Commtap CIC Data and Privacy  

We are Commtap CIC and we are responsible for the running of this site (commtap.org). We also provide software for symbol communication.

You can contact us at:

Commtap CIC, 14 Piggott House, Sewardstone Road, London E2 9JJ, United Kingdom

You can email us at:

support@commtap.org

If you log in to the Commtap site (commtap.org), the site will store some data related to you.

If you use software provided by Commtap, there may be some exchange of data between your computer and Commtap CIC's server.

This is an explanation of what this data is and why and when we store it.

Your data and the Commtap website (commtap.org)

Basic information we need from you so that you can log in to the Commtap website

In order for you to be able to use the full features of the site and access all of the available resources you need to log in to the site. This is free of a charge. In order to log in, we need to store:

• your email address;
• an encrypted form of your password;
• a username - which can be anything you like.

Under the GDPR (General Data Protection Regulation 2018) our lawful basis for processing this data is our legitimate interests.

Specifically, we use your personal data to enable you to create a personal account. We also use this data to track the usage of the website which helps us to maintain and develop the site. 

Additional information we may ask from you

When you sign up to the website you may have been asked for some additional information - which was entirely optional. The optional information which we store is:

• your real first name - to help us personalise emails to you;
• the categories of people with communication needs you are interested in;
• your work/carer role - for example therapist, teacher, parent;
• the country you are based in;
• the area of that country you are based in.

This data is processed on the basis of our legitimate interests and helps us when we are talking to funders.

Please note, we do NOT provide any information that could identify you personally (e.g. an email address) to a third party (a person or organisation external to Commtap).

Please note, if you do not wish us to use this information, you do not need to provide it. You can also remove this information at any time.

Your right to the information we hold about you in relation to the Commtap website

You can view, change or delete your information by logging into your account:

Log in, click on your user name (top right), go to "My Settings" and also to "My Settings" -> "Optional Information".

You can delete your account completely by logging in, clicking on your username, going to "My Settings" and choosing "Delete Account" at the bottom of the page.

Contact us if you need any help with this.

You also have the right to:

1.  Ask us to stop sending you newsletters or delete any information that we hold for that purpose;
2. To otherwise object to our using your information on the basis of our legitimate interests;
3. To receive a copy of any information we hold about you.

Your data and licensed software you may obtain from Commtap CIC

This applies to:

• Commtap Symboliser for PowerPoint

Information we process

You do not need to supply - and we do not ask for - any specific information where you are using the Commtap Symboliser on a trial basis without a license key.

To obtain a license key, in general you would purchase a license key from a company called FastSpring - who are based in the USA. We sell license keys to them, and they are authorised to sell license keys on to you. Once a purchase has been completed with FastSpring, we will be notified and will receive your name, company name (if applicable) and email address that you entered on their site. We store this information with your license key so that we can make sure that the software is being used only by those licensed to use it.

FastSpring's compliance with GDPR.

In order for you to use the Commtap Symboliser, and for us to check that you are authorised to use the software, information will be periodically sent to Commtap and stored. This information contains the following:

• Your license key to use the software if you are using one;
• An identifier for your particular installation of the Commtap Symboliser;
• Information about your installation - version of the Commtap Symboliser you are using, version of Microsoft Office, version of Windows;
• The time you last used the software.

If the Commtap Symboliser encounters an error when you are using it, it will send the following to Commtap:

• Your license key to use the software if you are using one;
• An identifier for your particular installation of the Commtap Symboliser;
• Information about your installation - version of the Commtap Symboliser you are using, version of Microsoft Office, version of Windows;
• The time the error happened;
• Basic technical information about the error (this does NOT contain any data you may have entered into PowerPoint);
• You will also have the opportunity to send further information to Commtap about the error - but you do not have to.

From time to time we may contact you in relation to your use of the software - for example to tell you about important updates.

This data is processed on the basis of our legitimate interests.

Your right to the information we hold about you in relation to licensed software from Commtap CIC

You can contact us at the above address if you would like to view the information we have stored in relation to your installation and use of the Commtap Symboliser.

You can contact us if you would like us to remove this information. Please note: you may no longer be able to use the Commtap Symboliser after this information is removed.

Where your data is stored

Your data is stored in the following locations with the following providers:

• Commtap CIC (UK - address above);

We use the following services to store data. The providers do not have direct access to any data they hold on our behalf about you. Providers in the UK and the European Union conform to GDPR, the rest of the providers - based in the United States - demonstrate fulfilment of GDPR requirements through the Privacy Shield Framework.

• IONOS - UK, Germany, European Union - GDPR compliance.
• DropBox - US - GDPR Compliance.
• iBackUp - US - GDPR Compliance - Compliance with EU-US Privacy Shield.

We use Mailchimp to send out some of our email updates. If you use the newsletter sign up form you will be taken to the Mailchimp website and your information will be transferred to Mailchimp for processing. Learn more about Mailchimp's privacy practices here.

Data retention

If you delete your account on the Commtap website the associated data will be deleted with immediate effect. If you write to us asking us to delete your data, this may take up to a month from the receipt of your request.

Commtap backs up all of its data to insure against data loss. This data is not available for use on any of Commtap's websites. Backups are retained for up to three months before being deleted.

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