Privacy Statement for CoZone

“CogitalGroup” means, together, CogitalGroup Limited (company number BR018622) and any member of its group companies from time to time;

“Employer” means the party contracting with CogitalGroup for the purposes of using CoZone; and

“you” and “your” means the end users, employees or contact persons of the Employer, to whom this Privacy Statement applies.

Introduction

CogitalGroup respects your privacy as a data subject. Our goal is to provide you with a positive experience when using CoZone.

This Privacy Statement outlines your rights to privacy when using CoZone and our commitment to safeguarding your personal data. CogitalGroup’s ambition is to be fully transparent in our privacy practices and the choices you can make regarding your personal data that is processed by CogitalGroup in CoZone.

CogitalGroup is an international business services group with legal entities, business processes, management structures and technical systems across borders. CogitalGroup delivers services to customers in Europe, including your Employer. CogitalGroup Limited’s head office is located in 2 Babmaes Street, St James's, London SW1. CogitalGroup companies are located in the EU/EEA area and are therefore subject to European data protection and privacy regulations and directives. Our privacy policies and guidelines respect and comply with applicable privacy legislation.

This Privacy Statement for CoZone can be found at https://login.cozone.com/privacy.
CogitalGroup’s Privacy Statement can be found at https://www.cogitalgroup.com/privacy/.

Scope

This Privacy Statement applies to CoZone only.

CoZone is an extensive portal for payroll and accounting services. It is cloud based, so the tasks and data you need is available wherever you are, whichever platform you are working on.

The applications integrated in CoZone are not covered by this Privacy Statement; please instead refer to the privacy statement embedded within the individual applications. General privacy statements specific for businesses within CogitalGroup may be found at:

Azets: https://www.azets.com/privacy-statement/
Baldwins: https://www.baldwinsaccountants.co.uk/privacy-policy
BlickRothenberg: https://www.blickrothenberg.com/Privacy-Notice
Hazlems Fenton: http://www.hazlemsfenton.com/privacy-statement-and-cookie-policy
Campbell Dallas: https://www.campbelldallas.co.uk/privacy-policy
Westleton Drake: https://www.westletondrake.com/privacy-copyright/

This Privacy Statement for CoZone provides information about data processing carried out by CogitalGroup when data processing is performed on behalf of your Employer based on their instructions.

Personal data is information that can identify you as an individual person, such as name, email address, street address or phone number. Processing your personal data is necessary for us to serve you and your Employer.

What Personal Data We Collect

The types of data that CogitalGroup collects may be:

  1. Contact information such as name, phone number, and e-mail
  2. Job information such as company

How We Collect Personal Data

In general, CogitalGroup collects data directly from you or other persons linked to your Employer. These persons may be a manager or colleague. If your Employer purchases CogitalGroup services via a CogitalGroup company, we may collect information about you from the CogitalGroup company.

We also collect data when you register into CoZone for the first time.

How We Use/Process Your Personal Data

CogitalGroup as a Data Processor

CogitalGroup companies provide many different services to its customers. These services involve processing of data which may include processing of your personal data. The purposes of the processing are determined by your Employer. In such cases the Employer acts as a data controller for your data. CogitalGroup companies will act as the data processor or sub-processor in such cases and will process the data on behalf of and according to applicable privacy legislation and instructions given by your Employer and determined in the commercial agreement and Data Processing Agreement between the Employer and the relevant CogitalGroup company.

If you have any questions, comments, claims or any other issues regarding the use of your personal data which CogitalGroup processes, please submit these to your Employer as the data controller. As data processor, CogitalGroup cannot give you access to your personal data without instructions given by the data controller to do so. If governmental authorities or the police request disclosure of your personal data, CogitalGroup will promptly notify the data controller and we may disclose such data only to comply with a court order.

Sub-contractors and Transfer of Personal Data

Different applications are integrated into CoZone. Some of the applications are developed by CogitalGroup, while others are developed by CogitalGroup sub-contractors.

CogitalGroup ensures compliance with applicable data protection legislation, including GDPR, both internally and towards all its sub-contractors. CogitalGroup places contractual obligations on any sub-contractors which have access to and/or process personal data in order to comply with applicable privacy legislation.

You will find the information about any sub-contractors in the privacy statements of the relevant CogitalGroup companies. You will find the links to these privacy statements above.

Whom We Share Your Personal Data With

In CoZone we only share your personal data with the relevant CogitalGroup companies who require access to the information, as well as your Employer. Additionally, CogitalGroup ensures that persons authorised to process the personal data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality. You may find the information about how each company shares personal data in the privacy statement of that specific company. Again, you will find the links to the privacy statements above.

Your Rights:

Right to Access, Rectify, Erase Your Personal Data etc.

If you require access to, or wish to modify the personal data we hold about you, you should refer to your Employer to determine the appropriate data protection contact.

You have the right to request a copy of your personal data from your Employer, who is the data controller. In such cases, again, you should refer to the Employer for the appropriate contact.

Data Security and Retention

How we keep your personal data secure

CogitalGroup takes the trust you place in us seriously. CogitalGroup is committed to prevent unauthorized access, disclosure or other deviant processing of your data. Further, CogitalGroup is committed to ensure proper use of the information, to maintain data integrity and to secure data availability. As part of our commitment, we utilise reasonable and appropriate physical, technical, and administrative procedures and measures to safeguard the information we collect and process. CogitalGroup has implemented a number of security measures, including:

  • Secure operating environments - CogitalGroup stores your data in secure operating environments that are only accessible to CogitalGroup employees and subcontractors on a need-to-know basis. CogitalGroup also follows generally accepted industry standards in this respect.
  • Encryption of payment information
  • Prior authentication for account access - CogitalGroup requires its registered users to verify their identity (e.g. both password and generated PIN via mobile) before they can access or make changes to their account in order to prevent unauthorized access.

How long we store your personal data

CogitalGroup will only retain your personal data for 60 days after your account becomes inactive, and in any event only for as long as instructed by your Employer, while also taking into account our need to answer queries or resolve problems and to comply with legal requirements under applicable laws.

When the personal data collected is no longer required or as directed by your Employer, we destroy or delete your personal data in a secure manner.

Changes to this Privacy Statement

We may modify this Privacy Statement for CoZone from time to time; we will post the revised statement on https://login.cozone.com/privacy with an updated revision date. We encourage you to review the Privacy Statement regularly. If we make significant changes to our Privacy Statement that materially alter our privacy practices, we may also notify you by other means.

The last update of this Privacy Statement was November 2018.

How to Contact Us

We value your opinion. If you have any comments or questions about our Privacy Statement for CoZone, any unresolved privacy or data use concerns that we have not addressed satisfactorily, or questions concerning a possible breach of your privacy, please send them to info@cogitalgroup.com

For requests to see, correct or erase your personal data, or for other privacy matters which do not relate to CoZone, please contact your Employer.

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