Last updated: 21 November 2024
This Flytask Website Privacy Policy (Policy) applies to your visit of flytask.com (our site) and your use of the Flytask Platform (Platform).
This Policy gives you information about how we collect and use your personal data through your use of our site and the Platform, including any personal data you may provide when you sign up with us and when you obtain a licence to use the Platform.
Our site or the Platform is not intended for children and we do not knowingly collect data relating to children.
FlyTask (Trading as Yoello Limited) is the controller and is responsible for your personal data (collectively referred to as " Flytask", "we", "us" or "our" in this policy).
We have appointed a data privacy manager, who is responsible for overseeing questions in relation to this Policy. If you have any questions about this privacy policy, please contact them using the details (Contact Details) set out below:
Full name of legal entity: Yoello Limited (Trading as Flytask)
Title of data privacy manager: Chief Operating Officer
Email address: privacy@flytask.com
Postal address: 10th Floor, Brunel House, 2 Fitzalan Rd, Cardiff CF24 0EB
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, or other competent supervisory authority of an EU member state if the Platform is used by you outside the UK. We would, however, appreciate a chance to deal with your concerns so please contact us in the first instance.
Changes to the privacy policy and your duty to inform us of changes
We keep our privacy policy under regular review.
This version may change and if it does, these changes will be posted on this page and, where appropriate, notified to you when you next visit our site or use the Platform. The new policy may be displayed on-screen and you may be required to read and accept the changes to continue your use of the Platform or any of our services.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during our relationship with you.
Third party links
Our site may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
We may collect, use, store and transfer different kinds of personal data about you as follows:
Identity Data: first name, last name, username or similar identifier, date of birth.
Contact Data: email address and telephone numbers.
Financial Data: bank account and payment card details.
Transaction Data: details about payments to and from you, for your use of the Platform.
Device Data: the type of device you use, a unique device identifier (for example, your Device's IMEI number, the MAC address of the Device's wireless network interface, or the mobile phone number used by the Device), network information, your mobile operating system, the type of browser you use, time zone setting.
Profile Data: your username and password, your login information, your interests, preferences, feedback and survey responses.
Usage Data: details of your use of the Platform or your visits to our sites including, but not limited to, traffic data and other communication data, whether this is required for our own billing purposes or otherwise, and the resources within the Platform that you access.
Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties.
We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific Platform feature. However, if we combine or connect Aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Policy.
We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
We use different methods to collect data from and about you, including through:
Your interaction with us. You may give us your personal data by registering with us, signing up for the Platform, filling in contact form on our site, or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- creating an account on our site;
- apply for our services, including signing up for using the Platform;
- paying us for using the Platform;
- requesting marketing to be sent to you;
- entering a promotion or survey; or giving us feedback or contacting us in any way.
Automated technologies. Each time you visit our site or use the Platform, we will automatically collect personal data including Device, Profile and Usage Data. We collect this data using cookies and other similar technologies. Please see our cookie policy for further details.
Lawful Basis
The law requires us to have a lawful basis for collecting and using your personal data. We rely on one or more of the following legal bases:
Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.
Purposes for which we will use your personal data: We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Purpose/activity
Type of data
Lawful basis for processing
To register you as a new account holder, customer and/or a user of the Platform
Identity
Contact
Financial
Device
Profile
Performance of a contract with you.
Necessary for our legitimate interest.
To process your payment to us and deliver services to you, including managing payments and collecting money owed to us
Identity
Contact
Financial
Transaction
Device
Marketing and Communications
Performance of a contract with you.
Necessary for our legitimate interests (to recover debts due to us).
To manage our relationship with you including: notifying you of changes to this Policy or our Flytask Platform Licensing Agreement, or changes to our site or the Platform; and dealing with your requests, complaints and queries
Identity
Contact
Financial
Profile
Marketing and Communications
Performance of a contract with you.
Necessary to comply with legal obligations (to inform you of any changes to our Licensing Agreement).
Necessary for our legitimate interests (to keep records updated and to manage our relationship with you).
To enable you to participate in a prize draw, competition or complete a survey
Identity
Contact
Financial
Profile
Marketing and Communications
Performance of a contract with you.
Necessary for our legitimate interests (to analyse how customers use our Platform and to develop them and grow our business).
To administer and protect our business, our site and the Platform (including the security of systems), to provide the functionalities of the same, including but not limited to troubleshooting, data analysis and system testing
Identity
Contact
Device
Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, and to prevent fraud).
To deliver relevant content and advertisements to you; to make recommendations to you about services which may interest you; to measure and analyse the effectiveness of the advertising we serve you; to analyse data to improve our site and the Platform.
Identity
Contact
Device
Profile
Usage
Marketing and Communications
Necessary for our legitimate interests (to study how our customers use our site and/or the Platform, to develop and improve them and to grow our business, to keep our site and the Platform relevant).
Direct marketing
Once you have created an account on our site, we will rely on our legitimate interests to send you marketing materials related to the Platform, unless you have opted out of receiving such marketing. We may also analyse your Identity, Contact, Device, Usage and Profile Data to form a view which services and offers may be of interest to you so that we can then send you relevant marketing communications.
Third-party marketing We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.
Opting out of marketing You may opt-out either when you register for an account with us, or at any time by pressing unsubscribe on any marketing materials we send you. You can also ask us to stop sending you marketing communications at any time by contacting us using the Contact Details or the “Contact Us” page on our site. If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes.
We may share your personal data with the parties set out below for the purpose set out in the table above.
External third parties service providers acting as processors based within the UK and the EEA who provide us with IT and system administration services.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based within the EEA who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue and Customs, regulators and other authorities acting as processors or joint controllers based within the EEA who require reporting of processing activities in certain circumstances.
Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. 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.
We do not transfer your personal data outside the UK and the European Economic Area (EEA).
All information you provide to us is stored on our secure servers based in the UK and the EEA. We have appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an authorised way. We will collect and store personal data on your Device using application data caches and browser web storage (including HTML5) and other technology.
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.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator when we are legally required to do so.
We do not use data obtained through Google Workspace APIs, including data from Gmail and Google Drive, for the purpose of developing, improving, or training generalised artificial intelligence (AI) or machine learning (ML) models. This includes any use of such data for activities outside the specific functionality of the Flytask application.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
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 unauthorised 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, regulatory, tax, accounting or other requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see “Your legal rights” below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Under data protection laws, you have the rights including:
Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- if you want us to establish the data's accuracy;
- where our use of the data is unlawful but you do not want us to erase it;
- where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims;
or
- you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
Your also have the absolute right to object any time to the processing of your personal data for direct marketing purposes.
If you wish to exercise any of the rights set out above, please contact us using the Contact Details, or use the “Contact Us” page on our site.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.