Thanks for visiting the Xperience Group website or using our products and services. This policy explains the what, how and why of the information we collect when you visit our website. It also explains the specific ways we use and disclose that information. We want to make it clear, we take your privacy extremely seriously, and we never sell your data for sales or marketing use. Our aim is to be as clear and open as possible about what we do and why.

Changes To This Policy

This Privacy Policy is effective and updated as of 23rd  May 2018.

Previous revision: www.xperience-group.com/privacy-and-cookies-policy-old

Who Are We?

Our Holding Company is Xperience Group Management Limited, Company Registration Number NI637651, Registered at:

Knockmore Hill Industrial Park

11 Ferguson Drive, Lisburn

Lisburn, BT28 2EX

Northern Ireland

Phone: 02892 677 533

Within this holding company we have four trading entities:

  • Xperience IT Solutions Limited, Company Number NI007933
  • DMC Software Limited, Company Number 03603403
  • The Cloud Simplified Limited, Company Number NI035327
  • Xperience Dynamics Limited, Company Number NI623202

For Compliance and Data Protection Queries: compliance@xperience-group.com

Basics

Our Privacy and Cookies Policy indicates the type of processes that may result in data being collected about you. Your use of this website gives us the right to collect that information. As a user of this site, we may collect and process your personal information.

Privacy: Your Personal Information

1. Types of Information/ Data Collected

We may collect any or all of the information you give us depending on the information or type of contact you have requested, including your name, address, telephone number and email address, together with data about your use of the website. Other information may be needed to process a request may also be collected. As a business, the reason for processing this personal data is primarily based on Legitimate Interest.

Types of Information:

  • Form data: In exchange for some of our content you may be required to enter personal information. For example, in order to receive our “Guide to CRM” you will be required to enter your name, email address and phone number. By doing so you enable Xperience Group Management Ltd and its subsidiary Companies to provide you with the information requested. Any information entered in this manner will be held in the strictest of confidence and will under no circumstances be passed on to any third parties.
  • Reverse IP Lookup: We use third party products to provide information about visitors to our website. When you visit our website, we will record your IP address. This address will be matched against public and proprietary IP address databases to provide us with information about your visit. This information may identify the organisation to whom the IP address is registered but and may also identify individuals within that organisation. In some limited cases i.e. single person companies, it may be possible to identify personal data from publicly available ICANN data.
  • Website Cookies and link tracking: Cookies allow us to provide important site functionality, so you don’t have to re-enter lots of information. They also allow us to remember what links and pages have been clicked or viewed during a session. If you have provided us with personal data, completing a contact form for example, we may associate this personal data with other information. This will allow us to identify and record what is most relevant to you.

By using your browser controls, you are always in control of the cookies we store and access on your computer. More information on how to control cookies and limit personal data processing can be found at www.youronlinechoices.com/uk/five-top-tips.

 

2. Information Usage

We use the information collected primarily to process your request for information. Data collected in the UK is held in accordance with current Data Protection Laws and the General Data Protection Regulation. All reasonable precautions are taken to prevent unauthorised access to this information. This safeguard may require you to provide additional forms of identity should you wish to obtain information about your account details.

We process your personal data primarily on the basis of Legitimate Interest as a business but only if necessary for the purpose we collected it for. We will also process data on the basis of contractual and transactional obligation where necessary. We may process your data;

  • To ensure the content from our site is presented in the most effective manner.
  • To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
  • To notify you about changes to our service.
  • To ensure the content from our site is presented in the most effective manner.
  • To carry out sales and marketing activities such as calls, emails and other types of communications
  • To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
  • To notify you about changes to our service.
  • To perform obligations under a contract with you or a business you may work for
  • For registration of your Software Licencing and Warranty with our third party vendors or third level support e.g. Microsoft, Sage, Infor, IBM, Sophos.

*We will not pass on your data to third parties without your consent.

Types of Communication

By processing your Personal Information under Legitimate Interest, you will receive any specific piece(s) of information you requested, as well as allowing us to send you appropriate and useful communications. This includes but is not limited to; invitations to our events and webinars, our latest assets (whitepapers, guides, reports, infographics, videos and case studies) and promotional offers on software and services. We would also like to keep you abreast of the charity events and initiatives we partake in. If you are a Customer of Xperience Group, you may also receive monthly/quarterly product updates. These updates will highlight the great new releases we have developed. At any time, you can update your preferences (or completely unsubscribe/opt-out of our marketing) by clicking the opt-out link in any emails you receive from us.

  • By Email: By submitting your email address you are consenting to receive the particular piece of information you requested, as well as allowing us to send you appropriate and useful communications. This includes but is not limited to; invitations events and webinars, our latest assets (whitepapers, guides, reports, infographics, videos and case studies) and promotional offers on software and services. If you are a customer of Xperience Group Management Ltd or its subsidiaries, you will also receive quarterly product updates and newsletters. These updates will make you aware of product developments, hint and tip articles and best practice information. At any time, you can opt-out/ unsubscribe from our communications by clicking the link in any emails you receive from us. The link will always be in the footer of the email.
  • By Phone: By submitting your telephone number you are consenting to receive contact by phone.

3. Use of Cookies

Definition: Cookies are small text files placed onto your computer by the websites you visit. They are used to make websites work, to improve efficiency of websites, to improve the user experience and to provide usage information on websites. This information should make your website visits more productive by storing and using information on your website preferences and habits.

By configuring your web browser, you can choose whether or not to accept cookies. Most web browser software is initially set up to accept them. If you do not want to receive cookies you should change your browser settings. Please note by disabling cookies, some services or website functionality may not be available. For further information about cookies and how to disable them please go to www.aboutcookies.org.

The cookies we use fall into two categories:

  • Essential cookies: These are cookies required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, and to use online forms.
  • Analytical cookies: They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring users are finding what they are looking for easily.

The cookies we use are:

Google Analytics Cookies
Google Analytics is a tool that monitors websites and allows us to see volumes of website visitors, their source, and to analyse how our website is viewed and navigated. This allows optimisation of the content and pages on www.xperience-group.com and the marketing programs that drive traffic to the website. Google Analytics does not store any personal information about website visitors, but does use persistent cookies to identify repeat visitors. You may universally opt-out of all Google Analytics tracking used by all websites by visiting this URL:  https://tools.google.com/dlpage/gaoptout

GatorLeads Cookies: GatorLeads is a tool that identifies businesses and organisations that website visitors belong to, based on a reverse IP Lookup. GatorLeads also use cookies to process this identification, and personal information about individual users is stored. Cookies used by GatorLeads store information about your current web browsing session (pages viewed, time on site etc) and the dates and times of previous website visits.

This information is used by us to profile website visitors, in order to better understand the way in which our website content is viewed by different types of users. It is also used to identify the types of organisations that may be interested in attending our content, products or services.

Email Marketing Post-Click Tracking Cookies: These cookies are used to report on the pages on www.xperience-group.com that have been viewed by visitors to the site originating from links in our email marketing campaigns. This analysis helps us to understand additional content viewed by the contacts in our database and therefore allows us to improve and tailor future campaigns to the contact’s specific areas of interest.

Marketing Cookies: These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences. These cookies also record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website, the advertising displayed on it and communications sent more relevant to your interests.

 

Used By Name(s) Type Description Intrusiveness Justification
Google Anlaytics _utma Analytics These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works.
By using our website, you agree that we can place these types of cookies on your device.
LOW 3rd party cookie which does not personal store user data
Google Maps SID, SAPISID, APISID, SSID, HSID, NID, PREF Analytics Various unique identifiers, except for PREF which stores your options such as preferred zoom level. Google set a number of cookies on any page that includes a Google Map. While we have no control over the cookies set by Google, they appear to include a mixture of pieces of information to measure the number and behaviour of Google Maps users. LOW
Hotjar  UUD Analytics Hotjar assists its users/customers in providing their end users with a better experience and service as well as assist them in diagnosing technical problems and analyzing user trends. Most importantly, through Hotjar’s services, the functionality of the Hotjar Enabled Site can be improved, making them more user-friendly, more valuable, and simpler to use for the end users.

You may opt-out from having Hotjar collect your information when visiting a Hotjar Enabled Site at any time by visiting our Opt-out page and clicking ‘Disable Hotjar’ or enabling Do Not Track (DNT) in your browser.

MEDIUM Suppressed IP to manually suppress data on specific input fields or on-page text containing email addresses/numbers.
YouTube SID, LOGIN_INFO, use_hotbox, PREF, SSID, HSID, watched_video_id_list, __utma, __utmz, demographics, VISITOR_INFO1_LIVE Analytics Various unique identifiers, as well as login information that may relate to a Google account. LOW
YouTube SID, LOGIN_INFO, use_hotbox, PREF, SSID, HSID, watched_video_id_list, __utma, __utmz, demographics, VISITOR_INFO1_LIVE Analytics Various unique identifiers, as well as login information that may relate to a Google account.
Google set a number of cookies on any page that includes a Youtube video. While we have no control over the cookies set by Google, they appear to include a mixture of pieces of information to measure the number and behaviour of Youtube users, including information that links your visits to our website with your Google account if you are signed in to one. Information about your use of our website, including your IP address, may be transmitted to Google and stored on servers in the United States.This cookie does not identify you personally unless you are logged into Google, in which case it is linked to your Google accountGoogle’s Privacy PolicyOpt out of Google Analytics
LOW
Gator Leads wow.session Essential IIS Session Code ZERO Standard session cookie served by the web server.
wow.anonymousid Analytics Anonymous Visitor ID LOW Does not store user data, only stores active menu node over post-back
wow.schedule Essential Load Blanace Session Queue ZERO Standard session cookie served by the web server.
wow.utmvalues Session Stores the UTM values for the session LOW Does not store user data, only stores active menu node over post-back
wow.trackingdata Marketing CommuniGator encrypted identifier for the session MEDIUM 3rd party cookie which is only used by GatorMail integration so GatorLeads (reverse IP lookup tool) knows email contacts visiting website
wow.data Analytics Encrypted GatorMail identification MEDIUM 3rd party cookie which is only used by GatorMail integration so GatorLeads (reverse IP lookup tool) knows email contacts visiting website
ASPXAUTH Essential CommuniGator Product Authentication ZERO Authentication cookie served by the CommuniGator product
ASP.NET_SessionId Essential IIS Session Code ZERO Standard session cookie served by the web server

4. Public Information and Third-Party Websites

Blog/News/Events: We have public blogs on our website. Any information you include in a comment on our blog may be read, collected, and used by anyone. If your Personal Information appears on our blogs and you want it removed, contact us via the email provided at the top of this page. If we are unable to remove your information, we will tell you why.

Social media platforms and widgets: Our website includes social media features which may collect information about your IP address and which page you are visiting on our Website, and they may set a cookie to make sure the feature functions properly. Social media features and widgets are either hosted by a third party or hosted directly on our website. We also maintain presences on social media platforms including Facebook, Twitter, and LinkedIn. Any information, communications, or materials you submit to us via a social media platform is done at your own risk without any expectation of privacy. We cannot control the actions of other users of these platforms or the actions of the platforms themselves. Your interactions with those features and platforms are governed by the privacy policies of the companies that provide them.

Links to third-party websites: Our website include links to other websites, whose privacy practices may be different from ours. However, once you have used these links to leave our site, you should note that we do not have any control over that website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites. If you submit Personal Information to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any website you visit.

5. Your Rights

You have certain rights given to you by law, that means you have an amount of control over your personal data that we process.

  • Access to Your Personal Data: This right allows you to confirm that your personal data is being processed and to allow you to check if the processing is lawful.
  • Correcting Any Mistakes: The right of rectification allows you to instruct an organisation that is processing your personal data, to rectify any mistakes.
  • Right to be Forgotten: You have the right to instruct an organisation to erase your personal data.
  • Stop Processing: The right to stop the processing of your personal data
  • Moving Data: The right to data portability means that under certain circumstances you will be able to ask for your personal data to be transferred from one organisation to another.
  • Right to Object to Direct Marketing: You have the right to object to the processing of your personal data for the purposes of direct marketing.
  • Object to Profiling: Under certain circumstances, you are able to object to profiling and/or automated decision making.
  • Right to complain to the Information Commissioners Office (ICO): If you are not happy with an aspect of how Xperience Group are processing your data, you can lodge a complaint to the supervisory authority, which is the ICO. (ico.org.uk) Before it gets to that situation, please make sure you contact compliance@xperience-group.com if you wish to exercise any of your rights or if you have any questions about the processing of your personal data.

6. Access To Your Personal Information

Under GDPR, you are entitled to view, amend, or delete the personal information that we hold. Email your request to Compliance@xperience-group.com

7. Additional Information

For more information regarding the Xperience Group Privacy and Cookies Policy please contact:

Compliance@xperience-group.com