Privacy Policy & Cookies

ExpensePlus is absolutely committed to the protection of the privacy of all our customers. Your privacy is really important to us and we understand how important it is to you. Our aim is to be as clear and open as possible about what we do with your personal data and why we do it.

How Do We Use Your Information?

When using The Service, the personal information we collect includes a users IP address, what pages they have visited, when they have accessed them, as well as changes that have been made (as part of our log files). This information, in conjunction with our use of cookies, is necessary for enabling users to access and move around The Service and use all of its features. Full details about our use of cookies can be found in the cookies section of this document.

When you first sign up for a trial of The Service, you are required to provide basic contact information (about your Organisation, and about yourself as the organisation's account contact) to enable us to create your trial account to access The Service. The contact details you provide are used solely to communicate with you during your trial. At the end of the trial period, if you wish to continue to access The Service on a paid subscription basis, those same contact details are retained.

Within the 'manage settings' section of The Service you are able to update your contact details; for example, if the account contact person changes within your organisation.

We comply with our obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

In the interests of transparency and to be as clear as possible, we've set out the specific information we may collect about you when you sign up for a ExpensePlus account, how we keep your information confidential and secure, and how you can access your information if you need to at the end of this privacy policy.

What Is Our Lawful Basis For Using Your Information?

We have various scenarios under which we may use your information, and for each have identified a lawful basis, as described below:

Contract applies

• If you have subscribed to use The Service (see our related Terms of Service), processing is necessary to perform and manage the contract.

Legitimate interest applies

• Where the contract between us has ended – either because you have closed your trial of ExpensePlus or you have cancelled your subscription to The Service. We will opt you out of all communication and not contact you after the contract has ended; unless you contact us or have requested we contact you at a later date. However, we will retain your contract contact details for internal statistical and reporting purposes.
• Where you sign-up for a training event and we communicate with you about that event, both before the event, and in follow up after the event.
• Where you have engaged with us at an exhibition or marketing event, or you have approached us independently for information about The Service. We will only use your contact details to respond to your enquiry.
• Where we need to communicate with you about: -
  • A technical issue or bug within The Service that affects you,
  • Any security-related matter,
  • New features and functionality added to The Service, or changes to existing functionality,
  • Training events we are running designed to help train your users and maximise your organisation's use of The Service.
  • For good governance and accounting, for market research, analysis and developing statistics.

Legal obligation applies

• When you exercise your rights under data protection law and related disclosures.
• For maintaining and reporting financial accounting information for up to 6 years from the end of the tax year in which a financial transaction was processed. Financial information may be for The Service, and for training.

Consent applies

• Where you have voluntarily subscribed to the ExpensePlus email list and explicitly consented to receiving our emails. You can unsubscribe from this list at any time using the unsubscribe link in the footer of those periodic emails.
• Where you have explicitly consented for us to publish a "Review" that your have written about The Service on our website. Your name, organisation name and website are included in the review, along with a profile image you have supplied us. You may withdraw your consent at any time and we will remove your review from our website.

Sharing Your Information

The information we hold about you will be treated as strictly confidential and we will only share your data with third parties with your prior consent, or unless required to do so by law.

How Secure Is Your Information?

We take security very seriously and will do everything within our power to keep your information safe. Full details on the steps we have taken to manage your data securely can be found on our security page.

How Long Do We Keep Your Information?

We keep data in accordance with the guidance set out by the GDPR. We endeavour to maintain only data that is relevant, accurate and up to date. You are responsible for keeping account contact, billing contact and data protection contact details up to date (managed in the Administrator section of the Service). We have internal processes to periodically review the data we hold and delete data that is no longer relevant to our purpose for processing.

Your Rights And Your Information

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data

Access To Your Information

You have the right to request a copy of the personal information about you that we hold.

Correcting Your Information

We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.

Deletion Of Your Information

You have the right to ask us to delete personal information about you where

• you consider that we no longer require the information for the purposes for which it was obtained or that we no longer need to retain it in accordance with our statutory obligations
• you have validly objected to our use of your personal information - see 'Objecting to how we may use your information' below
• our use of your personal information is contrary to law or our other legal obligations.

Objecting To How We May Use Your Information

Where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.

Restricting How We May Use Your Information

In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where there is no longer a basis for using your personal information but you do not want us to delete the data. Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Withdrawing Consent Using Your Information

Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given. Please contact us in any of the ways set out in the 'Contact information and further advice' section if you wish to exercise any of these rights.

Lodging A Complaint

If you feel we have used your information incorrectly or without lawful basis, or you dispute our lawful basis, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Further Processing

If we wish to use your information for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining the new use prior to starting the processing and setting out the relevant purposes and legal basis for processing. Where and whenever necessary, we will seek your prior consent to the new processing.

Our Contact Details

We can provide you with access to your personal data at any time. Requests must be made in writing to The Data Protection Officer, ExpensePlus Ltd, Headingley Enterprise & Arts Centre, Bennett Road, Leeds, England, LS6 3HN or by email to support@expenseplus.co.uk.

If you have a data protection, security or privacy-related question or complaint, please contact us by email in the first instance, where we will do our best to assist you or resolve an issue.

Full Disclosure

Here is the information we may collect about you/your organisation and how we use that information

Contact First And Last Name

Each organisation will designate a named individual who will serve as our point of contact for matters relating to The Service. The account contact will also be our initial billing contact and date protection contact; however, you can update any of these at any time from within the System Settings screen of The Service.

Contact Role

Used by us to help verify your trial request account when a trial account is opened for The Service, and also to enable us to tailor our communication with you appropriately in relation to The Service.

Contact Email Address

An email address is required in order for you to access the service, and to communicate with you about your account and account-related matters.

Charity Name

Used to create an account for The Service for your named organisation.

Charity Number

we use your charity number to obtain basic information about your charity to help us validate your trial request when a trial account is opened for The Service and for internal reporting purposes.

Charity Website

Used by us to help verify the existence of your organisation when a trial account is opened for The Service. Your organisation's domain name is also used to match support emails received from your organisation's domain name to your account.

Annual Income Of Charity

Used to calculate your monthly billing and ensure you are on the correct pricing plan, and for statistical reporting.

Financial Year Start Date

Used to enable us to correctly set up your financial year start date within The Service.

Name Of Referrer (If Applicable)

Used so that we know how to thank for referring you to ExpensePlus.

Other Information We May Derive From Your Website Or The Charities Commission Website

Organisation Type

We produce internal reporting about the different types of organisations in our customer base (e.g. church, independent charity, other; and for churches, if appropriate, the denomination).

Organisation 'Known By' Names

Where your organisation is known by more than one name, or by an abbreviation of your organisation name, we'll note these to help us better match email support requests to the correct customer account.

Other Information We Maintain About Your Organisation

Billing Information

We maintain a financial history audit trail of invoices raised and payments made for The Service, including payment method, and overdue and unpaid accounts.

Event Sign Up

If you sign up for an online tour, training or support sessions, your sign-up details are used solely to communicate with you about that event, both before and in follow up to the event.

Cookies

This section covers our use of cookies. Cookies are small text files that are sent to your computer or mobile phone (referred to hereby as a "device") browser from a website’s server and is stored on your device's hard drive. Every cookie is unique, and contains some anonymous information such as a unique identifier and the site name and some digits and numbers.

Each website can send its own cookie to your browser if your browser's preferences allow it, but to protect your privacy your browser only permits a website to access the cookies it has already sent to you, not the cookies sent to you by other websites.

During the course of any visit to ExpensePlus, the pages you see, along with a cookie, are downloaded to your device.

ExpensePlus only uses cookies that are necessary for enabling users to access and move around our software and use all of its features. Without these essential cookies, our software would not work properly. For example, we use a cookie to keep you logged in during your visit, so that you do not have to log in repeatedly to access different screens.

ExpensePlus uses Google Analytics, a web analytics service provided by Google on our sales website. Google Analytics sets a cookie in order to evaluate your use of the website and compile reports for us on activity on ExpensePlus. Google stores the information collected by the cookie on its servers. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. By using ExpensePlus, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

To be clear, we do not use other types of cookies, such as advertising cookies, and we do not use cookies to collect personally identifiable information about you.

If you wish to restrict or block the cookies which are set by ExpensePlus, or indeed any website, you can do this through your browser settings. Users have the opportunity to set their devices to accept all cookies, to notify them when a cookie is issued, or not to receive cookies at any time.

Each browser is different, so check the "Help" menu of your browser to learn how to change your cookie preferences. You may also wish to visit www.aboutcookies.org which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your computer as well as more general information about cookies.

As cookies we use are necessary for accessing and using the content and features of our software, if cookies are disabled in the internet browser, users will be unable to log in to ExpensePlus.

Note: when visiting pages within our sales website with content embedded from, for example, YouTube or Facebook, you may be presented with third party cookies from these sites. Our website does not control the dissemination of these cookies and you should check the third party websites for more information about these.