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Privacy information for customers

When am I considered a customer?

You are a customer if you have a contract with us where we provide a service that you pay for.

What information do we use?

We use the information you provide to us for use in our invoicing/billing process:

  • Your billing email address (where the invoice is sent)
  • Your company name
  • Your company address
  • Your companies VAT number

What do we use that for?

The information is used to produce an invoice which we send to you as part of our billing process.

Whom do we share that information with?

You, our accountant and any regulatory bodies we are legally required to share these with.

How long do we keep the information?

As long as legally required; invoices are kept a minimum of 7 years (but possibly longer).

What are my rights under the GDPR?

Right to view privacy sensitive data stored

Active and inactive customers can request which privacy sensitive data we have on record for them.

Such a request must be made by email to admin@filigrade.com from an email address with the same domain as the billing email address of the customer they are requesting data for (to ensure customers do not request data from other customers).

A response from a FiliGrade email address will normally be sent within 10 working days with the requested information (if any).

All requests of this nature are recorded in the privacy log.

Right to request correction of incorrect privacy sensitive data

Active and inactive customers can request correction of incorrect privacy sensitive data we have on record for them. We reserve the right to refuse correction request in which valid data is being replaced with obviously invalid data in the case of active customers as we need valid billing information on active customers for the invoicing process.

Such a request must be made by email to admin@filigrade.com from an email address with the same domain as the billing email address of the customer they are requesting modification of data for (to ensure customers do not request correction of data from other customers).

A response from a FiliGrade email address will normally be sent within 10 working days with the action that was taken.

All requests of this nature are recorded in the privacy log.

Right to request removal of privacy sensitive data

Active customers cannot request removal of their billing information (as this is a necessary part of the invoicing process).

Inactive customers can request the removal of their billing information.

Note that pay per use billing data is not removed as part of this removal request; without the corresponding billing information this billing data is not linked to any privacy sensitive infomation.

Invoices archived by FiliGrade for accounting purposes cannot be removed as part of this process (as they are a necessary part of the accounting process and FiliGrade is legally required to be able to produce this e.g. during a tax audit).

Such a request must be made by email to admin@filigrade.com from an email address with the same domain as the billing email address of the customer they are requesting deletion of data for (to ensure customers do not request deletion of data from other customers).

A response from a FiliGrade email address will normally be sent within 10 working days with the action that was taken.

All requests of this nature are recorded in the privacy log.

Right to request export of privacy sensitive data

As we store only basic billing information and all of this information is provided initially by the customer we believe it is reasonable to state that manually re-entering this information in another system is by far simpler and faster than exporting and importing of this data. Hence no specialized export function is available.

Note that customers can request what information we have of them on record which will be sent via email (which can also be considered an export).