to see information like how many people use the website and what pages they tend to visit.

How we use cookies

We may use cookies to:

• Analyse our web traffic using an analytics package. Aggregated usage data helps us improve the website structure, design, content and functions.
• Identify whether you are signed in to our website. A cookie allows us to check whether you are signed in to the site.
• Test content on our website. For example, 50% of our users might see one piece of content, the other 50% a different piece of content.
• Store information about your preferences. The website can then present you with information you will find more relevant and interesting.
• To recognise when you return to our website. We may show your relevant content, or provide functionality you used previously.

Cookies do not provide us with access to your computer or any information about you, other than that which you choose to share with us.

Controlling cookies

You can use your web browser’s cookie settings to determine how our website uses cookies. If you do not want our website to store cookies on your computer or device, you should set your web browser to refuse cookies.

However, please note that doing this may affect how our website functions. Some pages and services may become unavailable to you.

Unless you have changed your browser to refuse cookies, our website will issue cookies when you visit it.

To learn more about cookies and how they are used, visit All About Cookies.

We will never lease, distribute or sell your personal information to third parties unless we have your permission or the law requires us to.

Any personal information we hold about you is stored and processed under our data protection policy, in line with the Data Protection Act 1998.

Security

We will always hold your information securely.

To prevent unauthorised disclosure or access to your information, we have implemented strong electronic security safeguards.

We also follow stringent procedures to ensure we work with all personal data in line with the Data Protection Act 1998.

Learn more here.

Links from our site

Our website may contain links to other websites.

Please note that we have no control of websites outside the Hovercode domain. If you provide information to a website to which we link, we are not responsible for its protection and privacy.

Always be wary when submitting data to websites. Read the site’s data protection and privacy policies fully.

GDPR

Data Protection Officer

Under the regulation, ‘Hovercode’ does not require a Data Protection Officer however, our senior data controller and GDPR practitioner can be contacted on:

Email: [email protected]

The data we will process on your behalf include:

• Name
• Email address
• IP Address

For end users (e.g. people who scan QR codes), we do not store any personally identifiable information by default.

Customers may have the capability to request your GPS location data via a QR code that we provide. If you consent to share your location, this data will be collected and shared the customer who generated the QR code.

Our Legal Basis for Processing your Personal Data

We will process your data securely under the following legal basis:

We require a name, email address, and IP address for secure identification and correspondence.

We require contact details to notify on your usage of the service

Legitimate interests pursued by us or third parties we use, are as follows:

Your contact details may be shared with some third parties who provide services that support the services we provide to you. These details are not shared furthermore.

Special Categories of Personal Data

We do not store any 'special' personal data such as driving license, passport, or national insurance number.

Disclosure

‘Hovercode’ will not pass on your data to third parties without first obtaining consent. The following third parties will receive your personal data for the following purposes as a part of processing activities:

Stripe for payments - https://stripe.com/gb/privacy

Postmark for sending emails - https://wildbit.com/privacy-policy/

DigitalOcean for hosting and back-ups - https://www.digitalocean.com/legal/privacy/ (servers located in Frankfurt, Germany)

Plausible for analytics - https://plausible.io/privacy

HelpScout for customer support - https://www.helpscout.com/company/legal/privacy/

Sentry for error monitoring - https://sentry.io/privacy/

Retention Policy

‘Hovercode’ will process personal data for a maximum of 7 years to coincide with HMRC and accounting records.

Your Rights as a Data Subject

As a data subject, you will have the following rights:

Right of access – you have the right to request a copy of the information that we hold about you.

Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.

Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.

Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.

Right of portability – you have the right to have the data we hold about you transferred to another organisation.

Right to object – you have the right to object to certain types of processing such as direct marketing.

Right to judicial review: in the event that ‘Hovercode’ refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 3.6 below.

All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.

In line with a Subject Access Request Procedure and Subject Access Request Form, ‘Hovercode’ provide the appropriate ‘System Access Request’ from upon request.

Complaints

Please send any initial complaints to: [email protected]

In the event that you wish to make a complaint about how your personal data is being processed by ‘Hovercode’ (or its third parties), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority which is the ICO (www.ico.org.uk). You can report a concern directly with the ICO, if ‘Hovercode’ fails to handle your complaint in an appropriate manner: https://ico.org.uk/concerns/

Specific Online Privacy Statement

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

Requesting data

‘Hovercode’ accepts any of the following forms of ID when information on your personal data is requested:

• Passport
• Driving licence
• Another form for ID which leaves no doubt of the data owner

Contact Us

If you have any questions about these Terms, please contact us.

Company details

Hovercode Ltd
1 Sopwith Crescent, Wickford, Essex, United Kingdom,
SS11 8YU
Registered in the UK.
Company number: 15221450