Table of Content:
We are committed to protecting your privacy. Please read the following policy to understand how we collect and use your information and the rights you have in relation to your personal information. It applies to www.knowcross.com, www.tritononline.com, www.tritonsuite.com, other platforms owned and operated by Knowcross, and your use of any of our mobile applications.
What do we mean by personal information?
We have tried to keep this policy as simple as possible by avoiding too many technical terms. It is important that you understand what we mean by personal information.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data includes name, username or similar identifier, marital status, title, photograph, date of birth and gender.
Contact Data includes name, email address and telephone numbers.
Technical Data includes internet protocol (IP) address, your login data, cookies, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website or our applications.
Profile Data includes your username and password, your interests, preferences, feedback and survey responses.
Usage Data includes information about how you use our website, products and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
How we collect your personal information?
We collect personal information from you when you choose to give it to us through our website or access Knowcross applications via your computer or mobile or other device including when you
- register for any of our services
- request information about our products of services
- use our products and services (including maintenance and support services)
- are charged for the use of any of our products and services
- request a demo of any of our products
- submit a job application to us
- contact us by email, chat, social media, telephone or letter
- provide information to us at events and conferences
Information from Children
Knowcross does not knowingly collect personal information from children under the age of thirteen without parental consent, unless permitted by law. If we learn that a child under the age of thirteen has provided us with personal information, we will delete it in accordance with applicable law.
We partner with third parties to display appropriate messaging on our website and other related sites. Our third party partner may use technologies such as cookies to gather information about your activities on this website and other sites in order to provide you messaging based upon your browsing activities and interests. If you wish to not have this information used for the purpose of serving you interest- based communication, you may opt-out by disabling cookies at any time.
In some of our email messages we may use a “click-through URL” linked to content on the Knowcross website. When customers click one of these URLs, they pass through our web server before arriving at the destination web page. We track this click-through data to help us determine interest in particular topics and measure the effectiveness of our customer communications. If you prefer not to be tracked simply avoid clicking text or graphic links in the email. If you wish to stop receiving such communication, you can unsubscribe from the mailing list at any time.
We may receive personal data about you from various third parties and public sources as set out below:
- Technical Data from the analytics providers such as Google, LinkedIn, Hubspot
- Identity and Contact Data from data brokers or aggregators
- Identity and Contact Data from publicly available sources
- Identity, Contact and Profile Data from employment referees, recruitment agencies and third parties conducting pre-recruitment checks and background screening
If we do obtain personal data from third parties, we carry out checks to satisfy ourselves that the third party obtained your personal information lawfully and fairly, and, where applicable that you understood that your details would be passed on for marketing purposes. We require such third parties to assure us that they are compliant with all data protection law and have full authority to provide us with your information.
This website and our products and services are not intended for children and we do not knowingly collect data relating to children.
Guest data and Customer staff data
We process information on behalf of our customers. Our customers include hotels, serviced apartments and other similar establishments who use our software and services to improve their operations. We access guest data from the hotel’s PMS system. We also process personal data of our customer’s staff and its contractors.
This data is treated securely and only used for the purposes of fulfilling our contractual obligations to provide software and services to our customers for the improvement of operations of our customers. Knowcross does not retain this information for any longer than is required by its customers to provide such services. Guest data and customer staff data is not used for any other purposes.
How we use your information?
This section sets out how we use your personal information. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you. For example if you register as a customer and we provide you with our software and/or services.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. For example where you have left a review or taken part in a survey, and we use the information to develop and improve our software and services, develop our marketing strategy and grow our business. Another example is when we make suggestions to you about our software or services that may be of interest to you so that we may grow our business.
Generally we do not rely on consent as a legal basis for processing your personal data.
Note that under EU law we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data.
We use your information so that we can
- process and respond to your request ;
- provide you with our services and products;
- develop and improve our products and services;
- identify products and services you may be interested in;
- communicate with you about our products and services;
- carry out market research;
- invite you to events;
- monitor and analyse our business;
- conduct operational or administrative processes within our business;
- send you marketing (for more information on marketing see below) communication;
For more information about our processing of guest data please refer to the section above on guest data.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
Please note that we may process your personal data without your knowledge or consent where this is required or permitted by law.
We may ask you whether you wish to receive marketing mails from us and this will usually be presented to you as an option via an online marketing tool on our website. We will not send you marketing if you ask us not to. If you have agreed to receive marketing from us but later change your mind and no longer wish to receive marketing from us, please let us know so that we can remove you from our distribution lists. You can follow the unsubscribe instructions provided in any of the communications. Or you can contact us on email@example.com or the contact details at the end of this policy.
We engage certain trusted third parties to perform functions and provide services to us, including, without limitation, hosting and maintenance, customer relationship, database storage and management, and direct marketing campaigns. We will not share your personally identifiable information with these third parties, and only pursuant to binding contractual obligations requiring such third parties to maintain the privacy and security of your data.
Sharing your information
We may share your information with other companies within the Knowcross group around the world and trusted third parties who provided services on our behalf. Third parties providing these services to us may include hosting and maintenance; customer relationship; database storage and management and direct marketing companies.
We have taken steps to ensure that all such entities keep your personal information confidential and secure and only use it for the purposes we have specified and informed you of, and in accordance with our instructions. We do not allow third party service providers to use your personal data for their own purposes.
Changing or Deleting Information
If you are a registered user of the Service, you may access and update or correct the information you provided to us by e-mailing us at firstname.lastname@example.org. You may also request for deletion of your personal data.
Knowcross is very concerned about safeguarding your personal data. We have put in place appropriate technical and organizational security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Thereafter we may retain your personal data solely for archival and statistical purposes.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Your legal rights
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which overrides your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of these rights please contact us. We may ask you for information to confirm your identity for security purposes. We will usually comply with your request within one month (at no fee) unless is clearly unfounded, repetitive or excessive, in these circumstances we may refuse, or it may take us longer than a month and/or we may charge a reasonable fee.
Within the EU
FAO: Paritosh Kumar
10 John Street
WC1N 2EB London
Outside the EU
Knowcross Solutions Pvt Ltd
FAO: Rahul Agrawal
7 Kapashera Estate
New Delhi, India 110037
You also have the right to make any complaint to the Information Commissioner’s Office (ICO) the UK Supervisory authority for data protection issues (www.ico.org.uk)