Privacy Notice — Excite Suite

1. Who we are

Excite Suite is a trading name of FWAI Ltd.

FWAI Ltd is a private limited company registered in England and Wales under company number 16949153.

Our registered office is:

FWAI Ltd
3rd Floor
86-90 Paul Street
London
England
EC2A 4NE

VAT Registration Number: GB510857305

For the purposes of UK data protection law, FWAI Ltd is the controller of the personal information described in this Privacy Notice, except where we process information on behalf of an Excite Suite customer as explained in section 12.

2. About this Privacy Notice

This Privacy Notice explains how we collect, use, store and share personal information when you:

visit the Excite Suite website;
contact us or submit an enquiry;
request information or a demonstration;
subscribe to our newsletter or other marketing communications;
register for an Excite Suite account or trial;
communicate with us about our products or services; or
otherwise interact with FWAI Ltd in connection with Excite Suite.

This notice applies to the public Excite Suite website and FWAI Ltd's sales, marketing and account administration activities.

Separate contractual and privacy provisions may apply to information processed within the Excite Suite platform on behalf of our customers.

3. Personal information we collect

The personal information we collect depends on how you interact with us.

Contact information

We may collect:

your name;
your email address;
your telephone number;
your job title;
the name of your employer or organisation;
your business address; and
your preferred method of contact.

Enquiry and correspondence information

We may collect:

information you enter into a contact, enquiry or demonstration request form;
emails and other communications sent to or received from you;
information about the products or services in which you are interested;
notes from calls, meetings or demonstrations; and
records of our communications with you.

Account and trial information

If you register for an account or trial, we may collect:

your account name;
your business email address;
your organisation's details;
your login credentials;
your account permissions and user role;
your preferences and settings;
records of account activity;
support requests; and
information needed to administer the account or trial.

Passwords should be stored in a secure, protected form and are not intended to be visible to FWAI Ltd staff.

Newsletter and marketing information

We may collect:

your email address;
your marketing preferences;
the date and source of your subscription;
records of consent or other relevant marketing permissions;
records of unsubscribe or objection requests; and
information about the delivery, opening and use of our marketing emails.

Technical and website information

When you use the website, we may collect:

your IP address;
your browser and device type;
your operating system;
your approximate geographical location;
the pages you visit;
the links and buttons you select;
the date and time of visits;
the website or source that referred you to us;
cookie and device identifiers; and
information about website performance and errors.

Non-essential analytics and advertising information will only be collected where the necessary consent has been obtained.

Customer and transaction information

If you become a customer, we may also collect:

contract and subscription information;
billing and invoicing details;
payment status;
products and services purchased;
account management records; and
customer service and support information.

Please do not provide special category information, such as health, biometric, religious, political or sexual orientation information, through our public website unless we have specifically requested it and explained why it is required.

4. How we collect personal information

We collect personal information:

directly from you when you complete a form, register, subscribe or contact us;
automatically when you use our website, subject to your cookie choices;
from your employer, colleague or another representative of your organisation;
from publicly available business sources, such as company websites and professional directories;
through our email marketing and communications systems; and
from service providers that help us operate our website, communications and services.

5. How we use personal information

Responding to enquiries

We use your information to:

respond to questions;
provide requested information;
arrange demonstrations;
understand your organisation's requirements;
prepare proposals or quotations; and
follow up on potential business opportunities.

Our lawful basis is normally our legitimate interests in responding to enquiries, providing information about our services and developing our business.

Where your enquiry relates to a proposed contract with you personally, we may also process your information to take steps at your request before entering into that contract.

Providing accounts, trials and services

We use account and trial information to:

create and administer accounts;
provide access to trials;
authenticate users;
provide requested features;
manage permissions;
provide support;
communicate about the account; and
administer our contractual relationship.

Where you personally enter into a contract with us, our lawful basis is that the processing is necessary to enter into or perform the contract.

Where you use Excite Suite on behalf of your employer or another organisation, our lawful basis is normally our legitimate interests in administering the business relationship and providing the service.

Operating and securing the website

We use technical information to:

operate and maintain the website;
provide essential functionality;
protect our systems;
detect and prevent fraud or misuse;
investigate faults and security incidents;
manage website traffic; and
maintain appropriate records of system activity.

Our lawful basis is our legitimate interests in operating a safe, secure and effective website and service.

Analytics and website improvement

With your consent where required, we may use analytics information to:

understand how visitors use the website;
measure website traffic and performance;
identify popular or less effective content;
diagnose errors;
improve navigation and functionality; and
assess the effectiveness of our marketing.

Where consent is required for the use of analytics cookies or similar technologies, our lawful basis for the associated processing is consent.

You may withdraw your consent through Cookie Settings at any time.

Advertising and marketing measurement

With your consent, we may use advertising or marketing technologies to:

understand how visitors reached our website;
measure the effectiveness of campaigns;
attribute enquiries or registrations to particular advertisements;
create relevant advertising audiences; and
display or measure advertising.

You can reject or withdraw consent for these technologies through Cookie Settings.

Newsletter and marketing communications

Where you subscribe to our newsletter or request marketing communications, we may use your information to send:

Excite Suite news;
product and feature updates;
invitations to events or demonstrations;
useful content;
offers; and
other relevant business communications.

Where required, we rely on your consent.

In appropriate business-to-business circumstances, we may rely on our legitimate interests to contact business representatives about products or services that may be relevant to their professional role.

You can unsubscribe or object to direct marketing at any time by:

using the unsubscribe link in a marketing email; or
emailing hello@excitesuite.co.uk.

We will stop using your information for direct marketing after receiving a valid objection. We may retain a limited suppression record to ensure that we continue to respect your request.

Administration and legal obligations

We may use personal information to:

administer contracts and subscriptions;
maintain business and accounting records;
issue and manage invoices;
comply with legal, regulatory, tax and accounting obligations;
establish, exercise or defend legal claims;
enforce our agreements; and
respond to lawful requests from courts, regulators or public authorities.

Our lawful basis may be compliance with a legal obligation or our legitimate interests in protecting and administering our business.

6. Cookies and similar technologies

We use cookies and similar technologies to operate the website and, with your consent where required, to provide analytics, functionality, advertising and marketing measurement.

You can find further information in our Cookie Policy.

You can review or change your choices at any time through the Cookie Settings link in the website footer.

7. Email tracking

Our marketing emails may include tracking pixels or tagged links that allow us to understand whether:

an email was delivered;
an email was opened;
a link was selected;
an unsubscribe request was made; or
an email generated a visit or enquiry.

We use this information to assess and improve our communications.

You may unsubscribe from marketing communications at any time. Unsubscribing from marketing will not prevent us from sending necessary service, security, account or contractual communications.

8. Who we share personal information with

We may share personal information with trusted service providers that help us:

host, maintain and secure the website;
provide cloud storage and computing services;
operate business email and communications;
deliver newsletters and email marketing;
provide analytics and advertising measurement;
administer customer relationships;
manage accounts and authentication;
process payments;
provide technical support;
maintain backups;
provide legal, accounting, insurance or professional advice; and
prevent fraud and protect our systems.

Service providers acting as our processors may only process personal information for the agreed purposes and in accordance with our instructions.

We may also disclose personal information:

where required by law;
in response to a lawful request from a court, regulator or public authority;
to establish, exercise or defend legal claims;
where necessary to protect FWAI Ltd, our customers or other people;
in connection with a business sale, merger, restructuring, investment or transfer; or
with your consent or at your direction.

We do not sell personal information.

9. International transfers

Some of our service providers may store or process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will use an appropriate legal safeguard. This may include:

transferring information to a country covered by UK adequacy regulations;
using the UK International Data Transfer Agreement;
using the UK Addendum to approved standard contractual clauses; or
relying on another lawful transfer mechanism.

You may contact us for further information about the safeguards used for a particular transfer.

10. How long we retain personal information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

Our usual retention periods are:

General enquiries: normally up to 24 months after the last meaningful communication.
Demonstration and sales enquiries: normally up to 24 months after discussions end, unless a longer period is justified by an ongoing business relationship.
Marketing subscriptions: for as long as you remain subscribed or until we decide that the information is no longer required.
Marketing suppression records: for as long as reasonably necessary to ensure we continue to respect your unsubscribe or objection request.
Trial accounts: for the duration of the trial and normally for up to 12 months afterwards, unless the account becomes a customer account or a longer period is required.
Customer and contractual records: for the duration of the relationship and normally for up to six years afterwards for contractual, tax, accounting and legal purposes.
Security and technical logs: normally for up to 12 months, unless a longer period is required to investigate an incident.
Cookie and analytics information: for the duration shown in our Cookie Settings system.

We may retain information for longer where required by law or where reasonably necessary in connection with a dispute, investigation or legal claim.

11. Security

We use appropriate technical and organisational measures designed to protect personal information against:

unauthorised access;
accidental loss;
misuse;
alteration;
disclosure; and
destruction.

Access to personal information is limited to employees, contractors and service providers that need it for legitimate business purposes.

Although we take reasonable precautions, no internet-based service can be guaranteed to be completely secure.

You are responsible for keeping account login details confidential and should notify us promptly if you believe an account or password has been compromised.

12. Information processed through Excite Suite

Excite Suite customers may use the platform to upload, store, manage or otherwise process personal information relating to their own customers, employees, contacts, recipients or other individuals.

In these circumstances:

the Excite Suite customer will normally be the controller responsible for deciding why and how the information is processed; and
FWAI Ltd will normally act as a processor, providing the service on the customer's documented instructions.

This processing will be governed by the applicable service agreement and data processing agreement.

Questions or rights requests relating to information uploaded by an Excite Suite customer should normally be directed to that customer first.

13. Your rights

Depending on the circumstances, you may have the right to:

ask for access to your personal information;
ask us to correct inaccurate or incomplete information;
ask us to erase your information;
ask us to restrict how your information is used;
object to processing based on legitimate interests;
object to direct marketing;
receive certain information in a portable format;
withdraw consent at any time where processing relies on consent; and
complain to the Information Commissioner's Office.

These rights are not absolute and may be subject to legal conditions or exemptions.

To exercise a right, email hello@excitesuite.co.uk.

We may need to request information to confirm your identity before responding.

14. Automated decision-making

We do not currently use personal information collected through the public website to make solely automated decisions that have legal or similarly significant effects on individuals.

15. Children

The website and Excite Suite services are intended for businesses, organisations and professional users.

They are not directed at children, and we do not knowingly collect personal information from children through the public website.

16. Complaints

Please contact us first if you have a concern about how we use personal information:

Email: hello@excitesuite.co.uk

You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority for data protection.

17. Changes to this Privacy Notice

We may update this Privacy Notice to reflect changes to:

our services;
the information we collect;
the technologies we use;
our service providers; or
legal and regulatory requirements.

The latest version will be published on the website and identified by the date shown at the top.