‍APOLLO CLOUD SOLUTIONS PRIVACY POLICY

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THIS PRIVACY POLICY SETS OUT HOW APOLLO CLOUD SOLUTIONS USES AND PROTECTS ANY INFORMATION THAT YOU GIVE APOLLO CLOUD SOLUTIONS WHEN YOU USE THIS WEBSITE.

Apollo Cloud Solutions is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

Apollo Cloud Solutions may change this policy periodically by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

Data We Process

As part of Our operations, as well as service and product functionality We may process different types of personal and non-personal information based on Your use of Our products, services and Our business relationship with You. Information may be collected when You give it to Us with the intent to purchase or interact with Us about a product or service We offer or provide; when We collect it automatically when You visit Our websites or use Our products and services; or when We obtain it from other sources, such as credit agencies. Our products’ feature central phonebook doesn’t collect user data in any case scenario. The only thing the central phonebook does is download the contact list from the server. Our applications will never send any contacts from the devices to the server. Comms X uploads users’ avatars directly on the server. Avatars are only used internally for visual representation in the client.
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Non-personal Data

Apollo Cloud Solutions Limited does not want You to, and You should not send any non-personal confidential information or proprietary information to Apollo Cloud Solutions Limited via Our websites and services. Any submission by You becomes the property of Apollo Cloud Solutions Limited and You grant Apollo Cloud Solutions Limited the authority and right to use that information subject to the Apollo Cloud Solutions Limited Privacy Statement set forth here. By sending Apollo Cloud Solutions Limited materials or information, You grant Apollo Cloud Solutions Limited an unrestricted, irrevocable license to use, reproduce, display, perform, modify, transmit and distribute such material or information and You further agree that Apollo Cloud Solutions Limited is free to use any ideas, concepts, know-how or techniques that You provide for any purposes.

We gather anonymous data within Our products and services in order to provide You with summary statistics and to help Us with support, planning as well as with enhancement and development of new products and services. Anonymous data includes information on equipment, performance, usage of Our websites, viewing and other technical information about Your use of Our network, services, products or websites. This information does not contain personally identifiable information.

Push Notifications

In order for Push Notifications to work, we must register your device token remotely when Comms X is in the background or closed on your iOS or Android device. To accomplish this, we transmit your device push notification token over a https – secure connection. This information is shared with no one and is erased immediately when the push instance expires (usually within 2-5 days in case there is no activity for that device) or when the user disables Push Notifications in the Application.

Personal Data

Personally identifiable data that is processed within Our products and services include:

Account details
Email addresses and other contact information
Billing information
IP addresses
CDRs, Call Recordings, Faxes and Voicemails
Data gathered with Google Analytics
Contacts Usage
Mobile App Media Files and Documents usage
In addition to the above data, Diagnostic data that We gather may contain personally identifiable data.

How We Use Personal Data

Account Details

Account and profile information is primarily used for authentication and authorisation purposes. In order to be granted any level of access to The Software You must register or subscribe by submitting information to Us that will uniquely identify You as a company or an individual. You as the subscriber are responsible for ensuring that the information on file with Apollo Cloud Solutions Limited is current and accurate. Apollo Cloud Solutions Limited will collect and use subscriber identifiable information for billing, provisioning of service, resolution of problems associated with service, directory services, and to inform subscribers of new products or services that will enhance the Apollo Cloud Solutions Limited’s ability to provide service to subscribers. We will use subscriber identifiable information to market products and services to the subscriber, but will not disclose or make available any subscriber identifiable information to any third parties seeking to market products. If a subscriber chooses in writing not to participate in direct marketing of new products and services from Apollo Cloud Solutions Limited, then the subscriber’s information will not be used for the purpose of marketing new products. Additionally, the subscriber may request to have identifiable information deleted from the Apollo Cloud Solutions Limited’s directory.

If You are accessing Apollo Cloud Solutions Limited products and services with Your Company account that includes company name, company’s physical address, company’s email addresses and other contact details, that information is not considered personally identifiable data and thus is not within the scope of Our GDPR compliance.

Email Addresses and Other Contact Information

Apollo Cloud Solutions Limited people and those working for agents or contractors of Apollo Cloud Solutions Limited have a responsibility to keep Your information confidential and will only use it to offer products and services on behalf of Apollo Cloud Solutions Limited The personal details that We use to provide or promote Our products and services (for example Your name, telephone number, or details of the services You use), as well as any information provided by You, will NOT be passed to ANY organization beyond Apollo Cloud Solutions Limited to be used for marketing purposes. Your details may sometimes be shared with Apollo Cloud Solutions Limited contractors or agents in order to provide You with Apollo Cloud Solutions Limited products and services You have requested, but We will make this clear to You in the relevant terms and conditions We give You when You order.

At Apollo Cloud Solutions Limited We respect the privacy of personal email accounts and We store Your email addresses just as securely as other personal information on www.apollocloud.co.uk. We will not send You unwanted email messages or junk mail, and Your details will not be passed to ANY organization beyond Apollo Cloud Solutions Limited without Your explicit permission. However, We will use email to send You messages about outstanding orders, faults and service issues. We may also use email to keep You up to date with news about Your current services, as well as anything You show an interest in, either online or through other contacts with Apollo Cloud Solutions Limited If You do not want to be kept informed this way by email, please let Us know. You can do this by ticking the relevant box where Your email address is stored in the www.apollocloud.co.uk personal profile.
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IP Addresses

When using The Software We may collect IP addresses of devices containing client software connecting to Our products and services in order to maintain the security of the connection and to prevent unauthorized access to Your data. These IP addresses are processed only during the active connection to Our products and services.
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CDRs, Call Recordings, Faxes and Voicemails

The Software provides functionality to record calls, leave voicemail and send faxes. Access to these files is given only to those that have explicit permissions to do so. Call recording can be controlled before or during the call itself in order to ensure a lawful basis for data processing and to easily avoid recording of private information.

Call Detail Records are processed in order to provide support for accounting, billing, call quality analysis and detect unlawful activity. Depending on Our Data retention policy and relevant Laws We will keep CDRs for a limited time after which they will be deleted. Before CDRs get deleted You will have an option to Archive anonymized CDRs in a remote long-term secure storage of Your choosing (ie. Dropbox, Google Drive, AWS).
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Contact Usage

When you grant Apollo Cloud Solutions Limited permission to access your contacts in the ‘’Comms X’’ applications, you give us access to the following personal information from your address book:

• Contacts’ names
• Contacts’ email addresses
• Contacts’ phone numbers

Apollo Cloud Solutions Limited uses this information to:

• Populate your Contacts data in the app
• Enable the Share Contact feature in case you wish to share contact details with another participant of chat conversation

Mobile App Media Files and Documents usage

Apollo Cloud Solutions Limited has access to media files and documents shared with the “Comms X” applications. We process these files (which may include photos, videos and documents) only if the SIP account is configured to do so and only if you select the option to share a media or file attachment via a multimedia message.

Depending on your operating system, you may need to grant separate access-related permissions to the application in order for the application to access files.

Apollo Cloud Solutions Limited only accesses those files that have been shared with the Application. They are securely uploaded to a server so the message recipient can download them later.

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Diagnostic Data

You are advised that The Software may contain diagnostic capabilities that allow Apollo Cloud Solutions Limited, authorized Apollo Cloud Solutions Limited Partners, and authorized customer administrators to capture packets, run diagnostics, capture anonymous usage information from endpoints. You are responsible for enabling these diagnostic capabilities, for ensuring Your users are aware of activities or potential activities and for compliance with any legal requirements with respect to use of The Software and diagnostic capabilities on its network, including, without limitation, compliance with laws regarding notifications regarding capture of personal data, call recording and wiretapping.

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‍What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

•     Internal record keeping.

•     We may use the information to improve our products and services.

•     We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.

•     ​We may use the information to customise the website according to your interests.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

•     whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes

•     if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by emailing us at hello@apollocloud.co.uk.

We will not sell, distribute, lease or otherwise share your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

You may request details of personal information which we hold about you under the GDPR 2018.  If you would like a copy of the information we may hold please write to Apollo Cloud Solutions, The Tannery, 91 Kirkstall Road, Leeds, LS3 1HS.

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If you believe that any information we are holding on you is incorrect or incomplete, please write to us as soon as possible at the above address, or email hello@apollocloud.co.uk. We will promptly correct any information found to be incorrect.

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If you have any GDPR queries, please contact our GDPR officer at hello@apollocloud.co.uk.