This Privacy Policy applies between you, the User of this Website, and With Route Limited, the owner and provider of this Website. With Route Limited takes the privacy of your information very seriously. This Privacy Policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website.

This Privacy Policy should be read alongside, and in addition to, our Terms and Conditions, which can be found at www.usecoform.com/terms

Please read this Privacy Policy carefully.

Definitions and Interpretation

1. In this Privacy Policy, the following definitions are used:

Data

collectively all information that you submit to With Route Limited via the Website. This definition incorporates, where applicable, the definitions provided in the Data Protection Laws;

Cookies

a small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website. Details of the cookies used by this Website are set out in the clause below (Cookies);

Data Protection Laws

any applicable law relating to the processing of personal Data, including but not limited to the GDPR, and any national implementing and supplementary laws, regulations and secondary legislation;

GDPR

the UK General Data Protection Regulation;

With Route Limited, we or us

 With Route Limited, a company incorporated in England and Wales with registered number 15380719 whose registered office is at 3rd floor 86-90 Paul Street,   London,  EC2A 4NE;

UK and EU Cookie Law

the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended by the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011 & the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2018;

User or you

any third party that accesses the Website and is not either (i) employed by With Route Limited and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to With Route Limited and accessing the Website in connection with the provision of such services; and

Website

the website that you are currently using, https://www.usecoform.com/, and any sub-domains of this site unless expressly excluded by their own terms and conditions.

2. In this Privacy Policy, unless the context requires a different interpretation:some text

   1. the singular includes the plural and vice versa;

   2. references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this Privacy Policy;

   3. a reference to a person includes firms, companies, government entities, trusts and partnerships;

   4. "including" is understood to mean "including without limitation";

   5. reference to any statutory provision includes any modification or amendment of it;

   6. the headings and sub-headings do not form part of this Privacy Policy.

Scope of this Privacy Policy

3. This Privacy Policy applies only to the actions of With Route Limited and Users with respect to this Website. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites. We encourage you to review the privacy policies of any third-party services to understand their data handling practices.

4. For purposes of the applicable Data Protection Laws, With Route Limited is the "data controller". This means that With Route Limited is responsible for determining the purposes and methods of processing your personal data in compliance with applicable Data Protection Laws. We are committed to safeguarding your privacy and handling your data transparently, in line with legal requirements and industry best practices.

Data Collected

5. We collect various types of information to provide and improve our services to you. Here’s what we may collect:some text

   1. name;

   2. job title;

   3. contact Information such as email addresses and telephone numbers;

   4. IP address (automatically collected);

   5. web browser type and version (automatically collected);

   6. operating system (automatically collected);

   7. user-generated content, including transcripts of calls with customers, notes and other content you create whilst using our service. Importantly, we treat all user-generated content as confidential information owned by you, the user. Our use of such content is strictly for the purpose of delivering and further improving our services.

in each case, in accordance with this Privacy Policy.

How We Collect Data

6. We collect your Data through a variety of methods to ensure the effectiveness and security of our services:some text

   1. data provided by you; this includes information you voluntarily submit to us, such as when you create an account, contact us for support or inquiries, use our services, participate in surveys or feedback, or interact with us in any other way that necessitates you giving us your data directly.

   2. data is collected automatically; when you use our services, we automatically collect certain information. This includes technical data like your IP address, browser type and version, and operating system. It also encompasses usage data, such as how and when you use our services, the features you interact with, and the pages you visit on our website. Automatic data collection helps us understand how our services are being used, improve user experience, and ensure the technical functionality and security of our services.

Data That is Given to Us by You

7. With Route Limited will collect your Data in a number of ways, for example:some text

   1. when you contact us through the Website, by telephone, post, e-mail or through any other means;

   2. when you register with us and set up an account to receive our products/services;

   3. when you complete surveys that we use for research purposes (although you are not obliged to respond to them);

   4. when you use our services;

in each case, in accordance with this Privacy Policy.

Data That is Collected Automatically

8. To the extent that you access the Website, we will collect your Data automatically, for example:some text

   1. we automatically collect some information about your visit to the Website. This information helps us to make improvements to Website content and navigation, and includes your IP address, the date, times and frequency with which you access the Website and the way you use and interact with its content.

   2. we will collect your Data automatically via cookies, in line with the cookie settings on your browser. For more information about cookies, and how we use them on the Website, see the section below, headed "Cookies".

Our Use of Data

9. Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:some text

   1. internal record keeping;

   2. improvement of our products / services;

in each case, in accordance with this Privacy Policy.

10. We may use your Data for the above purposes if we deem it necessary to do so for our legitimate interests. If you are not satisfied with this, you have the right to object in certain circumstances (see the section headed "Your rights" below).

11. When you register with us and set up an account to receive our services, the legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

Who We Share Data With

13. We may share your Data with the following groups of people for the following reasons:some text

    1. Employees, Agents, and Professional Advisors; to leverage their expertise in driving improvements and innovations in the services and products we offer. This sharing is critical for developing features and solutions that meet your needs and expectations.

    2. Service Provider;: including but not limited to hosting, customer support, marketing, and software solutions providers. These third parties assist us in the operation of our Website and the provision of our services to you. We ensure that these providers are contractually obligated to use your Data solely for the purposes of providing the services we have engaged them for and in accordance with our privacy standards.

    3. Legal and Regulatory Authorities; we may disclose your Data when required by law or as necessary to protect our rights, including in response to court orders or other legal processes.

    4. Business Transfers; in the event of a merger, acquisition, reorganization, or sale of assets, your Data may be transferred as part of that transaction. We will ensure the confidentiality of any personal Data involved in such transactions.

in each case, in accordance with this Privacy Policy.

Keeping Data Secure

14. We are committed to protecting your Data with a combination of technical and organizational measures designed to ensure its security:some text

    1. Access Control - your account is safeguarded with a unique username and password that only you know. We recommend choosing a strong password and never sharing it with anyone.

    2. Secure Storage - all data is stored on secure servers, protected by advanced firewall technology and monitored for unauthorized access.

    3. Encryption - All data sent to or from our infrastructure is encrypted in transit via industry best-practices.

    4. Dealing with Data Breaches: We will notify you and any applicable regulator of a suspected breach where we are legally required to do so. If you have any concerns about your Data's security, please contact us immediately at hello@usecoform.com.

15. For additional guidance on protecting your information and ensuring the security of your devices against online threats, we recommend visiting Get Safe Online (https://www.getsafeonline.org/), an initiative supported by HM Government and leading businesses offering free expert advice.

Data Retention

17. Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfil the purposes outlined in this Privacy Policy or until you request that the Data be deleted. This includes holding data for the duration needed to support our service provision, further improve our product, maintain our business records, comply with legal obligations, resolve disputes, and enforce our agreements.

18. Should you request that we delete your Data, we will remove your Data from our active systems. However, some data may remain on backup or archival media within our secure servers, solely for legal, tax, or regulatory reasons and in accordance with mandatory retention periods imposed by applicable law.

Your Rights

19. You have the following rights in relation to your Data:some text

    1. Right to access - the right to request (i) copies of the information we hold about you at any time, or (ii) that we modify, update or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is "manifestly unfounded or excessive." Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.

    2. Right to correct - the right to have your Data rectified if it is inaccurate or incomplete.

    3. Right to erase - the right to request that we delete or remove your Data from our systems.

    4. Right to restrict our use of your Data - the right to "block" us from using your Data or limit the way in which we can use it.

    5. Right to data portability - the right to request that we move, copy or transfer your Data.

    6. Right to object - the right to object to our use of your Data including where we use it for our legitimate interests.

20. To make enquiries, exercise any of your rights set out above, or withdraw your consent to the processing of your Data (where consent is our legal basis for processing your Data), please contact us via this e-mail address: hello@usecoform.com.

21. If you are not satisfied with the way a complaint you make in relation to your Data is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner's Office (ICO). The ICO's contact details can be found on their website at https://ico.org.uk/.

22. It is important that the Data we hold about you is accurate and current. Please keep us informed if your Data changes during the period for which we hold it.

Transfers Outside the United Kingdom and European Economic Area

23. Data which we collect from you may be stored and processed in and transferred to countries outside of the UK and European Economic Area (EEA). For example, this could occur if our servers are located in a country outside the UK or EEA or one of our service providers is situated in a country outside the UK or EEA.

24. We will only transfer Data outside the UK or EEA where it is compliant with data protection legislation and the means of transfer provides adequate safeguards in relation to your data, e.g. by way of data transfer agreement, incorporating the current standard contractual clauses adopted by the European Commission.

25. To ensure that your Data receives an adequate level of protection, we have put in place appropriate safeguards and procedures with the third parties we share your Data with. This ensures your Data is treated by those third parties in a way that is consistent with the

26. Data Protection Laws.

Links to Other Websites

26. This Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This Privacy Policy does not extend to your use of such websites. You are advised to read the Privacy Policy or statement of other websites prior to using them.

Changes of Business Ownership and Control

27. With Route Limited may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of With Route Limited. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use the Data for the purposes for which it was originally supplied to us.

28. We may also disclose Data to a prospective purchaser of our business or any part of it.

29. In the above instances, we will take steps with the aim of ensuring your privacy is protected.

Cookies

30. This Website may place and access certain Cookies on your computer.     With Route Limited uses Cookies to improve your experience of using the Website and to improve our range of services.  With Route Limited has carefully chosen these Cookies and has taken steps to ensure that your privacy is protected and respected at all times.

31. All Cookies used by this Website are used in accordance with current UK and EU Cookie Law.

32. Before the Website places Cookies on your computer, you will be presented with a message bar requesting your consent to set those Cookies. By giving your consent to the placing of Cookies, you are enabling With Route Limited to provide a better experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of the Website may not function fully or as intended.

33. This Website may place the following Cookies:

Type of Cookie

Purpose

Strictly necessary cookies

These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.

Analytical/performance 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 that users are finding what they are looking for easily.

Functionality 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 (for example, your choice of language or region). By using the Website, you agree to our placement of functionality cookie.

Targeting cookies

These cookies 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 and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

34. You can find a list of Cookies that we use in the Cookies Schedule.

35. You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies but this can be changed. For further details, please see the help menu in your internet browser. You can switch off  Cookies at any time, however, you may lose any information that enables you to access the Website more quickly and efficiently.

36. You can choose to delete Cookies at any time; however, you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.

37. It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.

38. For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.

General

39. You may not transfer any of your rights under this Privacy Policy to any other person. We may transfer our rights under this Privacy Policy where we reasonably believe your rights will not be affected.

40. If any court or competent authority finds that any provision of this Privacy Policy (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this Privacy Policy will not be affected.

41. Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

42. This Agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

Changes to This Privacy Policy

43. With Route Limited reserves the right to change this Privacy Policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the Privacy Policy on your first use of the Website following the alterations.   You may contact With Route Limited by email at hello@usecoform.com.

This Privacy Policy was created on 19 March 2024.

Cookies

Below is a list of the cookies that we use. We have tried to ensure this is complete and up to date, but if you think that we have missed a cookie or there is any discrepancy, please let us know.

Strictly necessary

We use the following strictly necessary cookies:

Description

Purpose

Security cookies are used to authenticate users, prevent fraudulent use of login credentials, and protect user data from unauthorized parties.

We use security cookies to ensure the safety and integrity of your account and personal information. This helps to protect your session from being hijacked and keeps your data secure from unauthorized access.

Functionality

We use the following functionality cookies:

Description

Purpose

Session cookies are temporary cookies that are stored in a user’s device until they close their browser.

User interface customization cookies are used to store a user’s preference regarding a service across web pages.

Accessibility cookies are used to remember the choices you've made to modify the website's interface, such as font size and preferences related to site's accessibility.

We use this session cookie to remember you and maintain your session whilst you are using our website. This is essential for keeping you logged in and maintaining your session state as you navigate through different parts of our platform.

We use these cookies to remember your preferences and choices you make (such as your user name, language, or the region you are in) to provide a more personalized online experience.

We use accessibility cookies to enable our website to remember your preferences for a customized accessible experience, ensuring that our website is usable by everyone, including individuals with disabilities.

Analytical/Performance

We use the following analytical/performance cookies:

Description

Purpose

Load balancing cookies are used to distribute the load on the website’s servers, ensuring its efficient operation and enhancing its speed and availability.

We use load balancing cookies to optimize the response time of our website, ensuring it remains fast and available by distributing incoming website traffic across several servers.

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