SailOne Privacy Policy

1. Who We Are

DigitalOne Software Ltd ("SailOne", "we", "us", "our") operates the SailOne platform.

SailOne is registered in England and Wales under company number 17429558.

For privacy enquiries, contact us at privacy@sailone.co.uk.

2. About This Privacy Policy

This Privacy Policy explains how SailOne processes personal data where SailOne acts as a data controller.

SailOne also processes personal data on behalf of clubs that use the SailOne platform. In those circumstances, the relevant club is generally the data controller and SailOne acts as its processor.

Information about a club's processing of member data should be provided by the relevant club through its own privacy notice.

3. Personal Data We Collect

Depending on how you interact with SailOne, we may collect:

Account and contact information

• Name
• Email address
• Telephone number
• Account credentials
• Organisation and role information

Customer and subscription information

• Club or organisation name
• Subscription plan
• Subscription dates
• Billing information
• Invoices
• Payment status
• Transaction and payment references

Technical and usage information

• IP address
• Browser and device information
• Login information
• Security and authentication events
• Service usage information
• Application and error logs

Communications

We may retain information contained in support requests, correspondence and other communications with us.

4. How We Collect Personal Data

We may collect personal data:

• Directly from you
• When you create or administer an account
• When you subscribe to the Service
• When you contact us
• Automatically when you use the Service
• From service providers involved in payment, security or other aspects of providing the Service

5. How We Use Personal Data

We may use personal data to:

• Provide and administer the Service
• Create and manage customer accounts
• Process subscription payments
• Provide customer support
• Communicate service notices and account information
• Maintain security
• Detect and prevent fraud or abuse
• Monitor and improve the reliability of the Service
• Comply with legal and regulatory obligations
• Establish, exercise or defend legal claims
• Send service-related and business communications to the people who administer a customer account

6. Lawful Bases

Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract

Where processing is necessary to provide the Service, administer your account or perform our agreement with you.

Legitimate interests

Where processing is necessary for legitimate interests pursued by SailOne or a third party, provided those interests are not overridden by your rights and interests. We rely on the following specific legitimate interests:

• Keeping the Service and the data held within it secure and available, including network and application security and the detection of abuse and unauthorised access
• Preventing, detecting and investigating fraud and misuse of the Service
• Understanding how the Service is used so that we can diagnose faults and improve its reliability, performance and functionality
• Administering our customer relationships and responding to enquiries and support requests
• Sending service-related and business communications to the people who administer a customer account

Legal obligation

Where processing is necessary for compliance with a legal obligation.

Consent

Where applicable law requires consent and we rely on consent as the lawful basis.

7. Marketing

SailOne does not currently send marketing or promotional email.

Service, security and transactional communications, such as account notices, billing and renewal information and support replies, are not marketing communications and may continue where necessary to provide the Service.

If we begin sending marketing communications in future, we will tell affected recipients and give a clear way to opt out (and, where required by the Privacy and Electronic Communications Regulations, ask for consent first).

8. Who We Share Personal Data With

We may share personal data with service providers that help us operate our business and provide the Service, including:

• Cloud hosting and infrastructure providers
• Payment providers
• Email and communications providers
• Security and monitoring providers
• Professional advisers
• Other service providers necessary to operate the Service

We may also disclose information where required by law, to protect rights and safety, or in connection with a merger, acquisition, restructuring or sale of part of our business.

We do not sell personal data.

9. Payment Processing

Subscription payments may be processed by Stripe.

SailOne does not intend to store full payment-card details in its own systems.

Stripe may process payment and payment-method information under its own terms and privacy notice.

10. International Transfers

Some service providers may process personal data outside the UK.

Where this occurs, we will use an appropriate lawful transfer mechanism under applicable Data Protection Legislation, such as a UK adequacy regulation or data bridge, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another lawful mechanism.

11. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

• Provide the Service
• Maintain account and business records
• Comply with legal and accounting obligations
• Resolve disputes
• Establish, exercise or defend legal claims

Different categories of data may be retained for different periods.

• Active customer account data: for the duration of the customer relationship and 12 months after the customer relationship ends.
• Financial and accounting records: 6 years, as required by law.
• Security and technical logs: up to 12 months.
• Support records: up to 24 months.

12. Cookies

The Service may use cookies and similar technologies that are necessary to provide functionality such as:

• Authentication
• Session management
• Security
• CSRF protection
• User preferences

We do not use advertising cookies.

If we introduce analytics or other non-essential cookies, we will update our cookie information and obtain consent where required.

13. Your Data Protection Rights

Depending on the circumstances, you may have rights under applicable Data Protection Legislation including:

• Access to your personal data
• Rectification of inaccurate or incomplete data
• Erasure
• Restriction of processing
• Objection to certain processing
• Data portability
• Rights relating to automated decision-making where applicable

These rights are subject to legal conditions and exemptions.

To exercise your rights, contact privacy@sailone.co.uk.

We may need to verify your identity before responding.

14. Automated Decision-Making

We do not currently use personal data to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals.

15. Security

We maintain appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, destruction or alteration.

However, no online service can be guaranteed to be completely secure.

16. Data Relating to Club Members

Where a club uses SailOne to process its members' personal data, the club is generally the data controller and SailOne is the processor.

The club is responsible for determining:

• Why member information is collected
• What information is collected
• The lawful basis for processing
• How long information is retained
• What information is shared or published
• How members' rights requests are handled

SailOne processes such information in accordance with the club's documented instructions and the Data Processing Agreement.

If you are a club member and have a question about how your club uses your personal data, you should normally contact the club first.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Where appropriate, we will notify you of significant changes through the Service, by email or by another reasonable method.

The "Last updated" date indicates when this policy was most recently revised.

18. Complaints

If you are concerned about our use of your personal data, please contact us first so that we can try to resolve your concern.

You also have the right to complain to the Information Commissioner's Office (ICO).

19. Contact