The short version
- We collect what we need to run your account, take payment and support you.
- We never sell your personal data.
- The data you upload to make charts belongs to you, and we only process it to provide the service.
- Our website uses no advertising or analytics cookies.
- You can ask to see, correct, export or delete your data by emailing [support@yourcompany.com].
1Who we are
Chartvane is provided by [Company Name] Ltd (“we”, “us”, “our”), a company registered in England and Wales under company number [company number], with its registered office at [registered office address].
We are the controller of the personal data described in this policy, except for the data you upload to Chartvane, which is covered in section 4. We are registered with the UK Information Commissioner’s Office (ICO) under registration number [ICO registration number].
For any privacy question or request, email [support@yourcompany.com].
2Data we collect
| Type of data | Examples | Where it comes from |
|---|---|---|
| Account details | Name, email address, password (stored only as a one-way hash), company name, job role | You, when you sign up or update your profile |
| Billing details | Billing name and address, VAT number, invoice history, card type, last four digits and expiry date | You and our payment provider. Full card numbers are handled by our payment provider and never reach our servers. |
| Usage data | Features used, sign-in times, browser and device type, IP address, error reports | Collected automatically when you use Chartvane |
| Support messages | Emails and chat messages you send us, and notes of calls | You |
| Customer content | Files and data sources (such as price history or account statements), charts, dashboards and comments | You and your team (see section 4) |
| Email preferences | Whether you want to receive product news | You |
We don’t ask for special category data, such as health information, and we ask that you don’t send it to us.
3How we use your data and our legal basis
Data protection law requires a legal basis for each way we use personal data. These are ours:
| What we do | Legal basis |
|---|---|
| Create and run your account, provide the software and answer support requests | Performance of our contract with you |
| Take payments, send invoices and keep accounting records | Contract, and our legal obligations under tax and company law |
| Send service emails, such as receipts, refund confirmations and security notices | Contract |
| Keep Chartvane secure, prevent fraud and misuse, and fix errors | Legitimate interests in keeping the service safe and working |
| Improve Chartvane using statistics about how features are used | Legitimate interests in developing our software |
| Send product news and offers | Your consent, or for existing customers our legitimate interests. Every email has an unsubscribe link. |
| Respond to lawful requests and enforce our terms | Legal obligation and legitimate interests |
We don’t use your personal data for automated decisions that have legal or similarly significant effects on you.
4Data you upload to Chartvane
When you or your team upload data to create charts, you decide what that data is and why it is processed. For this customer content, you (or your organisation) are the controller and we act as your processor.
That means we process customer content only to provide Chartvane to you, following your instructions and our data processing agreement, which is available to every customer on request. We don’t look at your content except where needed to give support you’ve asked for, keep the service secure, or comply with the law.
Account statements can contain personal financial details, such as account numbers and balances. Please remove anything you don’t need for your charts before you upload it.
6International transfers
Our main servers are located in [the United Kingdom or the European Union]. Some service providers may process data in other countries. When personal data leaves the UK or the European Economic Area, we protect it with safeguards recognised by UK and EU data protection law, such as adequacy regulations or decisions, the UK International Data Transfer Agreement or Addendum, and the EU Standard Contractual Clauses. You can ask us for a copy of the relevant safeguards.
7How long we keep data
| Data | How long |
|---|---|
| Account details | While your account is open, and for 30 days after it closes |
| Customer content | While your account is open. Deleted 30 days after the account closes, and removed from backups within a further 60 days |
| Billing records and invoices | 6 years after the end of the accounting period they relate to, as UK tax law requires |
| Support messages | 2 years after the conversation ends |
| Usage and security logs | Up to 12 months |
| Email preferences | Until you unsubscribe. We keep a record of the opt-out so we don’t contact you again. |
8How we protect data
We encrypt data in transit (TLS) and at rest, limit staff access to what each role needs, require multi-factor authentication for administrative access, keep regular backups and log administrative actions. No system is completely secure, so we also have a process for detecting, assessing and reporting data breaches, including telling you and the ICO when the law requires it.
9Your rights
Under UK and EU data protection law you have the right to:
- get a copy of the personal data we hold about you;
- have inaccurate or incomplete data corrected;
- have your data deleted;
- restrict how we use your data, or object to uses based on legitimate interests, including all direct marketing;
- receive your data in a portable, machine-readable format; and
- revoke your consent at any time, where we rely on consent.
To use any of these rights, email [support@yourcompany.com]. We reply within one month and may need to confirm your identity first. There is no charge in most cases.
If you’re unhappy with how we handle your data, please tell us so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113, or, if you live in the European Union, to the data protection authority in your country.
11Children
Chartvane is a tool for businesses and adults and is not intended for anyone under 18. We don’t knowingly collect personal data from children. If you think a child has given us personal data, contact us and we will delete it.
12Changes to this policy
We will post any changes on this page and update the date at the top. If a change materially affects how we use your personal data, we will tell you by email before it takes effect.