Privacy Policy
This is the privacy notice of Core Financial Systems. In this document, “we”, “our”, or “us” refer to Core Financial Systems.
We are company number 292683 registered in Ireland.
Our registered office is at 2nd Floor, 1 Northwood Ave, Northwood, Santry, Co. Dublin, D09 V2F7, Ireland.
Introduction
- This is a notice to inform you of our policy about all information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.
- We regret that if there are one or more points below with which you are not happy, you are welcome to navigate our website at your own discretion.
- We take seriously the protection of your privacy and confidentiality. We understand that all visitors to our website are entitled to know that their personal data will not be used for any purpose unintended by them, and will not accidentally fall into the hands of a third party.
- We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.
- Our policy complies with the Data Protection Act 2018 (Act) accordingly incorporating the EU General Data Protection Regulation (GDPR).
- Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.
- With respect to the service offerings of CORE Financial Systems, we are a gold channel partner for Infor SunSystems, therefore making us a Processor with respect to GDPR. However, we acknowledge that we are a Data Controller with respect to specific processing activities as mentioned below.
The bases on which we process information about you
The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.
If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.
If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
1. Information we process because we have a contractual obligation with you
When you create an account on our website, buy a product or service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us.
In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.
We may use it in order to:
1.1. verify your identity for security purposes
1.2. sell products to you
1.3. provide you with our services
1.4. provide you with suggestions and advice on products, services and how to obtain the most from using our website
We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.
Additionally, we may aggregate this information in a general way and use it to provide class information, for example to monitor our performance with respect to a particular service we provide. If we use it for this purpose, you as an individual will not be personally identifiable.
We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.
2. Information we process with your consent
Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business, including job opportunities and our products and services, you provide your consent to us to process information that may be personal information.
Wherever possible, we aim to obtain your explicit consent to process this information, for example, by asking you to agree to our use of cookies.
Sometimes you might give your consent implicitly, such as when you send us a message by e-mail to which you would reasonably expect us to reply.
Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally. We may aggregate it in a general way and use it to provide class information, for example to monitor the performance of a particular page on our website.
If you have given us explicit permission to do so, we may from time to time pass your name and contact information to selected associates whom we consider may provide services or products you would find useful.
We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.
You may withdraw your consent at any time by instructing us dpo@corefinancial.ie. However, if you do so, you may not be able to use our website or our services further.
3. Information we process for the purposes of legitimate interests
We may process information on the basis there is a legitimate interest, either to you or to us, of doing so. Where legitimate interests is relied upon, a legitimate interests assessment will be completed in order to ensure your rights are carefully balanced against the organisations objectives with respect to your personal data.
Where we process your information on this basis, we do after having given careful consideration to:
- whether the same objective could be achieved through other means
- whether processing (or not processing) might cause you harm
- whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so
For example, we may process your data on this basis for the purposes of:
- record-keeping for the proper and necessary administration of Core Financial Systems
- responding to unsolicited communication from you to which we believe you would expect a response
- protecting and asserting the legal rights of any party
- insuring against or obtaining professional advice that is required to manage Core Financial Systems risk
- protecting your interests where we believe we have a duty to do so.
4. Information we process because we have a legal obligation
We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation.
For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.
This may include your personal information.
Specific uses of information you provide to us
5. Job application and employment
If you send us information in connection with a job application, we may keep it for up to 18 months in case we decide to contact you at a later date.
If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for six years before destroying or deleting it.
6. Sending a message to our support team
When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need.
We record your request and our reply in order to increase the efficiency of our business / organisation.
We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high quality service.
7. Complaining
When we receive a complaint, we record all the information you have given to us.
We use that information to resolve your complaint.
If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.
We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.
8. Affiliate and business partner information
This is information given to us by you in your capacity as an affiliate of us or as a business partner.
It allows us to recognise visitors that you have referred to us, and to credit to you commission due for such referrals. It also includes information that allows us to transfer commission to you.
The information is not used for any other purpose.
We undertake to preserve the confidentiality of the information and of the terms of our relationship.
We expect any affiliate or partner to agree to reciprocate this policy.
Use of information we collect through automated systems when you visit our website
9. Cookies
Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.
Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.
Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.
Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use.
When you first visit our website, we ask you whether you wish us to use cookies. If you choose not to accept them, we shall not use them for your visit except to record that you have not consented to their use for any other purpose.
If you choose not to use cookies or you prevent their use through your browser settings, you will not be able to use all the functionality of our website.
We use cookies in the following ways:
9.1. to track how you use our website
9.2. to record whether you have seen specific messages we display on our website
9.3. to respond to your queries you submit to us via the website
We provide more information about the cookies we use in our cookie policy.
10. Information we obtain from third parties
Our websites are hosted in Dublin.
We may also use outsourced services in countries outside the European Union from time to time in other aspects of our business.
Accordingly data obtained within Ireland or any other country could be processed outside the European Union.
For example, some of the software our website uses have been developed in the United States of America or in Australia.
In the event data is transferred outside of the European Economic Area (EEA) (for example, if our hosting services provider changes) that are not subject to an adequacy decision, we will amend this statement and notify you of those changes. We will also ensure appropriate safeguards are in place for that transfer and storage, as required by applicable law.
We use the following safeguards with respect to data transferred outside the European Union:
11.1. the data protection clauses in our contracts with data processors include transfer clauses written by or approved by a supervisory authority in the European Union, specifically that in the country of United States of America.
Other matters
12. Use of site by children
12.1. We do not sell products or provide services for purchase by children, nor do we market to children.
12.2. If you are under 18, you may use our website only with consent from a parent or guardian.
13. Encryption of data sent between us
We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us.
Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.
14. Retention period for personal data
Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:
14.1. to provide you with the services you have requested;
14.2. to comply with other law, including for the period demanded by our tax authorities;
14.3. to support a claim or defence in court.
15. Compliance with the law
Our privacy policy has been compiled so as to comply with the law of every country or legal jurisdiction in which we aim to do business. If you think it fails to satisfy the law of your jurisdiction, we should like to hear from you.
However, ultimately it is your choice as to whether you wish to use our website.
16. Your rights in relation to your personal information
This section explains the rights you have in respect to your personal data and we have processes to enable you to exercise these rights.
Right to Access: If you want to know if we are processing personal data relating to you and to have access to any such personal data, you can contact us using the details below. In order to furnish you with a copy of your personal data that we hold we will need to verify your identify. This is known as a Data Subject Access Request.
Right to be Informed: You have the right to be informed about the collection and use of your personal data. The organisation provides this in a form of privacy information and/or privacy policies at the point of collection.
Right to Rectification: If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the data and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
If you believe that we hold inaccurate personal data about you, please contact us using the details below. Depending on the type of personal data you believe is inaccurate, we may ask you for further proof to ensure that the personal data is being corrected properly. If we are satisfied that the personal data is inaccurate, we will make the necessary changes.
Right to Erasure: You also have the right to request erasure of your personal data or to restrict processing (where applicable).
However, this right does not apply where we have to comply with a legal obligation or where we need personal data for the establishment, exercise or defence of legal claims. In addition, if you opt out of marketing communications or have previously opted out of marketing communications, we have to keep a record of such opt out to ensure that we don’t contact you again in the future.
Right to Restriction: You have a right to request that processing of personal data is restricted in certain circumstances. However, we shall still continue to process the personal data for storage purposes, for the establishment, exercise or defence of legal claims.
Right to Object: Where we are relying on legitimate interests as a legal basis to process your data, you have a right to object to such processing on grounds relating to your particular situation.
Right to Portability: You have the right to have the data we hold about you transferred to a third-party organisation, and you can ask that we provide it in a machine-readable format.
Right to Complain to the Supervisory Authority: You have the right to lodge a complaint with the Data Protection Commission and more details can be found on their website – www.dataprotection.ie
17. Contact Details
For Data Subject Rights
To exercise your rights, contact us at dpo@corefinancial.ie. If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.
For Further Information
Should you require additional information then you can contact our Data Protection Officer at the following email address: dpo@corefinancial.ie
18. Review of this privacy policy
We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.
If you have any question regarding our privacy policy, please contact us at dpo@corefinancial.ie.
