Data Discovery Solutions Limited, trading as ActiveNav and our subsidiaries, is committed to maintaining robust privacy protections for our customers, business partners, and visitors to our website. Our Privacy Policy (the “Policy”) is designed to help you understand how we collect, use, and safeguard the information you provide to us and assist you in making informed decisions about our products and services.

This Policy covers the Privacy of:

  • Our customers when they use ActiveNav Cloud based software (the “Services”).
  • Potential customers and visitors including anyone visiting our website activenav.com (the “Website”).
  • Partners and potential partners.

For existing customers, this Policy applies in addition to our terms and conditions and any other documents referred to on it.

ActiveNav does not and will not sell or share personal information about our customers, potential customers, visitors or partners.

The Information We Collect

ActiveNav is the Data Controller for the personal information we hold to run our business, including managing contracts with customers and partners, and market and sell to existing and potential customers and partners.

In our role as a provider of our cloud-based software and application program interfaces (APIs) to our customers and partners we are Data Processors.

We may collect, use, store and transfer different kinds of personal data about you. We have grouped this together as follows:

  • Contact Data. Including business address, email address, social media handles, and telephone numbers.
  • Identity Data. Including first name, last name, username or similar identifier, title, job title.
  • Marketing and Communications Data. Including your preferences in receiving marketing from us and your communication preferences.
  • Profile Data. Including your ActiveNav Cloud username and password, your interests, preferences, feedback and survey responses.
  • Correspondence. Including email content which potentially contains personal data.
  • Technical Data. Including internet protocol (IP) address, your login data, browser type and version, pages visited, length of visit, 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 our software.
  • Usage Data. includes information about how you use our products and services.

How We Collect and Process Information

We may collect and process personal information by keeping records of your interactions with us so that we can assist you, inform you and serve you better now, and in the future. Furthermore, for customers this enables us to provide and improve the contracted services.

We do this when you:

  • Visit our website or respond to sales/marketing interactions
    • when you visit our website including completing a form
    • when you sign up to our mailing list
    • when you sign up to and/or attend training, webinars or events
    • when you enter a promotion or complete a survey
    • when you interact with us on social media
  • As part of our sales and marketing activities
    • when we have identified you as potential customer because of your role and/or your employer’s business
    • when you or your employer initiates a tender or contract process
    • when you trial our software using our test or trial sites
  • When you or your employer have a contract with us
    • when you use our software and services (free or paid)
    • when you contact us including our support desk
    • when you use our ticketing system
    • when your use our support portal
    • when you fill in forms on our Cloud based service, including login information, feedback forms
  • When you are a partner or potential partner
  • For all visitors, customers and partners (potential or current)
    • when you respond to or contact us by email, phone, post or face to face

Information We Collect Automatically

We automatically collect information about you through cookies and similar technologies either when you use, access or interact with us via our websites or the Service.

We may, for example, collect information about the type of device you use to access our websites, the operating system and version, your IP address, your general geographic location, as indicated by your IP address, your browser type, the webpages you view on our websites, the duration of your visit, whether you interact with content available on our websites and how. Cookies are text files placed on your computer to collect standard internet log information and visitor behavior information. The information is used to track visitor use of the website and to compile statistical reports on website activity.

Information Obtained from Other Sources

We may receive information about you from other sources, including third parties, such as industry bodies and partners. We may also receive information about you from social media platforms, for instance, when you interact with us on those platforms. We protect data obtained from third parties in the same way as we handle data we receive directly. If the third party imposes conditions on the use of your data, we will apply this.

Special Categories of Personal Data

As a Data Controller we do not collect any Special Categories of Personal Data. Nor do we collect any information about criminal convictions and offences.

The data we store in our cloud-based service may include personal data which may include Special Categories of Personal Data. We take our responsibilities as a data processor in this situation very seriously. Our obligations with our customers is set out in our contracts with them. The security section of this Policy describes some of the actions we take to secure this data.

Legal Basis for Processing Personal Data

There are different legal bases that we rely on to use your personal information, namely:

  • Performance of a Contract. The use of your personal information may be necessary to perform the contract you, your employer, or the organization inviting you for submissions has with us.
  • Legitimate Interests. We collect, process and store data relating to businesses and decision makers where we believe that those individuals are likely to have an interest in the our products and/or services.

Marketing

Although we would like to send you information about our products and services which may be of interest to you, as an individual you have a right at any time to stop us contacting you for marketing purposes. At any time, you may request to view, change, and update your Personal Information by emailing us at privacy@activenav.com. You can also request that we cease processing, correct errors or that erase your Personal Information by emailing us at privacy@activenav.com.

Your Rights

You are entitled to the following:

  • The Right to Access. You have the right to request copies of your personal data. We may charge you a small fee for this service.
  • The Right to Rectification. You have the right to request we correct any information you believe is inaccurate. You also have the right to request we complete information you believe is incomplete.
  • The Right to Erasure. You have the right to request that we erase your personal data, under certain conditions.
  • The Right to Restrict Processing. You have the right to request that we restrict the processing of your personal data, under certain conditions.
  • The Right to Data Portability. You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at privacy@activenav.com.

How Long We Store Your Data

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.

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 unauthorized 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.

Storage of Your Data and Disclosure

Customer data, usernames and passwords will be stored in the country or region set out in the relevant agreement. They will not be transferred to any other country or region.

Third Party Service Providers

We use certain third parties to help with the business administration and other activities related to the services provided. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Other Reasons for Disclosure

We may disclose your personal information to third parties:

  • In the event that we sell or buy any business or assets, in which case we may disclose your personal information to the prospective seller or buyer of such business or assets.
  • If we or substantially all of our assets are acquired by a third party, in which case personal information held by us about users of our services and sites will be one of the transferred assets but will remain subject to the promises made in this Policy.
  • If we are under a duty to disclose or share your personal information in order to comply with any legal obligation, enforce or apply conditions of contract, or protect the rights, property, or safety of ActiveNav, our customers and users, or others.

Security

We are committed to ensuring that your information is secure. To prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we hold about you. 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.

Users of the Service

Data in ActiveNav Cloud is encrypted as standard. We do not have access to this data without explicit permission and this access is usually in the context of technical support and the operation of our services. Any such access is strictly limited to authorized personnel only.

Right to Contact a Data Protection Authority

Please contact us if you have a concern about how we collect and use information. If you prefer, you also have the right to contact your local Data Protection Authority.

Other Websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide while visiting such sites and such sites are not governed by this Policy. You should exercise caution and look at the applicable privacy Policy on the website in question before you submit any personal information to the website.

How to Contact Us

Please contact us if you have any questions about our privacy policy or information we hold about you or to exercise your rights by emailing privacy@activenav.com

Changes to Our Privacy Policy

We keep our privacy policy under regular review, and we will place any updates on this web page. This privacy policy was last updated on 1 January 2025.