Effective Date: May 2018
Who we are
The Socrates 360 mobile app is owned and operated by Socrates Software Ltd, a limited company registered in England under company number 07485918, whose registered address is 9a Burroughs Gardens, London, United Kingdom, NW4 4AU and whose main trading address is The Old Granary, Westwick, Oakington, CB24 3AR.
Collection of data
We collect some information about you when you interact with our app or visit our website.
When you use our website
When you use our website we collect certain information about you in the log files generated by our web servers. These may include the following:
- your IP address
- your operating system
- your web browser/version
- the pages visited
- a timestamp
When you use our app
We collect information about you when you use the app. This may include information collected automatically such as:
- your IP address
- your device type
- your device operating system
- a timestamp.
We may also generate a unique device or user ID to allow us to identify you uniquely among other users.
Data required for specific app features
The app may allow you to complete forms, questionnaires and surveys that may be provided to you by your institution which allow the capture of images, location data, audio recordings or physical signatures.
You do not have to allow the app to access this information but it may affect the functionality of the app if you refuse permission. For example, if you deny access to the camera, you will not be able to store a profile photo for your user profile.
Any data you do provide will be linked to your user account and stored securely.
Account registration
When you register an account through the app, or update your user profile from within the app, we will collect personal information about you for the purposes of delivering the services of the app.
This information may include:
- First Name
- Last Name
- Username
- Phone number
- Skype ID
- Email address
- User profile photo
- Date of birth
- Gender.
Not all of this information is mandatory, and you can use the app without providing some of this information. If your institution has provided you with login access to the app, your institution may have provided some of this information to us. You can also update your profile information from within the app at any time.
Notifications
We may also send you notifications to let you know about appointments or other information within the app. If you consent, these may be delivered to your device to appear within the system notification centre, otherwise the messages will be accessible only within the app itself. We may store the time the message was delivered, and read, in order for the messages to indicate whether you have already viewed them or whether they are new.
Usage tracking
We may also track other information about how the app is used, such as when certain features are accessed, in order to understand user behaviour.
How we use the data we collect
Your details and information you provide through the app will be shared with the institution who provided you with login access to the app for the purposes of delivering the services they provide to you. We do this on the basis of our contract with the service provider to provide the services to you on behalf of the institution.
Your location may be collected (with your agreement) in order to record your location when you use the check-in feature for example.
You may wish to look at the privacy policies of the institution who provided you with login access to the app to see how they will handle your data.
Your phone number and Skype ID may be used to allow other users to communicate with you directly. You do not need to provide this information if you do not want to.
Your date of birth and gender is used by us to generate aggregate statistical demographic information about the users of the app. You do not have to provide this information, and it will not affect your usage of the app if you do not provide this information.
Your profile photo is used to customise the appearance of the app.
Behaviour tracking information is used to better understand how users make use of the app, and for compliance purposes, for example to ensure that a particular user has viewed a particular piece of content.
Other information which we collect from the app, such as that from forms, questionnaires and surveys, is used for the purposes of the forms, questionnaires and surveys in question, such as to provide responses to help requests.
We may also use the information you provide to allow us to send push notifications to your device, for example, to let you know that you have a calendar appointment.
Who we share data with
We may share your data with other users of the app for the purposes noted above. We may also share your unique ID with certain organisations with whom we partner in order to provide additional features and services to you as required by your institution. Other than this, your data will only be shared with third parties if necessary to comply with our legal obligations, or in the event that Socrates Software Ltd becomes partly or wholly owned by another organisation.
We will never provide your information to any other organisation for direct marketing purposes.
How long we keep the data for
Information that is collected by our servers for logging/troubleshooting purposes is normally stored for 7 days, unless it is required in order to diagnose or investigate a particular issue in which case the data may be held for longer.
Information that is collected for the purposes of providing services through the app will be retained while you are using the app and until you request that we delete your account.
Some information may be retained after the deletion of your account where required by law.
Deleting/Updating your data
You have the right to request that we correct any incorrect information that we have about you, or to delete your account entirely. You can do this either by contacting us in writing at the address listed above, or by emailing privacy@socrates-software.com. You can also update your profile information from within the app.
The security of your data
We take the security of your personal data very seriously. Our servers are located in secure data centres in England, and are protected by firewalls and other security systems to prevent unauthorised access. However, no security system can be 100% secured, and we cannot guarantee that communications with us, directly or via the app, will be free from unauthorised access by other parties.
Your password is an important part of our security system and, as such, it is vital that you take adequate steps to protect it. We will never ask you for your password, and you should not reveal your password to anyone else.
If your password has been compromised, please change it immediately and contact us with any concerns you may have.
Contacting us
If you wish to contact us about privacy-related matters, please email privacy@socrates-software.com, or write to us at The Old Granary, Westwick, Oakington, CB24 3AR.
If you have any other questions or comments, please email us at feedback@socrates-software.com.
Changes to this policy
This policy will be reviewed regularly and updated as necessary. We would encourage you to periodically review this policy so that you understand how we make use of your data.