Privacy Policy
This Privacy Policy was last modified on 27 March 2024.
Volemic Limited is a company organized under the laws of England and Wales with registered office at C/O BCS, Windsor House Station Court, Station Road, Great Shelford, Cambridge, Cambridgeshire, United Kingdom, CB22 5NE5.
This Privacy Policy describes how Volemic and its affiliates (collectively “Volemic”, “we”, “us”, and/or “our”) collects and processes your personal information for our own purposes when you interact with Volemic websites, services, content, and any related software and other applications (collectively, “Volemic Services”).
When you access or use Volemic Services, you acknowledge that you have read this Privacy Policy and understand its contents. Your use of our Volemic Services and any dispute over privacy is subject to this Privacy Policy.
In connection with the provision of specific Volemic Services, we may provide additional “just-in-time” disclosures or additional information about our data processing practices. These notices may supplement this Privacy Policy, clarify Volemic’s privacy practices in the circumstances described or may provide you with additional choices about how Volemic processes your personal information.
We recommend that you read this Privacy Policy in its entirety to ensure you are fully informed. However, in order to simplify the reading, we have included quick links to each section below:
- What This Privacy Policy Covers
- Personal Information We Collect
- How We Use Your Personal Information
- How We Share Your Personal Information
- How Long We Keep Your Personal Information
- International Transfers
- Cookies
- Security
- Your Rights and Choices
- Children’s Personal Information
- Changes to this Privacy Policy
- How To Contact Us
- Additional Information for California and Certain US States
- Additional Information for Certain Regions
1. What This Privacy Policy Covers
This Privacy Policy applies to the personal information we collect and process, when you:
- visit, interact with, or use any Volemic website, and/or Volemic Services;
- create or administer your Volemic account;
- receive communications from, or otherwise interact or communicate with us, including via email, phone or mail, or using our branded social media pages; and
- register or take part in our marketing, learning, or training events.
This Privacy Policy does not apply to the following.
- Customer Personal Data. Customer Personal Data has the meaning given to it in the Data Protection Schedule that forms part of our agreement with Customers.
- Volemic as an employer. Any personal information we collect or process in our capacity as an employer, co-employer or employer of record.
- Third-party data. Any products, services, websites or content that are offered by third parties through integrations with Volemic Services, which are governed by their own respective privacy policies.
Volemic also creates and uses de-identified data in some instances, as well as combining personal data with non-personal data (such as company-level information). We either maintain such data without attempting to re-identify it, or treat such data as personal data subject to applicable law.
2. Personal Information We Collect
The personal information we collect depends on the context of your interactions with Volemic and the choices you make, the Volemic Services and features you use, your location, and applicable laws, but can include the following:
Information You Provide To Us. We collect any information you provide us when you interact with us, such as when you complete a form on our website to obtain additional information about our Volemic Services or create a Volemic account. This information may vary depending on how you interact and what you choose to share with us, and includes:
- Business contact information, such as your name, address, phone number and email address.
- Current employment information, such as your company name, job title, job level, team/department and start date.
- Account information, such as credit card and bank account information, VAT numbers and other tax identifiers that you use to pay for Volemic Services, usernames, and other authentication and security credential information.
- Identification, such as government-issued identification documents to comply with global anti-money laundering (AML) and know your customer (KYC) obligations.
- Call and video recordings. We may record sales and implementation phone calls, video calls, teleconferences and web conferences (including audio and video content) to the extent permitted by applicable law. We will always notify you before a call is recorded, and will obtain your consent where required under applicable law.
- Location Information. Certain Volemic Services may request permission to access your location. Where you grant this permission, we will collect information about your location using GPS, wireless, or Bluetooth technology. You can control access to precise location information through your mobile device settings.
- Vendor information. To onboard new partners or vendors to Volemic Services, we may collect certain information such as your Tax Identification Number (TIN) or other tax documents, information contained in invoices you have issued, and financial information (such as your bank account number).
- Other information, such as when you fill in a form on our website, respond to surveys, provide feedback, make a support inquiry, participate in promotions or otherwise communicate with us.
Providing your personal information is optional, but it may be necessary for certain Volemic Services, such as account registration. In such cases, if you do not provide your personal information, we may not be able to provide you with the requested Volemic Services.
Information We Collect Automatically. We automatically collect certain types of information when you interact with our Volemic Services, such as when you visit our website or log into your account. We use common information-gathering tools, such as tools for collecting usage data, cookies, web beacons and similar technologies to automatically collect information that may contain personal information from your computer or mobile device as you navigate our Volemic Services or interact with emails we have sent you. This information includes:
- Usage and interaction information. The full Uniform Resource Locators (URL) clickstream to, through, and from our website (including date and time) and Volemic Services, content you viewed or searched for, page response times, download errors, length of visits to certain pages, and page interaction information (such as scrolling, clicks and mouse-overs).
- Log data and device Information, such as IP address, information about your Internet service provider, computer and device information including device, application, or browser type and version, browser plug-in type and version, operating system, or time zone setting, authentication and security credential information, access dates and times, occurrences of technical errors, diagnostic reports, your settings preferences, backup information, API calls and other logs.
- Inferred location information. We may look up your IP address to determine your general location.
- Other identifiers and information contained in cookies and similar tracking technologies as described below under the heading “Cookies”.
Information We Collect from Other Sources. We collect information about you from other sources, including partners from whom we receive demographic and business contact information, or who provide us with publicly available information which may contain personal information, as well as customers from whom we receive vendor information. We may combine this information with personal information that you provide. This information may include marketing, sales generation, and recruitment information such as your name, email address, physical address, phone number and similar contact information.
If you are the administrator for your organization or a vendor, this may also include personal information necessary to verify your identity and prevent fraud, such as your name, address, phone number, banking details, Social Security Number and IP address.
If you are a vendor, we may also receive from our customers your TIN or other tax documents, information contained in invoices you have issued, and financial information (such as your bank account number) in connection with facilitating bill payments on behalf of our customers.
3. How We Use Your Personal Information
Our purposes for using personal information include:
- Providing Volemic Services. We use your personal information to provide and deliver our Volemic Services and process transactions related to our Volemic Services, including registrations, purchases and payments.
- Communicating with you. We use your personal information to communicate with you about our Volemic Services via different channels (e.g. by phone or email) and to respond to your requests.
- Measuring, troubleshooting and improving our Volemic Services. We use your personal information to provide, maintain, improve and develop our Volemic Services, including by measuring their use, analyzing their performance and fixing errors.
- Recommendations and personalization. We use your personal information to recommend Volemic Services that might be of interest to you, identify your preferences, and personalize your experience with Volemic Services.
- Advertising and marketing. We use your personal information to send you promotional messages, marketing, advertising, and other information based on your preferences, and to personalize, measure, and improve our advertising. We may also use personal information to administer referral programmes, rewards, surveys, sweepstakes, contests, or other promotional activities or events sponsored or managed by Volemic or its third-party partners, and to invite you to events and relevant opportunities. For more information about your choices relating to our marketing activities, see “Your Rights and Choices” section below.
- Preventing and investigating security and fraud issues. We may use your personal information to prevent, detect, mitigate and investigate potential security issues, as well as fraudulent or illegal activity on our Volemic Services.
- Complying with legal obligations. In certain cases, we may have a legal obligation to collect, use or retain your personal information.
- Purposes for which we seek your consent. We may also ask for your consent to use your personal information for a specific purpose that we communicate to you.
5. How Long We Keep Your Personal Information
We keep your personal information for as long as it is required in order to fulfill the relevant purposes described in this Privacy Policy, or for other essential purposes such as complying with our legal obligations, resolving disputes and enforcing our agreements.
Because these needs can vary for different data types in the context of different Volemic Services, actual retention periods can vary significantly. We determine the appropriate retention period for personal information based on the amount, nature and sensitivity of your personal information processed, the potential risk of harm from unauthorized use or disclosure of your personal information and whether we can achieve the purposes of the processing through other means, as well as applicable legal requirements (such as applicable statutes of limitation).
After expiry of the applicable retention periods, your personal information will be deleted. If there is any data that we are unable, for technical reasons, to delete entirely from our systems, we will put in place appropriate measures to prevent any further use of that data.
For further information on applicable data retention periods, please contact us at the address stated under the “How to Contact Us” section below.
6. International Transfers
Personal information we collect may be stored and processed in your region, in the United Kingdom or in any other country where we or our affiliates or service providers maintain facilities. We maintain primary data centers in the United Kingdom. We take steps designed to ensure that the personal information we collect under this Privacy Policy is processed as described in this Privacy Policy and according to any applicable laws.
8. Security
We design our systems with your security and privacy in mind.
- We maintain a wide variety of compliance programmes that validate our security controls. Click here to learn more.
- We protect the security of your information during transmission to or from Volemic by using encryption protocols and software.
- We maintain technical, physical and organizational safeguards in connection with the collection, storage and disclosure of personal information. Our security procedures mean that we may request proof of identity before we disclose personal information to you.
However, no security measure or modality of data transmission over the Internet is 100% secure. Although we strive to use commercially acceptable means to protect your personal information, we cannot guarantee absolute security. You are solely responsible for protecting your password, limiting access to your devices and signing out of websites after your sessions.
If you have any questions about the security of our websites, please contact us at the address stated under the “How to Contact Us” section below.
9. Your Rights and Choices
Depending on your location and subject to applicable law, you may have certain rights regarding your personal information. Please refer to the “Additional Information for Certain Regions” section below for further information on your rights based on your location.
In addition, irrespective of your location, you have choices about the collection and use of your personal information. You can choose not to provide certain information, but then you might not be able to take advantage of certain Volemic Services.
- Account information. When you are logged in with a Volemic account, you and your organization’s administrator can access, add or update several types of personal information, including your account information, billing contact information, payment and transaction information, as well as product and communication settings and configurations. If you interact with Volemic Services on behalf of or through your organization, then your personal information will also be subject to your organization’s privacy practices, and you should direct privacy requests to your organization.
- Marketing communications. If you do not want to receive promotional communications from us, you can unsubscribe by emailing us at legal@support.com.
- Behavioral or “interest-based” advertising. You may opt out of online behavioral advertising on the Internet by visiting the Network Advertising Initiative, or the Digital Advertising Alliance opt-out pages. You may also opt out of online behavioral (sometimes called “interest-based” or “cross-contextual”) advertising on your mobile device by some mobile advertising companies and other similar entities by downloading the App Choices App. If you opt out of interest-based ads, you may still see ads provided by Volemic, they just will not be based on your interests.
- Browser and devices. The Help feature on most browsers and devices will tell you how to prevent your browser or device from accepting new cookies, how to have the browser notify you when you receive a new cookie, or how to disable cookies altogether.
10. Children’s Personal Information
We do not provide our Volemic Services to children. If you’re under 18, you may use our Volemic Services only with the involvement of a parent or guardian. We do not knowingly collect personal information from children under the age of 16 without the consent of the child’s parent or guardian. If you are a parent or guardian and you learn that your children under 16 have provided us with personal information, please contact us at the address stated under the “How to Contact Us” section below.
11. Changes to this Privacy Policy
The Volemic Services and our business may change from time to time. As a result, it may be necessary for Volemic to make changes to this Privacy Policy. Volemic reserves the right to update or modify this Privacy Policy at any time. Please review this page periodically, and especially before you provide any personal information to us. This Privacy Policy was last updated to be effective as of the “last modified” date indicated at the top.
12. How To Contact Us
If you have any questions about our Privacy Policy or privacy practices, or if you wish to lodge a complaint about our privacy practices, please contact us at legal@volemic.com or by mail addressed to The Legal Team, Volemic Limited at the registered address indicated at the top, stating the country in which you are located.
Contact details for specific jurisdictions including the European Economic Area and the UK, can be found in “Additional Information for Certain Regions” below.
If you have any questions about the Customer Data handled by your organization, please contact your organization’s administrator.
13. Additional Information for California and Certain US States
Your Rights. Under the laws of the states of California, Colorado, Connecticut, Utah and Virginia (“Applicable States“), you may have rights to ask us to:
- provide access to certain information we hold about you, in some cases in a portable format, if technically feasible;
- update or correct your information;
- delete certain information we hold about you; and
- opt in to or opt out of use of certain sensitive information we hold about you.
Authorized agents: You may also have the right to designate an authorized agent to help you exercise these consumer rights. To ensure the security of your Volemic account, we will generally ask you to verify your, or your authorized agent’s, request using the contact information you have already provided.
Exercising your rights: If you would like to exercise any of these rights, or appeal a decision made relating to your rights, please contact us at legal@volemic.com.
No sale of personal information. In the preceding twelve months, we have not sold any personal information of consumers, as those terms are defined under the laws of California or other Applicable States.
No discrimination. We will not discriminate against any consumer for exercising their rights under the privacy laws of California or other Applicable States.
California. Below are the additional disclosures required by the California Consumer Privacy Act and the California Privacy Rights Act (together, the “CCPA“), effective as of 1 January 2023.
Categories of personal information collected. The personal information that we may collect, or may have collected from consumers in the preceding twelve months, fall into the following categories established by the CCPA, depending on how you engage with us:
- Identifiers, such as your name, email, address, phone numbers or IP address;
- personal information as described in subdivision (e) of Section 1798.80 of the California Civil Code, such as a credit card number;
- characteristics of protected classifications under California or US federal law, such as age or gender, for example if we conduct user surveys or analysis;
- commercial information, such as purchase activity;
- Internet or other electronic network activity information, including content interaction information, such as content downloads, streams and playback details;
- geolocation data, such as the location of your device or computer determined from your IP address or mobile device’s GPS depending on your device settings;
- audio, visual, electronic or other similar information, including when you communicate with us by phone or otherwise;
- professional or employment-related information, for example data you may provide about your business; and
- inference data, such as information about your preferences.
Categories of personal information disclosed for a business purpose. The personal information that we may have disclosed about consumers for a business purpose in the preceding twelve months fall into the following categories established by the CCPA, depending on how you engage with us:
- Identifiers, such as your name, email, address, phone numbers or IP address;
- personal information as described in subdivision (e) of Section 1798.80 of the California Civil Code, such as a credit card number;
- characteristics of protected classifications under California or US federal law, such as age or gender, for example if we conduct user surveys or analysis;
- commercial information, such as purchase activity;
- Internet or other electronic network activity information, including content interaction information, such as content downloads, streams and playback details;
- geolocation data, such as the location of your device or computer, for example if you enable location services to enhance your experience through applications we offer;
- audio, visual, electronic or other similar information, including when you communicate with us by phone or otherwise;
- professional or employment-related information, for example data you may provide about your business;
- inference data, such as information about your preferences.
Sensitive personal information. The categories of data that Volemic collects and discloses for a business purpose include “sensitive personal information” as defined under the CCPA. Volemic does not use or disclose sensitive personal information for any purpose not expressly permitted by the CCPA.
14. Additional Information for Certain Regions
Australia
Laws authorizing or requiring collection of personal information. We may collect your personal information as permitted or required by applicable law, including where relevant the Privacy Act 1988 (Cth) and for customers, to create and retain records to satisfy our obligations under the Corporations Act 2001 (Cth).
Complaints. If you are not satisfied with the way we handle a complaint, you can submit a complaint to the Office of the Australian Information Commissioner at http://www.oaic.gov.au/privacy/privacy-complaints.
Canada
Your Rights. Subject to applicable law, you have the right to:
- ask whether we hold personal information about you and request copies of such personal information and information about how it is processed;
- request that inaccurate personal information is corrected;
- request deletion of personal information that is no longer necessary for the purposes underlying the processing, processed based on withdrawn consent, or processed in non-compliance with applicable legal requirements; and
- lodge a complaint with us regarding our practices related to your personal information.
If you wish to do any of these things, please contact us at the address stated under “How to Contact Us” above, stating the country in which you are located.
European Economic Area and UK
Controller of Personal Information. Volemic Limited whose registered office is stated at the top of this Privacy Policy is the data controller for the personal information covered by this Privacy Policy.
Processing. The EEA and UK data protection laws require a legal basis for our use of personal information. Our basis varies depending on the specific purpose for which we use personal information. We use personal data for the following legal bases:
- Performance of a contract, such as when we provide you with our Volemic Services, or communicate with you about them. This includes when we use your personal information to process your order, administer your account, provide you with support and process payments.
- Our legitimate business interests and the interests of our customers, such as when we operate, develop or improve our Volemic Services, when we analyze your behavior in the course of your interaction with our Volemic Services, when we detect and prevent fraud and abuse in order to protect the security of our customers, ourselves or others, and when we advertise or market to you through direct marketing.
- Your consent, when we ask for your consent to process your personal information for a specific purpose that we communicate to you. When you consent to our processing your personal information for a specified purpose, you may withdraw your consent at any time and we will stop processing of your data for that purpose.
- Compliance with a legal obligation, when we use your personal information to comply with laws.
- These and other legal bases, depending on the purpose for which we use personal information.
Your Rights. Subject to applicable law, you have the right to:
- ask whether we hold personal information about you and request copies of such personal information and information about how it is processed;
- request that inaccurate personal information is corrected;
- request deletion of personal information;
- request us to restrict the processing of personal information where the processing is inappropriate;
- object to the processing of personal information;
- request portability of personal information that you have provided to us (which does not include information derived from the collected information), where the processing of such personal information is based on consent or a contract with you and is carried out by automated means;
- if we have collected and processed your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent; and
- you have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. Contact details for data protection authorities in the EEA and UK are available here (EEA) and here (UK).
If you wish to do any of these things, please contact us at the address stated under “How to Contact Us” above, stating the country in which you are located. Further, the data protection officer for the above-mentioned data controller can be contacted at legal@volemic.com.
Transfers outside of the EEA/UK. We may transfer personal information from the EEA and UK to other countries that may not have the same level of data protection that applies in your jurisdiction. In these cases, we use a variety of legal mechanisms to ensure that the recipient of your personal information offers an adequate level of protection, including entering into the standard contractual clauses for the transfer of European data approved by the European Commission, or where required, we will ask you for your prior consent.
This Privacy Policy was last modified on 1 June 2023.
Volemic Limited is a company organised under the laws of England and Wales with registered office at C/O BCS, Windsor House Station Court, Station Road, Great Shelford, Cambridge, Cambridgeshire, United Kingdom, CB22 5NE5 (“Volemic”, “us”, “we”, or “our”).
Volemic operates https://volemic.com (the “Site”). This Privacy Policy informs you of the data processing operations carried out by us in relation to the Site.
Personal data and use
We take your privacy extremely seriously and use your personal data only for legitimate reasons and in accordance with data protection law, and any other applicable legislation, for purposes such as: providing and improving the Site, allowing you to participate in various projects implemented by us through the Site, responding to queries addressed by you through the Site, research, maintenance of accounts and records and the promotion of services.
Processing personal data of end users
While using our Site, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to, your name, email address, postal address and phone number. Unless otherwise defined in this Privacy Policy, terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, accessible at www.volemic.com.
We process your personal data for the purposes described in this Privacy Policy, based on the following legal grounds:
- with your consent: we may ask for your agreement to process your personal data for specific purposes and you have the right to withdraw your consent at any time; or
- Volemic’s legitimate interests while applying appropriate safeguards that protect your privacy. This means that we may process your personal data for things like:
- providing, maintaining, and improving our Site; or
- detecting, preventing, or otherwise addressing fraud, abuse, security, or technical issues with our Site.
Log data
Like many site operators, we collect information that your browser sends whenever you visit our Site (“Log Data”). This Log Data may include information such as your computer’s Internet Protocol (“IP”) address, browser type, browser version, computer settings, the pages of our Site that you visit, how often you visit those pages, the time and date of your visits, the time spent on those pages and other statistics.
Cookies
Cookies are files with small amounts of data, which may include an anonymous unique identifier. Cookies are sent to your computer when you visit a website and are stored on your computer’s hard drive.
Like many websites, we may use “cookies” to collect information. These cookies enable us to understand how you use the Site and enhance your experience whilst on it. They help us to provide you with a better Site, by enabling us to monitor which pages you find useful, and those you do not. Please be assured that cookies in no way give us access to your computer or any information about you, other than the data you choose to share with us. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Site.
By continuing to use our Site without changing your browser settings you consent to the use of cookies as described in this Privacy Policy.
Security
The security of your personal data is important to us. All of the personal data described above is recorded on restricted database servers. Our suppliers use a variety of industry-standard security technologies and procedures to help protect your personal data from unauthorised access, use, or disclosure. Please remember, however, that no method of transmission over the Internet, or method of electronic storage, is 100% secure. While we strive to use appropriate and robust security measures to protect your personal data, we cannot guarantee its absolute security.
Links to other sites
Our Site may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party’s site. Third parties may display advertisements on their sites. These advertisements may contain cookies, web beacons and other similar technologies. These third parties may collect information or insert cookies or similar technologies without our knowledge. We strongly advise you to review the privacy policy and terms and conditions of every site you visit. We have no control over, assume no responsibility for, and do not endorse, the content, privacy policies, or practices of any third party sites or services.
Retention of personal data
Personal data will be retained for the entire period of time necessary for the performance of the purposes described in this Privacy Policy, as well as following their completion in accordance with applicable legal requirements.
Transfers
If and when necessary or required, personal data processed for any of the purposes mentioned in this Privacy Policy may be transferred to other companies within the same group, suppliers and service providers, professional advisers and consultants, agents, survey and research organizations or to governmental or state authorities in accordance with applicable legal requirements. It may sometimes be necessary to transfer personal data overseas to other countries within the European Union/ European Economic Area or to other countries around the world. Any transfers made will be in full compliance with all applicable legal requirements.
Your rights
Under data protection law, you have the right to request access to, update, remove, and restrict the processing of your personal data. You also have the right to object to the processing of your personal data or export your personal data to another service. Any requests should be addressed in writing to the Volemic Legal Team at our registered office or at the following e-mail address: legal@volemic.com.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time. We will inform you of any changes by posting the new Privacy Policy on the Site without other notice to you. You are advised to review this Privacy Policy periodically for any changes.
Contact us
If you have any questions about this Privacy Policy, please contact us in writing at our registered address or via the e-mail address legal@volemic.com.
You can also contact the Information Commissioner’s Office (ICO) if you have concerns regarding your rights under data protection law.