Privacy Policy

Last updated: 20th January 2024

At Futureproof we care about your privacy. That’s why we only collect personal data if we have a good reason to do so. That’s also why we want to communicate transparently what we do with your personal data.
This Privacy Policy explains the types of information we may collect from you or that you may provide when using the Services. This Privacy Policy also describes Futureproof’s practices for collecting, using, maintaining and processing information.

For the purposes of European Economic Area data protection law, (the “Data Protection Law“), the data controller of the data processed through the Services is the Customer who makes available and grants access and use of the Services to anyone on its behalf. For data retained through the website or data processed not through the Services (i.e. contact details of potential customers or resumes sent to us from potential employees for the purpose of engagement with Futureproof), we are the controller (the “Controller”).

If you are an employee of a Customer that uses the Services, this privacy policy does not apply to you or your use of the Services. Please refer to your employer’s privacy policy, which applies to the collection, use, processing and retention of your personal information. Individual employees of our Customers who seek access to their data, or who seek to correct, amend, or delete inaccurate data should direct their requests to their employers who are using the Services. Our customers are able to remove and update personal information and data without our involvement.

Who are we?

Futureproof is a cloud-based sustainability management service.

The company behind Futureproof is FUTUREPROOF TECH LTD. Our registered company number is 12482223, and our registered office is at 99 Parkway Avenue, Sheffield, S9 4WG, England, United Kingdom. Our VAT number is 421502154.

For ease of reference we will further refer to ourselves using “we'', “us”, “our” or “Futureproof ”. “You”, “your” or “yours” means the organisation using the Services.

You can reach us at support@poweredbyfutureproof.com.

Which personal data do we collect and why?

If you just visit our website we do not collect any personal data. We will only collect personal data in the following instances:

1. If you ask us a question using a contact form or email;
2. If you request access to our Services;
3. If you sign up to use our Services;
4. If you subscribe to our newsletter;
5. If you apply for a job with us.

Below you can find what type of personal data we collect, what we use it for and how long we will keep it:

Your first and last name, Your address & Your company details
We cannot be sure to address you correctly if we don’t know who you are; and if you enter into a contract with us we will need to make sure we know who we are dealing with. We will keep this information in our customer database for as long as you do not object to us keeping it. If you no longer want us to keep this information, you can always let us know.

Please do note that for as long as we have an ongoing contract we are not able to remove this information from our databases as we will need it to execute the contract.

And even after our contract has ended, we may be under a legal obligation to hold on to some of this information for a bit longer. For example: under accounting legislation we must keep copies of our invoices which may mention your name or address.

Phone number and email address
This is so we can easily contact you. In principle, we will never contact you unless it is to answer a question, if we are working on an assignment for you or if you have applied for a job with us.

We may also use your email address to send you our newsletter. We do not want to spam you and we understand if you would rather not receive any newsletters. If that is the case, you can always let us know or you can unsubscribe from our mailing list using the link you can find at the bottom of each newsletter.

As is the case for your name and address, we will also keep your email address and your phone number in our customer or candidate database for as long as you do not object to us keeping it. If you no longer want us to keep this information, you can also always let us know.

Please do note that for as long as we have an ongoing contract we are not able to remove this information from our databases as we will need it to execute the contract. And even after our contract has ended, we may be under a legal obligation to hold on to some of this information for a bit longer. For example: under accounting legislation we must keep copies of our invoices which may mention your email address.

IP-address, Preferences & Data provided in the platform
If you enter into an agreement with us, you will get access to the platform.

If you make use of the platform, we may collect other personal data such as your IP-address or your browsing preferences, as well as other personal data that you voluntarily provide us with through the platform. This information is either required to operate the Services when you register, and open an account, or will help us tailor our services to you.

If you stop using the Services, we will only keep this data for a period of 90 days after the end date of our contract with you. After that period of time, we will delete this data.

Supplier Data Management

Supplier Participation:
At Futureproof, we welcome suppliers to contribute to our platform by sharing information about their Environmental, Social, and Governance (ESG) initiatives. This collaboration is key to enriching our sustainability-focused community and providing valuable insights for other businesses.

Data Collection and Usage:
When suppliers join our platform, we collect information regarding their ESG practices. This information is crucial for us to provide a comprehensive and useful service to other businesses seeking sustainability solutions. We handle this data with utmost care, ensuring its security and confidentiality in line with our privacy commitments.

Voluntary Participation and Data Removal:
We respect the autonomy of our suppliers. If at any time a supplier wishes to discontinue their participation or remove their information from our platform, they can do so by sending a request to support@poweredbyfutureproof.com. We are committed to responding to such requests promptly, ensuring our suppliers' data preferences are honoured.

Information provided during job applications
If you apply for a position with us, you will probably provide us with personal data in your cover letter and your CV (such as: your grades, which schools you went to, previous jobs, etc.).

We will save the contact details, cover letter and CV of every job applicant in our candidate database and may contact you in the future regarding job openings that may be of interest to you. Of course, we will delete all this information from our candidate database if you don’t like us holding on to it. Just let us know at support@poweredbyfutureproof.com.

How do we protect your personal data?

We take measures to ensure that your personal data is kept private!

We work hard to protect your personal data against unauthorised access or disclosure. In order to do so, we take organisational measures ensuring that access to your data is restricted to those employees or agents who need to have access to it in order to help us process it. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We are a tech company, so it won’t surprise you we also take a whole range of technical measures to protect your data. Technical measures include, for example, encrypting all personal information (in transit and at rest), user access management, vulnerability testing & employment of continuous monitoring technologies.

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.

If you want more information about the measures we take email us at support@poweredbyfutureproof.com.

Do we share your data with others?

We will never sell your personal data to another party!

We do use the services of the following external data processors:

● Amazon Website Services (infrastructure and web hosting)
https://aws.amazon.com/privacy
● Google (analytics, ads)
https://policies.google.com/privacy
● Facebook (ads)
https://www.facebook.com/privacy/center
● Sendgrid (marketing emails)
https://www.twilio.com/legal/privacy
● EmailOctopus (marketing emails)
https://emailoctopus.com/legal/privacy
● GoCardless (payments)
https://gocardless.com/privacy
● Notion (customer relationship management)
https://www.notion.so/help/security-and-privacy
● Hubspot (customer relationship management
https://legal.hubspot.com/privacy-policy
● Slack (internal comms)
https://slack.com/trust/privacy-at-slack
● Docusign (contracts)
https://origin.docusign.com/privacy
● Xero (bookkeeping)
https://www.xero.com/uk/legal/privacy
● Crisp (webchat)
https://crisp.chat/en/privacy/

We have entered into a data processing agreement with each of these external data processors which obliges them to only process your personal data based on our instructions and in compliance with this Privacy Policy. These data processors will also have to take sufficient precautions to prevent the loss of your data. Some of these external data processors may be based in the United States and have certified their compliance with the EU-US Privacy Shield Framework, which means they will respect comparable data protection standards as those that apply in Europe.

You should know that in the following exceptional circumstances your data could also be shared with others:

● If we are under a legal obligation to share data with the authorities or if we have to share data to comply with an enforceable government request, we don’t have much of a choice and we will share the data the authorities ask for, which may include yours.
● If another company decides to buy the shares of our company or decides to buy Futureproof from us, we will of course have to transfer your data to that company. That company will then take over all obligations under this Privacy Policy.

Where do we store your data?

Our platform infrastructure is hosted on servers based in the United States (primarily in Oregon). Our data centre provider AWS provides advanced security features and maintains multiple certifications, including SOC 1, SOC 2, SOC 3, CSA and ISO27001. In addition all data is encrypted both in transit and at rest using strong encryption.

When your Data is transferred outside of the EEA (in the United States) we take all steps reasonably necessary to ensure that your Data is subject to appropriate safeguards, such as relying on a recognised legal adequacy mechanism, and that it is treated securely and in accordance with this privacy policy. Please know, we will only ever store your Data on AWS in the United States after you have agreed to this policy, never before.

In other cases, where strictly necessary to interface with third party data processors (for example analytics, payments and email delivery), we may transfer only the necessary personal data outside of the EEA, in order to:

● Store some information;
● Enable us to provide you with the Services and fulfil our contract with you; ● Fulfil any legal obligations which require us to make that transfer;
● Facilitate the operation of our group businesses, where it is in our legitimate interests and we have concluded these are not overridden by your rights.

Does Futureproof use cookies or similar technologies?

Yes. We use cookies to:
● ensure that our Services function properly,
● understand how visitors use and engage with our website, and analyse and improve Services.

What are cookies? Cookies are small files which are placed on your computer when you visit a website. Cookies are saved in your browser’s history and you can always delete them. You can also adjust your browser settings to prevent cookies from being saved on your computer.

There are two main types of cookies that can be set:
● First party cookies: these cookies are placed and read by Futureproof directly when you use our Services,
● Third party cookies: these cookies are not set by Futureproof, but by other companies, like Google or Facebook, for site analytics purposes.
Cookies play an important role in helping us provide effective and safe Services. Below is a list of commonly used cookies and the purposes that apply to them. This list is not exhaustive, and describes the main reasons why we typically use cookies.

Necessary cookies
These cookies are essential to the operation of the Services and make it usable by enabling authentication and load balancing.

Analytics cookies
We use Google Analytics to generate anonymous statistics on how visitors use the website. We use these cookies to enhance the user experience on our website and to know which parts of the website or platform are most frequently visited or clicked on. This service may also collect information regarding the use of other sites, apps and online resources. You can learn about Google’s practices on their website. We have adjusted the Google Analytics settings to ensure no personal data is collected when you visit the platform.

Advertising cookies
We use Google and Facebook for advertisements. We and our service providers will use cookies and similar technologies to direct Futureproof ads to you through targeted advertisements for Futureproof Services on other sites you visit and to
measure your engagement with those ads. These advertising service providers may collect non-identifiable information about your visits to our site. Such non-identifiable information does not include your name, address, email address or other personal information. The information is collected through the use of cookies and pixel tags.

Privacy of the data processed using the Services

While this Privacy Policy is meant to address the privacy concerns of our customers, you probably also want to know what we do with the data that you process using Futureproof.

When you onboard a new team member using Futureproof, your team member’s personal data will be saved in your account on the platform. We will keep this information available for you (the “Controller”) in the platform, but we will never use such information ourselves for any other purpose than to help you process the data.
If you terminate your contract with us, we will keep this data for 90 days after our contract has ended. After that, we will delete all information that you saved on the platform.

Can we change this Privacy Policy?

We may change this Privacy Policy from time to time. We will post any Privacy Policy changes on this page and, if the changes are significant, we will provide a more prominent notice (including, for certain services, email notification of Privacy Policy changes).

Your rights

You may request us to send you a summary of the personal data processed about you. If you feel that your personal data has been processed incorrectly or incompletely, or if you feel that such processing was unnecessary, then you also can ask us to edit, supplement or erase your personal data from our databases. Under the applicable privacy legislation, you also have the right to restrict processing, the right to data portability and the right to object to processing.

If you feel we have failed to respond correctly to a request for information, you have the right to lodge a complaint about us to the UK Information Commissioner’s Office (https://ico.org.uk/) or with the relevant authority in your country of work or residence.

If you have any further privacy concerns or if you want to exercise your rights, you can contact us via email at support@poweredbyfutureproof.com.