Privacy Policy

Common Surface

Last Updated: 2 August 2022


We are committed to respecting your privacy and protecting your personal data. This privacy policy ("Policy") sets out how we use data relating to you and applies to all use of your personal data by Common Surface registered in England and Wales under company number 12756795 with registered office located at 6th Floor, Senna Building, Gorsuch Place, London E2 8JF, United Kingdom. ( "we", "us" or "our").

 

This Policy sets out the basis on which personal data will be processed by us. This Policy applies to personal data we may collect from you, or that you provide to us, through or in connection with our Common Surface website (the "Website"). This Policy also applies for our Common Surface software where we make this Policy available (the "Software"). Our Website and Software are together the "Services". Please read the Policy carefully to understand our views and practices regarding your personal data.

 

We will only collect and process information about you in accordance with this Policy and we will only use information collected about you in accordance with applicable data protection laws including without limitation the Data Protection Act 2018 and the UK GDPR (as defined in the Data Protection Act 2018). Where we decide the purpose or means for the processing of the personal data that you provide when using our Services, we are the "data controller".

 

You have the right to object to the processing of your personal data, including where your personal data is being processed for direct marketing purposes. Further information on this right, and your other rights, is set out below.

If you have any concerns over privacy, or this Policy, contact us at info@commonsurface.com.




1. HOW WE COLLECT AND USE YOUR PERSONAL DATA


1.1 The table below explains what data we collect, how we use it, and which recipients it might be shared with.

The data we collect

Why we collect it

The Third Parties we share your personal data with

Website/Software support / enquiry information (information we receive when you get in touch with us for support through the Software or by email):

- Name;

- Contact details (address, phone number, email);

- and other personal data you - choose to send to us.

We process this information in accordance with the terms of our contract with you (where we need this information to provide our Services to you such as under our Website Terms and Conditions and Software Licence) and in pursuit of our legitimate interests in responding to your enquiry and also in order to improve our Services (such as where you notify us of a Software problem or a Website issue).

Intercom R&D Unlimited Company (https://www.intercom.com/legal/privacy)

Payment details (collected automatically when you pay for the Software):

- Name;

- Billing address;

- Email address;

- Online identifier;

- Payment information;

- Software package purchased.

We process this information solely for the purpose of obtaining payment from you for the use of our Software.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

Software analytics and usage information (collected automatically when you use the Software):

When you use the Software, we collect log and analytical information, such as your online identifier, postal address, email address, phone number, internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions and operating system (“Software Technical Data”)

We process this information to understand how users use our Software and to compile statistical reports regarding that activity. In many cases the data would be aggregated and/or anonymised so that it would not identify you.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

Software initial reporting and start tab (collected only if on first use of the Software you opt in to share such data with us):

- ‘Events’ related to the Software stream, such as choices/selections within the Software, interactions with the Software;

- Relevant Software and version;

IP address;

- Location (country and city);

Country of use and language.

These statistics are anonymous and we do not collect personal data via this process. Your statistics will be grouped with other Software users’ statistics and all such statistics will be used to identify trends and usage patterns which will enable us to improve the development of future versions of the Software and enable us to provide configuration and usage recommendations for our Website and Software.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

Intercom R&D Unlimited Company (https://www.intercom.com/legal/privacy)


Website analytics and usage information (collected automatically when you use the Services, or which may be available to us from the Website):

- IP address;

- Location (country and city);

- Country of use and language;

Unique device ID, hardware manufacturer and model;

- Operating system and version;

- Relevant Website and version; and

‘Events’ related to the Website stream, such as playing, pausing and stopping the Website and choices/selections within the Services, interactions with the Website;

- URL of the website from which you came and website you go to when leaving our Website; and

Click through URLs

(“Website Technical & Usage Data”).

We may collect this data so that we can understand usage of our Website, to track page views, visit source, analyse and improve our Website and develop new services or new parts thereof. In some cases it may also help us to identify problems (e.g. bugs or problems preventing the Services’ progression), administer our Website, monitor traffic, improve the Website's accessibility and navigability, gather aggregated preferences and determine interest in particular topics and to send you notice on available versions and upgrades.

In many cases the data would be aggregated and/or anonymised so that it would not identify you.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

For the purposes of our advertising attribution activities, we may process the following personal data:

- Software Technical Data;

- Website Technical & Usage Data, as defined above; and

Information about the details of the advertising campaign and partner which resulted in your engagement with us (e.g. which Facebook ad you clicked through to then use the Software/visit the Website).

We may process this information so that we can understand which of our partners, and/or our marketing campaigns or adverts, directed you to us, such as to use our Software.

Attribution information enables us to promote the success of our company by better understanding the comparative successes of our marketing and our partners’ efforts, so that we can be more efficient with our marketing and our arrangements with partners.

We process this information on the basis of our legitimate interests, being our interests to promote the success of our company.

In connection with your use of our Software, we may process the following of your personal data in order to serve and customise advertising to you on third party advertising platforms:

Software Technical Data (as defined above, such as your IP address and technical analytics about your visit to our Software).

We may process your personal data in connection with our use of the services of third party advertising vendors so that we can advertise our products and services to Software users on third party services.

The data processing allows us to identify which Software users are on the third party platform relevant for advertising, and to better understand which of our adverts, products and services may be of most interest.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

Newsletters, updates and marketing messages (information provided by you when signing up to newsletter or marketing emails via our Website, if you choose to sign-up):

Email address.

Consent-based mailing lists

We may process your data to make suggestions and recommendations to you and other users of the Software about: (i) news and updates relating to the Software, us, our partners, products, services and content; (ii) content, goods and services that may interest you; and (iii) other promotional activity and events we think may be of interest.

‘Soft opt-in’ mailing lists

In some instances (such as with some of our existing customers) the law may permit us to process your personal information in order to send information to you by marketing messages that we think is of interest for you on the basis of our legitimate interests, being our legitimate business interests in marketing our activities and promoting the success of our business and the Website, content, products and services. We may process your information for this purpose.

If the information is not of interest for you, you can opt-out at any time by emailing us.


2. YOUR RIGHTS IN RELATION TO YOUR PERSONAL DATA


2.1 You have certain rights over the way we process personal data relating to you. We aim to comply without undue delay, and within one month at the latest, in response to any requests submitted by you to us:


- for a copy of personal data we are processing about you and/or to have inaccuracies corrected;

- to restrict, stop processing, or to delete your personal data;

- for a machine-readable copy of your personal data, which you can use with another service provider. Where it is technically feasible, you can ask us to send this - information directly to another provider if you prefer; and

- to make a complaint to a data protection regulator. You may contact them at:https://ico.org.uk/concerns/.


2.2. To make a request in relation to any of the aforementioned rights, please send your request to info@commonsurface.com.


2.3. You may request deletion of your personal data by sending an e-mail to info@commonsurface.com. Please note that some information may remain in our private records after deletion. We may use any aggregated data derived from or incorporating your personal data but not in any manner that would identify you personally.


2.4. For data processing activities for which we rely upon your consent, you can withdraw your consent at any time by using the tools provided (if applicable, such as through your device settings) or otherwise by contacting us at info@commonsurface.com.


3. DISCLOSURE OF YOUR Personal DATA


3.1. We will share your personal data with third parties only in the ways that are described in this Policy.


3.2. Group, suppliers, subcontractors, service providers. We keep your personal data confidential, but may disclose it to any member of our corporate group, our personnel, suppliers or subcontractors insofar as it is reasonably necessary for the purposes set out in this Policy.


3.3. Government authorities. In addition, we may disclose your personal data to the extent that we are required to do so by law (which may include to government bodies and law enforcement agencies); in connection with any legal proceedings or prospective legal proceedings; and to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention).


3.4. Potential acquirers or investors. If we are involved in a merger, acquisition, or sale of all or a portion of our business or assets, the personal data we hold may be included as part of that sale, in which case you will be notified via email, your account and/or a prominent notice on the Website/Software of any changes in ownership or use of your personal data, as well as any choices you may have.


3.5. Enforcement. We may also disclose your personal information to third parties in order to enforce or apply the terms of agreements, to investigate potential breaches, or to protect the rights, property or safety of us, our personnel or customers, or others.


3.6. Stores. We may also disclose your personal data, to the extent necessary, to application stores or platforms if that is required, for example, for fulfilment of an order you make (e.g. if needed to fulfil a Software order) or in order to investigate or prevent fraud.


3.7. We only permit our suppliers and subcontractors to process your personal data for specified purposes and in accordance with our instructions. All our third-party service providers are required to take appropriate security measures to protect your personal data.


4. DATA RETENTION


4.1. We will only hold data about you for as long as necessary, bearing in mind the purpose for which that data was collected, or as otherwise described in this Policy.


4.2. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.


5. SECURITY


5.1. We will take commercially reasonable, appropriate technical and organisational measures to ensure a level of security appropriate to the risk that could be encountered via the use of our Services taking into account the likelihood and severity those risks might pose to the rights and freedoms of our Service visitors and customers.


5.2. In particular, we will take precautions to protect against the accidental or unlawful destruction, loss or alteration, and unauthorised disclosure of or access to the personal data transmitted, stored or otherwise processed by us.


6. INTERNATIONAL DATA TRANSFERS


6.1. Where necessary, there are agreements in place to ensure that personal data is processed using appropriate safeguards that meet the requirements of data protection laws. Such appropriate safeguards may include standard data protection clauses adopted by a national data protection regulator and/or those approved by the European Commission, such as the European Commission’s standard contractual clauses, or other appropriate measures.


6.2. If you would like to find out more about these safeguards or if you have any other queries or comments in relation to this Policy, please let us know by emailing us at info@commonsurface.com.


7. CHILDREN


7.1. We do not process children’s data.


8. GENERAL


8.1. If you follow a link from the Services to any third party websites, you should be aware that those websites may have their own privacy policies. We do not accept any responsibility or liability for those websites. Please check the policies of any third party websites before submitting any personal data to those websites.


8.2. We may make changes to this Policy in the future, which will be posted on this page. You should check this page from time to time to ensure you are aware of any changes. Where appropriate we may notify you of changes by email.


8.3. All questions, comments or enquiries should be directed to us. We will try to respond to you within 48 hours or otherwise within a reasonable time.


CONTACT US


E-mail: info@commonsurface.com


COOKIE POLICY


Cookies (and equivalent devices in the context of mobile devices) are small text files that are placed on your computer or device by websites that you visit and software you use. They are widely used in order to make websites and software work, or work more efficiently, as well as to provide information to the owners of the sites and software. The below explains the main cookies we use in our Common Surface website and software (Website & Software) and why.

Service

Cookie

Duration

Category

Description

Intercom

intercom-id-*


intercom-session-*

1 year


1 week

Functional


Functional

Anonymous visitor identifier cookie. As people visit your site they get this cookie.

Hubspot

__hs_opt_out



MessagesUtk

6 months



13 months

Functional

Store cookie consent preferences.


Stores chat history from Live Chat.

Segment

ajs_anonymous_id


ajs_group_id


ajs_user_id

1 year


1 session


1 year

Analytics tool.

Hotjar

_hj*

1 year


1 session


1 year

Analytics

Mixpanel

Mp_*_mixpanel

1 year

Analytics

Provides data around usage and web traffic.


THIRD PARTY COOKIES


Some cookies may be set by third parties when you visit the Website & Software. These third parties may be suppliers who partner with us to deliver our services, companies that participate with us in affiliate marketing programmes and other third parties. These cookies are controlled by the third parties, so please check these third-party websites for more information about these cookies and how to manage them.


SOCIAL BUTTONS


If you share our content with friends through social networks – such as Facebook, Google and Twitter – you may be sent cookies from these third party websites and services. We can’t control the setting of these cookies, so we suggest you check the third-party websites and services for more information about their cookies and how to manage them.


HOW DO I CHANGE MY COOKIE SETTINGS


Most web browsers and mobile devices allow some control of most cookies and similar devices through the browser and mobile device settings. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org.

Find out how to manage cookies on popular browsers:

- Google Chrome (here)

- Microsoft Edge (here)

- Mozilla Firefox (here)

- Microsoft Internet Explorer (here)

- Opera (here)

- Apple Safari (here)


To find information relating to other website browsers, visit the browser developer’s website. Your mobile or tablet device provider may also provide you with additional cookie and browser control options, which may be available to you in your device settings – please consult your device settings for such device-specific controls (if applicable).

Privacy Policy

Common Surface

Last Updated: 2 August 2022


We are committed to respecting your privacy and protecting your personal data. This privacy policy ("Policy") sets out how we use data relating to you and applies to all use of your personal data by Common Surface registered in England and Wales under company number 12756795 with registered office located at 6th Floor, Senna Building, Gorsuch Place, London E2 8JF, United Kingdom. ( "we", "us" or "our").

 

This Policy sets out the basis on which personal data will be processed by us. This Policy applies to personal data we may collect from you, or that you provide to us, through or in connection with our Common Surface website (the "Website"). This Policy also applies for our Common Surface software where we make this Policy available (the "Software"). Our Website and Software are together the "Services". Please read the Policy carefully to understand our views and practices regarding your personal data.

 

We will only collect and process information about you in accordance with this Policy and we will only use information collected about you in accordance with applicable data protection laws including without limitation the Data Protection Act 2018 and the UK GDPR (as defined in the Data Protection Act 2018). Where we decide the purpose or means for the processing of the personal data that you provide when using our Services, we are the "data controller".

 

You have the right to object to the processing of your personal data, including where your personal data is being processed for direct marketing purposes. Further information on this right, and your other rights, is set out below.

If you have any concerns over privacy, or this Policy, contact us at info@commonsurface.com.




1. HOW WE COLLECT AND USE YOUR PERSONAL DATA


1.1 The table below explains what data we collect, how we use it, and which recipients it might be shared with.

The data we collect

Why we collect it

The Third Parties we share your personal data with

Website/Software support / enquiry information (information we receive when you get in touch with us for support through the Software or by email):

- Name;

- Contact details (address, phone number, email);

- and other personal data you - choose to send to us.

We process this information in accordance with the terms of our contract with you (where we need this information to provide our Services to you such as under our Website Terms and Conditions and Software Licence) and in pursuit of our legitimate interests in responding to your enquiry and also in order to improve our Services (such as where you notify us of a Software problem or a Website issue).

Intercom R&D Unlimited Company (https://www.intercom.com/legal/privacy)

Payment details (collected automatically when you pay for the Software):

- Name;

- Billing address;

- Email address;

- Online identifier;

- Payment information;

- Software package purchased.

We process this information solely for the purpose of obtaining payment from you for the use of our Software.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

Software analytics and usage information (collected automatically when you use the Software):

When you use the Software, we collect log and analytical information, such as your online identifier, postal address, email address, phone number, internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions and operating system (“Software Technical Data”)

We process this information to understand how users use our Software and to compile statistical reports regarding that activity. In many cases the data would be aggregated and/or anonymised so that it would not identify you.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

Software initial reporting and start tab (collected only if on first use of the Software you opt in to share such data with us):

- ‘Events’ related to the Software stream, such as choices/selections within the Software, interactions with the Software;

- Relevant Software and version;

IP address;

- Location (country and city);

Country of use and language.

These statistics are anonymous and we do not collect personal data via this process. Your statistics will be grouped with other Software users’ statistics and all such statistics will be used to identify trends and usage patterns which will enable us to improve the development of future versions of the Software and enable us to provide configuration and usage recommendations for our Website and Software.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

Intercom R&D Unlimited Company (https://www.intercom.com/legal/privacy)


Website analytics and usage information (collected automatically when you use the Services, or which may be available to us from the Website):

- IP address;

- Location (country and city);

- Country of use and language;

Unique device ID, hardware manufacturer and model;

- Operating system and version;

- Relevant Website and version; and

‘Events’ related to the Website stream, such as playing, pausing and stopping the Website and choices/selections within the Services, interactions with the Website;

- URL of the website from which you came and website you go to when leaving our Website; and

Click through URLs

(“Website Technical & Usage Data”).

We may collect this data so that we can understand usage of our Website, to track page views, visit source, analyse and improve our Website and develop new services or new parts thereof. In some cases it may also help us to identify problems (e.g. bugs or problems preventing the Services’ progression), administer our Website, monitor traffic, improve the Website's accessibility and navigability, gather aggregated preferences and determine interest in particular topics and to send you notice on available versions and upgrades.

In many cases the data would be aggregated and/or anonymised so that it would not identify you.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

For the purposes of our advertising attribution activities, we may process the following personal data:

- Software Technical Data;

- Website Technical & Usage Data, as defined above; and

Information about the details of the advertising campaign and partner which resulted in your engagement with us (e.g. which Facebook ad you clicked through to then use the Software/visit the Website).

We may process this information so that we can understand which of our partners, and/or our marketing campaigns or adverts, directed you to us, such as to use our Software.

Attribution information enables us to promote the success of our company by better understanding the comparative successes of our marketing and our partners’ efforts, so that we can be more efficient with our marketing and our arrangements with partners.

We process this information on the basis of our legitimate interests, being our interests to promote the success of our company.

In connection with your use of our Software, we may process the following of your personal data in order to serve and customise advertising to you on third party advertising platforms:

Software Technical Data (as defined above, such as your IP address and technical analytics about your visit to our Software).

We may process your personal data in connection with our use of the services of third party advertising vendors so that we can advertise our products and services to Software users on third party services.

The data processing allows us to identify which Software users are on the third party platform relevant for advertising, and to better understand which of our adverts, products and services may be of most interest.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

Newsletters, updates and marketing messages (information provided by you when signing up to newsletter or marketing emails via our Website, if you choose to sign-up):

Email address.

Consent-based mailing lists

We may process your data to make suggestions and recommendations to you and other users of the Software about: (i) news and updates relating to the Software, us, our partners, products, services and content; (ii) content, goods and services that may interest you; and (iii) other promotional activity and events we think may be of interest.

‘Soft opt-in’ mailing lists

In some instances (such as with some of our existing customers) the law may permit us to process your personal information in order to send information to you by marketing messages that we think is of interest for you on the basis of our legitimate interests, being our legitimate business interests in marketing our activities and promoting the success of our business and the Website, content, products and services. We may process your information for this purpose.

If the information is not of interest for you, you can opt-out at any time by emailing us.


2. YOUR RIGHTS IN RELATION TO YOUR PERSONAL DATA


2.1 You have certain rights over the way we process personal data relating to you. We aim to comply without undue delay, and within one month at the latest, in response to any requests submitted by you to us:


- for a copy of personal data we are processing about you and/or to have inaccuracies corrected;

- to restrict, stop processing, or to delete your personal data;

- for a machine-readable copy of your personal data, which you can use with another service provider. Where it is technically feasible, you can ask us to send this - information directly to another provider if you prefer; and

- to make a complaint to a data protection regulator. You may contact them at:https://ico.org.uk/concerns/.


2.2. To make a request in relation to any of the aforementioned rights, please send your request to info@commonsurface.com.


2.3. You may request deletion of your personal data by sending an e-mail to info@commonsurface.com. Please note that some information may remain in our private records after deletion. We may use any aggregated data derived from or incorporating your personal data but not in any manner that would identify you personally.


2.4. For data processing activities for which we rely upon your consent, you can withdraw your consent at any time by using the tools provided (if applicable, such as through your device settings) or otherwise by contacting us at info@commonsurface.com.


3. DISCLOSURE OF YOUR Personal DATA


3.1. We will share your personal data with third parties only in the ways that are described in this Policy.


3.2. Group, suppliers, subcontractors, service providers. We keep your personal data confidential, but may disclose it to any member of our corporate group, our personnel, suppliers or subcontractors insofar as it is reasonably necessary for the purposes set out in this Policy.


3.3. Government authorities. In addition, we may disclose your personal data to the extent that we are required to do so by law (which may include to government bodies and law enforcement agencies); in connection with any legal proceedings or prospective legal proceedings; and to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention).


3.4. Potential acquirers or investors. If we are involved in a merger, acquisition, or sale of all or a portion of our business or assets, the personal data we hold may be included as part of that sale, in which case you will be notified via email, your account and/or a prominent notice on the Website/Software of any changes in ownership or use of your personal data, as well as any choices you may have.


3.5. Enforcement. We may also disclose your personal information to third parties in order to enforce or apply the terms of agreements, to investigate potential breaches, or to protect the rights, property or safety of us, our personnel or customers, or others.


3.6. Stores. We may also disclose your personal data, to the extent necessary, to application stores or platforms if that is required, for example, for fulfilment of an order you make (e.g. if needed to fulfil a Software order) or in order to investigate or prevent fraud.


3.7. We only permit our suppliers and subcontractors to process your personal data for specified purposes and in accordance with our instructions. All our third-party service providers are required to take appropriate security measures to protect your personal data.


4. DATA RETENTION


4.1. We will only hold data about you for as long as necessary, bearing in mind the purpose for which that data was collected, or as otherwise described in this Policy.


4.2. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.


5. SECURITY


5.1. We will take commercially reasonable, appropriate technical and organisational measures to ensure a level of security appropriate to the risk that could be encountered via the use of our Services taking into account the likelihood and severity those risks might pose to the rights and freedoms of our Service visitors and customers.


5.2. In particular, we will take precautions to protect against the accidental or unlawful destruction, loss or alteration, and unauthorised disclosure of or access to the personal data transmitted, stored or otherwise processed by us.


6. INTERNATIONAL DATA TRANSFERS


6.1. Where necessary, there are agreements in place to ensure that personal data is processed using appropriate safeguards that meet the requirements of data protection laws. Such appropriate safeguards may include standard data protection clauses adopted by a national data protection regulator and/or those approved by the European Commission, such as the European Commission’s standard contractual clauses, or other appropriate measures.


6.2. If you would like to find out more about these safeguards or if you have any other queries or comments in relation to this Policy, please let us know by emailing us at info@commonsurface.com.


7. CHILDREN


7.1. We do not process children’s data.


8. GENERAL


8.1. If you follow a link from the Services to any third party websites, you should be aware that those websites may have their own privacy policies. We do not accept any responsibility or liability for those websites. Please check the policies of any third party websites before submitting any personal data to those websites.


8.2. We may make changes to this Policy in the future, which will be posted on this page. You should check this page from time to time to ensure you are aware of any changes. Where appropriate we may notify you of changes by email.


8.3. All questions, comments or enquiries should be directed to us. We will try to respond to you within 48 hours or otherwise within a reasonable time.


CONTACT US


E-mail: info@commonsurface.com


COOKIE POLICY


Cookies (and equivalent devices in the context of mobile devices) are small text files that are placed on your computer or device by websites that you visit and software you use. They are widely used in order to make websites and software work, or work more efficiently, as well as to provide information to the owners of the sites and software. The below explains the main cookies we use in our Common Surface website and software (Website & Software) and why.

Service

Cookie

Duration

Category

Description

Intercom

intercom-id-*


intercom-session-*

1 year


1 week

Functional


Functional

Anonymous visitor identifier cookie. As people visit your site they get this cookie.

Hubspot

__hs_opt_out



MessagesUtk

6 months



13 months

Functional

Store cookie consent preferences.


Stores chat history from Live Chat.

Segment

ajs_anonymous_id


ajs_group_id


ajs_user_id

1 year


1 session


1 year

Analytics tool.

Hotjar

_hj*

1 year


1 session


1 year

Analytics

Mixpanel

Mp_*_mixpanel

1 year

Analytics

Provides data around usage and web traffic.


THIRD PARTY COOKIES


Some cookies may be set by third parties when you visit the Website & Software. These third parties may be suppliers who partner with us to deliver our services, companies that participate with us in affiliate marketing programmes and other third parties. These cookies are controlled by the third parties, so please check these third-party websites for more information about these cookies and how to manage them.


SOCIAL BUTTONS


If you share our content with friends through social networks – such as Facebook, Google and Twitter – you may be sent cookies from these third party websites and services. We can’t control the setting of these cookies, so we suggest you check the third-party websites and services for more information about their cookies and how to manage them.


HOW DO I CHANGE MY COOKIE SETTINGS


Most web browsers and mobile devices allow some control of most cookies and similar devices through the browser and mobile device settings. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org.

Find out how to manage cookies on popular browsers:

- Google Chrome (here)

- Microsoft Edge (here)

- Mozilla Firefox (here)

- Microsoft Internet Explorer (here)

- Opera (here)

- Apple Safari (here)


To find information relating to other website browsers, visit the browser developer’s website. Your mobile or tablet device provider may also provide you with additional cookie and browser control options, which may be available to you in your device settings – please consult your device settings for such device-specific controls (if applicable).

Privacy Policy

Common Surface

Last Updated: 2 August 2022


We are committed to respecting your privacy and protecting your personal data. This privacy policy ("Policy") sets out how we use data relating to you and applies to all use of your personal data by Common Surface registered in England and Wales under company number 12756795 with registered office located at 6th Floor, Senna Building, Gorsuch Place, London E2 8JF, United Kingdom. ( "we", "us" or "our").

 

This Policy sets out the basis on which personal data will be processed by us. This Policy applies to personal data we may collect from you, or that you provide to us, through or in connection with our Common Surface website (the "Website"). This Policy also applies for our Common Surface software where we make this Policy available (the "Software"). Our Website and Software are together the "Services". Please read the Policy carefully to understand our views and practices regarding your personal data.

 

We will only collect and process information about you in accordance with this Policy and we will only use information collected about you in accordance with applicable data protection laws including without limitation the Data Protection Act 2018 and the UK GDPR (as defined in the Data Protection Act 2018). Where we decide the purpose or means for the processing of the personal data that you provide when using our Services, we are the "data controller".

 

You have the right to object to the processing of your personal data, including where your personal data is being processed for direct marketing purposes. Further information on this right, and your other rights, is set out below.

If you have any concerns over privacy, or this Policy, contact us at info@commonsurface.com.




1. HOW WE COLLECT AND USE YOUR PERSONAL DATA


1.1 The table below explains what data we collect, how we use it, and which recipients it might be shared with.

The data we collect

Why we collect it

The Third Parties we share your personal data with

Website/Software support / enquiry information (information we receive when you get in touch with us for support through the Software or by email):

- Name;

- Contact details (address, phone number, email);

- and other personal data you - choose to send to us.

We process this information in accordance with the terms of our contract with you (where we need this information to provide our Services to you such as under our Website Terms and Conditions and Software Licence) and in pursuit of our legitimate interests in responding to your enquiry and also in order to improve our Services (such as where you notify us of a Software problem or a Website issue).

Intercom R&D Unlimited Company (https://www.intercom.com/legal/privacy)

Payment details (collected automatically when you pay for the Software):

- Name;

- Billing address;

- Email address;

- Online identifier;

- Payment information;

- Software package purchased.

We process this information solely for the purpose of obtaining payment from you for the use of our Software.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

Software analytics and usage information (collected automatically when you use the Software):

When you use the Software, we collect log and analytical information, such as your online identifier, postal address, email address, phone number, internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions and operating system (“Software Technical Data”)

We process this information to understand how users use our Software and to compile statistical reports regarding that activity. In many cases the data would be aggregated and/or anonymised so that it would not identify you.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

Software initial reporting and start tab (collected only if on first use of the Software you opt in to share such data with us):

- ‘Events’ related to the Software stream, such as choices/selections within the Software, interactions with the Software;

- Relevant Software and version;

IP address;

- Location (country and city);

Country of use and language.

These statistics are anonymous and we do not collect personal data via this process. Your statistics will be grouped with other Software users’ statistics and all such statistics will be used to identify trends and usage patterns which will enable us to improve the development of future versions of the Software and enable us to provide configuration and usage recommendations for our Website and Software.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

Intercom R&D Unlimited Company (https://www.intercom.com/legal/privacy)


Website analytics and usage information (collected automatically when you use the Services, or which may be available to us from the Website):

- IP address;

- Location (country and city);

- Country of use and language;

Unique device ID, hardware manufacturer and model;

- Operating system and version;

- Relevant Website and version; and

‘Events’ related to the Website stream, such as playing, pausing and stopping the Website and choices/selections within the Services, interactions with the Website;

- URL of the website from which you came and website you go to when leaving our Website; and

Click through URLs

(“Website Technical & Usage Data”).

We may collect this data so that we can understand usage of our Website, to track page views, visit source, analyse and improve our Website and develop new services or new parts thereof. In some cases it may also help us to identify problems (e.g. bugs or problems preventing the Services’ progression), administer our Website, monitor traffic, improve the Website's accessibility and navigability, gather aggregated preferences and determine interest in particular topics and to send you notice on available versions and upgrades.

In many cases the data would be aggregated and/or anonymised so that it would not identify you.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

For the purposes of our advertising attribution activities, we may process the following personal data:

- Software Technical Data;

- Website Technical & Usage Data, as defined above; and

Information about the details of the advertising campaign and partner which resulted in your engagement with us (e.g. which Facebook ad you clicked through to then use the Software/visit the Website).

We may process this information so that we can understand which of our partners, and/or our marketing campaigns or adverts, directed you to us, such as to use our Software.

Attribution information enables us to promote the success of our company by better understanding the comparative successes of our marketing and our partners’ efforts, so that we can be more efficient with our marketing and our arrangements with partners.

We process this information on the basis of our legitimate interests, being our interests to promote the success of our company.

In connection with your use of our Software, we may process the following of your personal data in order to serve and customise advertising to you on third party advertising platforms:

Software Technical Data (as defined above, such as your IP address and technical analytics about your visit to our Software).

We may process your personal data in connection with our use of the services of third party advertising vendors so that we can advertise our products and services to Software users on third party services.

The data processing allows us to identify which Software users are on the third party platform relevant for advertising, and to better understand which of our adverts, products and services may be of most interest.

To the extent this data includes your personal data, we rely upon your prior consent before processing it. You can withdraw your consent by notifying us at any time.

Newsletters, updates and marketing messages (information provided by you when signing up to newsletter or marketing emails via our Website, if you choose to sign-up):

Email address.

Consent-based mailing lists

We may process your data to make suggestions and recommendations to you and other users of the Software about: (i) news and updates relating to the Software, us, our partners, products, services and content; (ii) content, goods and services that may interest you; and (iii) other promotional activity and events we think may be of interest.

‘Soft opt-in’ mailing lists

In some instances (such as with some of our existing customers) the law may permit us to process your personal information in order to send information to you by marketing messages that we think is of interest for you on the basis of our legitimate interests, being our legitimate business interests in marketing our activities and promoting the success of our business and the Website, content, products and services. We may process your information for this purpose.

If the information is not of interest for you, you can opt-out at any time by emailing us.


2. YOUR RIGHTS IN RELATION TO YOUR PERSONAL DATA


2.1 You have certain rights over the way we process personal data relating to you. We aim to comply without undue delay, and within one month at the latest, in response to any requests submitted by you to us:


- for a copy of personal data we are processing about you and/or to have inaccuracies corrected;

- to restrict, stop processing, or to delete your personal data;

- for a machine-readable copy of your personal data, which you can use with another service provider. Where it is technically feasible, you can ask us to send this - information directly to another provider if you prefer; and

- to make a complaint to a data protection regulator. You may contact them at:https://ico.org.uk/concerns/.


2.2. To make a request in relation to any of the aforementioned rights, please send your request to info@commonsurface.com.


2.3. You may request deletion of your personal data by sending an e-mail to info@commonsurface.com. Please note that some information may remain in our private records after deletion. We may use any aggregated data derived from or incorporating your personal data but not in any manner that would identify you personally.


2.4. For data processing activities for which we rely upon your consent, you can withdraw your consent at any time by using the tools provided (if applicable, such as through your device settings) or otherwise by contacting us at info@commonsurface.com.


3. DISCLOSURE OF YOUR Personal DATA


3.1. We will share your personal data with third parties only in the ways that are described in this Policy.


3.2. Group, suppliers, subcontractors, service providers. We keep your personal data confidential, but may disclose it to any member of our corporate group, our personnel, suppliers or subcontractors insofar as it is reasonably necessary for the purposes set out in this Policy.


3.3. Government authorities. In addition, we may disclose your personal data to the extent that we are required to do so by law (which may include to government bodies and law enforcement agencies); in connection with any legal proceedings or prospective legal proceedings; and to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention).


3.4. Potential acquirers or investors. If we are involved in a merger, acquisition, or sale of all or a portion of our business or assets, the personal data we hold may be included as part of that sale, in which case you will be notified via email, your account and/or a prominent notice on the Website/Software of any changes in ownership or use of your personal data, as well as any choices you may have.


3.5. Enforcement. We may also disclose your personal information to third parties in order to enforce or apply the terms of agreements, to investigate potential breaches, or to protect the rights, property or safety of us, our personnel or customers, or others.


3.6. Stores. We may also disclose your personal data, to the extent necessary, to application stores or platforms if that is required, for example, for fulfilment of an order you make (e.g. if needed to fulfil a Software order) or in order to investigate or prevent fraud.


3.7. We only permit our suppliers and subcontractors to process your personal data for specified purposes and in accordance with our instructions. All our third-party service providers are required to take appropriate security measures to protect your personal data.


4. DATA RETENTION


4.1. We will only hold data about you for as long as necessary, bearing in mind the purpose for which that data was collected, or as otherwise described in this Policy.


4.2. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.


5. SECURITY


5.1. We will take commercially reasonable, appropriate technical and organisational measures to ensure a level of security appropriate to the risk that could be encountered via the use of our Services taking into account the likelihood and severity those risks might pose to the rights and freedoms of our Service visitors and customers.


5.2. In particular, we will take precautions to protect against the accidental or unlawful destruction, loss or alteration, and unauthorised disclosure of or access to the personal data transmitted, stored or otherwise processed by us.


6. INTERNATIONAL DATA TRANSFERS


6.1. Where necessary, there are agreements in place to ensure that personal data is processed using appropriate safeguards that meet the requirements of data protection laws. Such appropriate safeguards may include standard data protection clauses adopted by a national data protection regulator and/or those approved by the European Commission, such as the European Commission’s standard contractual clauses, or other appropriate measures.


6.2. If you would like to find out more about these safeguards or if you have any other queries or comments in relation to this Policy, please let us know by emailing us at info@commonsurface.com.


7. CHILDREN


7.1. We do not process children’s data.


8. GENERAL


8.1. If you follow a link from the Services to any third party websites, you should be aware that those websites may have their own privacy policies. We do not accept any responsibility or liability for those websites. Please check the policies of any third party websites before submitting any personal data to those websites.


8.2. We may make changes to this Policy in the future, which will be posted on this page. You should check this page from time to time to ensure you are aware of any changes. Where appropriate we may notify you of changes by email.


8.3. All questions, comments or enquiries should be directed to us. We will try to respond to you within 48 hours or otherwise within a reasonable time.


CONTACT US


E-mail: info@commonsurface.com


COOKIE POLICY


Cookies (and equivalent devices in the context of mobile devices) are small text files that are placed on your computer or device by websites that you visit and software you use. They are widely used in order to make websites and software work, or work more efficiently, as well as to provide information to the owners of the sites and software. The below explains the main cookies we use in our Common Surface website and software (Website & Software) and why.

Service

Cookie

Duration

Category

Description

Intercom

intercom-id-*


intercom-session-*

1 year


1 week

Functional


Functional

Anonymous visitor identifier cookie. As people visit your site they get this cookie.

Hubspot

__hs_opt_out



MessagesUtk

6 months



13 months

Functional

Store cookie consent preferences.


Stores chat history from Live Chat.

Segment

ajs_anonymous_id


ajs_group_id


ajs_user_id

1 year


1 session


1 year

Analytics tool.

Hotjar

_hj*

1 year


1 session


1 year

Analytics

Mixpanel

Mp_*_mixpanel

1 year

Analytics

Provides data around usage and web traffic.


THIRD PARTY COOKIES


Some cookies may be set by third parties when you visit the Website & Software. These third parties may be suppliers who partner with us to deliver our services, companies that participate with us in affiliate marketing programmes and other third parties. These cookies are controlled by the third parties, so please check these third-party websites for more information about these cookies and how to manage them.


SOCIAL BUTTONS


If you share our content with friends through social networks – such as Facebook, Google and Twitter – you may be sent cookies from these third party websites and services. We can’t control the setting of these cookies, so we suggest you check the third-party websites and services for more information about their cookies and how to manage them.


HOW DO I CHANGE MY COOKIE SETTINGS


Most web browsers and mobile devices allow some control of most cookies and similar devices through the browser and mobile device settings. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org.

Find out how to manage cookies on popular browsers:

- Google Chrome (here)

- Microsoft Edge (here)

- Mozilla Firefox (here)

- Microsoft Internet Explorer (here)

- Opera (here)

- Apple Safari (here)


To find information relating to other website browsers, visit the browser developer’s website. Your mobile or tablet device provider may also provide you with additional cookie and browser control options, which may be available to you in your device settings – please consult your device settings for such device-specific controls (if applicable).