Sophus3 has created this website to provide information about our company, products and services to visitors and clients. This privacy policy describes the practices and policies we apply to information gathered on this website and in other marketing activities such as webinars and email marketing.

If you are looking for privacy information about our products and Services, please visit our Services Privacy Policy.

When you visit our Website

The following information tells you which personal data we process and which cookies we use when you visit this website and use certain features and functions.

Personal Data and Cookies

Strictly necessary Cookies

This website does not function without certain cookies. Furthermore, we need to save your consent choices in a cookie. Those cookies are strictly necessary and do not require your consent.

Analytics

Google Analytics

We’d like to collect website analytics information using Google Analytics to help us improve the website. We collect this data by running Google Analytics JavaScript on your device, which collects data about how you have interacted with our site. we also use this data to improve our marketing activities. With your consent, Google Analytics will process and collect your personal data (cookies and IP address) to give us valuable information.

You can revoke your consent at any time with effect for the future, click here

If you have rejected the purpose of “Analytics” on our Cookie Consent Manager, then the Google Analytics service will not be implemented. In this case, no data is recorded.

eDataXchange

This website uses the our own web analysis service to track user access to this website to evaluate user behaviour. The data processing takes place on the basis of your consent (Art. 6 Para. 1 lit. a GDPR).

There are no cookies are stored on your device. The service uses a digital fingerprint to generate a userID.

Sophus3 creates a digital fingerprint based on information that your device sends automatically when accessing the Internet or information that is actively scanned. This includes the IP address of your Internet connection and the type of browser, device, operating system as well as installed fonts or plugins and the resolution of your screen you are using.

No Geolocation data is being collected.

The data will be deleted after 12 months.

You can revoke your consent at any time with effect for the future, click here

If you have rejected the purpose of “Analytics” on our Cookie Consent Manager, then the Sophus3 analysis service will not be implemented. In this case, no data is recorded.

Personalisation

This website uses the our personalisation service to provide special website content based on user behaviour. This service uses cookies and a visitorID on the basis of your consent. The cookies are stored on your device. They are used to store data which is saved only on your device and not send to any server. The cookies contain information about your visit and a number of timestamps. The visitorID is generated randomly and is being sent to Sophus3 servers. The visitorID is not stored in cookies.

The data with respect to your visit and most timestamps are deleted at the end of your browser session. One timestamp, which ensures that you won’t receive the same content multiple times, will be deleted after 20 days. Reporting data including the visitorID is deleted after 90 days.

You can revoke your consent at any time with effect for the future, click here

If you have rejected the purpose of “Personalisation” on our Cookie Consent Manager, then the Sophus3 personalisation service will not be implemented. In this case, no data is recorded.

When you watch a Video

Vimeo

We use the Vimeo service and the YouTube service to enable video content streaming on this site. This will be activated only with your consent.

When you use Live Chat

Our website uses the Sophus3 Live Chat to open an additional communication channel with website users. Website users can start a chat or receive an invite to chat (Proactive Chat). The Live Chat service collects website visitor data even if visitors do not use the chat function. The following data is collected and processed:

Website Visitor Data (all website visitors)
(1) HTTPS headers
(2) IP address
(3) Visited pages, Dwell time, Button Clicks, Link Clicks, Downloads
(4) Device Types
(5) Location data
(6) Browser Data

Chat Data (chat users)
(7) Form data when starting a chat (username, email etc.)
(8) Chat transcript including all personal data shared in the chat
(9) Feedback and Ratings
(10) Chat operator notes
(1) Video feed recording, if Live Chat Video is activated
(12) System data (UserID, ChatIDs, timestamps, Chat history etc.)

The legal basis for the processing of your personal data in connection with Sophus3 Live Chat is your consent. If you decide to not give consent, the service will not be implemented and remains inactive.

The storage period of the personal data processed within the framework of Sophus3 Live Chat is 3 days for Website Visitor Data, 90 days for Chat Data and 13 months for chat operator notes.

External Links

Throughout our site you will find links to external websites. Although we make every effort to ensure these links are accurate, up to date and relevant, we cannot take responsibility for pages maintained by external providers. We take no responsibility for information contained on external links from this website.

Social Media

In particular, our website features various links to social media platforms. Those links are included in the form of icons. When you clink a link the service will open in a new, smaller browser window. The content of those windows is not part of our website.

When you attend a Webinar

We use Microsoft Teams for organising, managing and hosting online events and webinars. When registering and attending a webinar, Teams processes data from your MS Teams account and about your attendance, as well as other information you may choose to give, such as Marketing consent, interests etc.

During the event your name and other information from your Microsoft Teams account as well as your posts and questions will be visible to other attendees.

We may make a video recording of the event but we will only record events where attendees cannot use their microphones or cameras. We will record your comments and questions posted during the event. The recording and/or transcript may be made available to other attendees. We may use parts of the recording in our marketing but we will not disclose your personal details or the fact of your attendance.

When you agree to Marketing Communication

You can sign up to receive marketing communication from Sophus3 including invites for webinars and events, product information and company updates. We will use your email address to send you the information. The legal bases is your consent (Article 6(1)(a) GDPR). You have the right to withdraw you consent at any time. Please email our data protection officer.
If you also receive marketing communication as the representative of a client and opted out, we will also assume that you also withdrew your consent.

Rich Content Messages (RCS)

RCS messages allow us to send rich content such as large media files, high-quality photos, videos, and GIFs to your phone. You do not need an App, the messages arrive just like a normal SMS.

If you provided Sophus3 with a mobile phone number and specifically agreed to receiving RCS messages, we may send you such messages. For that we will use Google’s RCS Business Messaging (RBM) provided to us by Twilio. All messaging activity and contents will be shared with Twilio as the service provider and may be shared with Google for the purpose of spam detection as well as improvement of spam detection and prevention.

You will have the option to revoke your consent with each message or, if our campaign consist of several messages, with the first message of such a series. You can also revoke your consent to RCS messages at any time. Please email our data protection officer.

When your Company has a Contract with us

If you represent an Sophus3 client, we may send you marketing information including invites for webinars and events, product information and company updates. We will use your email address for that. The legal bases is you’re our legitimate interest (Article 6(1)(f) GDPR). You have the right to opt out at any time. Please email our data protection officer.
If you have also signed up to receive marketing communication and then withdrew that consent, we will also assume that you opted out of marketing information based on legitimate interest.

Your Rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. To exercise these right please contact our data protection officer unless another method is mentioned below.

Your right of access
You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

Your right to rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing
You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing
You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests.

Your right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.

Your right to withdraw consent
You can revoke your website consent at any time with effect for the future, click here

You are not required to pay any charge for exercising your rights. We have one month to respond to you. Please contact our data protection officer.

Data Controller

Sophus3 Ltd. is the controller of the personal data collected on this website.

Contact

Fairmile, Silwood Close, Ascot, SL5 7DX, UK

Data Protection Officer

dataprotectionofficer(a)sophus3.com

Data Protection Authority

Sophus Ltd. is registered under the ICO registration reference: Z7713094.

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, Telephone: 0303 123 1113, Website: ico.org.uk