This privacy notice explains how Acaboom Limited (“Acaboom”, “we”, “us”, “our”) collects, uses and protects personal information. It applies to information we collect about:
- Visitors to our websites
- E-newsletters
- Data stored within the Acaboom platform
- System security and performance
- People who contact us via social media
- People who call or email us
- Complaints or queries
Visitors to our websites
When someone visits Acaboom.co.uk, we use third-party analytics services (such as Google Analytics) to collect standard internet log information and details of visitor behaviour patterns. We do this to understand how visitors use our website and to improve its performance.
This information is processed in a way that does not directly identify individuals. We do not attempt to identify website visitors, nor do we allow analytics providers to do so on our behalf.
Where we collect personal information through our website, we will be clear about what we are collecting and how it will be used.
E-newsletter
We use a third-party provider, Mailchimp and/or Nutshell, to deliver our e-newsletter. We collect statistics around email opening and link clicks using industry-standard technologies to help us monitor and improve our communications.
For more information, please see Mailchimp’s and Nutshell’s privacy notices.
Other storage of data
We may collect feedback from members of the public and customers and store this data using third-party services such as Google Workspace and Dropbox. These providers act as data processors on our behalf and process personal information only in accordance with our instructions.
Further information can be found in the privacy notices of those providers.
Acaboom platform and services
The Acaboom platform operates under strict security controls.
When delivering services to business customers, Acaboom acts as a data processor on behalf of those customers, who remain the data controllers of their end-client data.
Personal data processed within the Acaboom platform is stored on secure infrastructure provided by Amazon Web Services (AWS). AWS may process data outside the UK or European Economic Area. Appropriate safeguards are in place for any international data transfers, including the use of standard contractual clauses in accordance with UK GDPR requirements.
Acaboom uses approved third-party sub-processors to deliver and support the service. All sub-processors are subject to contractual data protection obligations and appropriate technical and organisational security measures.
If you require further information regarding data processing within the Acaboom platform, please contact us using the details at the end of this notice.
AI-powered features
Some features of the Acaboom platform use artificial intelligence (“AI”) technologies provided by third-party service providers, including OpenAI.
Where these features are used:
- Acaboom acts as a data processor on behalf of its business customers
- Data is processed solely to provide the requested functionality
- Data is not used by third-party providers to train their AI models
- Outputs generated using AI-powered features are processed solely for the benefit of the relevant customer and are not used to train third-party AI models.
AI processing may involve international data transfers outside the UK or European Economic Area. In such cases, appropriate safeguards are in place, including standard contractual clauses, to ensure compliance with UK GDPR requirements.
Behaviour Intelligence
Some Acaboom proposals include Behaviour Intelligence features that help business customers better understand how proposals are being engaged with.
Where Behaviour Intelligence is enabled:
- Acaboom acts as a data processor on behalf of its business customers.
- Limited proposal engagement information may be processed, such as proposal opens, pages viewed, revisits, time spent viewing content, supporting documents accessed and interactions with AI-powered features where available.
- This information is used solely to provide proposal engagement insights that help our business customers provide more relevant advice and support.
- Behaviour Intelligence only relates to engagement with an Acaboom proposal and does not track browsing activity outside the proposal.
- Behaviour Intelligence is not used for advertising, marketing profiling or automated decision-making.
Business customers remain responsible for ensuring they have an appropriate lawful basis for their use of the Acaboom platform and for providing any privacy information required to their own customers.
Security and performance
We use third-party services to help maintain the security and performance of our website and platform. These services may process IP addresses and other technical data for the purpose of detecting threats, preventing abuse and ensuring system stability.
People who contact us via social media
Where you contact us via social media platforms, we will only use the information you provide to respond to your enquiry. We do not share this information with other organisations.
People who call us
When you call our offices, we may collect Calling Line Identification (CLI) information to help improve our efficiency and effectiveness.
We also use an overflow call-handling service at busy times. Calls may be recorded for training and quality assurance purposes. Any recordings are encrypted and handled in accordance with applicable data protection legislation.
People who email us
We use Google Workspace to provide email services. Emails sent to us, including attachments, may be monitored for security, compliance and operational purposes.
Email monitoring or filtering software may be used. You are responsible for ensuring that any email you send to us complies with applicable laws.
Complaints or queries
When we receive a complaint or enquiry, we create a file containing relevant details. This may include the identity of the complainant and any other individuals involved.
We use this information solely to:
- Investigate and resolve the issue
- Monitor and improve service standards
We may compile anonymised statistics about complaints, but these will not identify individuals.
Complaint records are retained for two years from closure, after which they are securely deleted, in line with our retention policy.
Job applicants, current and former employees
We use personal information provided during recruitment to process applications and monitor recruitment activity. Where necessary, we may share information with third parties (such as referees) after informing the applicant, unless disclosure is required by law.
Personal data relating to unsuccessful candidates is retained for 12 months after completion of the recruitment process and then securely deleted.
For employees, personal data is retained only for purposes directly related to employment and in accordance with legal and regulatory requirements.
Access to personal information
You have the right to request access to personal data we hold about you and to request correction of any inaccuracies.
Requests should be made in writing to the contact details below. We may ask for proof of identity before responding.
Data retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory and contractual obligations.
Homeowner-facing presentations created and sent using the Acaboom platform, together with associated proposal engagement information (including Behaviour Intelligence data where applicable), are retained for a maximum period of four years from the date of creation. After this period, such data is securely deleted or irreversibly anonymised in accordance with our internal data retention policy and security procedures.
Platform configuration data, including presentation templates and account settings, is retained for the duration of the customer relationship unless otherwise agreed or required by law.
Business customers acting as data controllers remain responsible for determining appropriate retention periods for their own data and should ensure that any information they wish to retain is exported before deletion takes place.
Further information about our retention practices is available on request.
Links to other websites
This privacy notice does not cover links to other websites. We encourage you to read the privacy notices of any external sites you visit.
Changes to this privacy notice
We keep this privacy notice under regular review and may update it from time to time. The most recent version will always be available on our website.
How to contact us
If you have any questions about this privacy notice or how we handle personal data, please contact:
Information Governance Department
Acaboom Limited, 4th Floor, 86–90 Paul Street, London, EC2A 4NE