Privacy Policy

Introduction

issosmart, a service provided by Rosewood Management Services Limited (RKMS group), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you use our platform. It also outlines your rights regarding your data and how you can manage or request access to it.

By using issosmart, you agree to the collection and use of your information in accordance with this policy.

Who We Are

issosmart is operated by Rosewood Management Services Limited, a company registered in the United Kingdom with company number 02924133. Our registered office is located at:

Unit 4 The Pavilions, Avroe Crescent, Blackpool, FY4 2DP

Rosewood Management Services Limited provides a cloud-based compliance management platform through issosmart, serving small to medium enterprises with tools for managing compliance tasks, audits, and records.

For questions or requests related to your data, please contact our Data Protection Officer (DPO):

Postal Address: Unit 4, The Pavilions, Avroe Crescent, Blackpool, FY4 2DP

Information We Collect

Personal Information

We may collect personal information that you provide to us voluntarily, including but not limited to:

  • Name
  • Email address
  • Contact details
  • Job title and company information
  • Billing information
  • Any other information you choose to provide

Uploaded Data

You may upload various types of data, including but not limited to:

  • Personnel files
  • Insurance documents
  • Customer complaints
  • Accident reports
  • Supplier details
  • Audit records

You are responsible for ensuring that you have the right to upload such data and that it complies with applicable laws.

Non-Personal Information

We may collect non-personal information automatically when you interact with our platform, such as:

  • IP address
  • Browser type and version
  • Operating system
  • Pages visited on our platform
  • Time and date of visits
  • System activity and feature usage

Usage Data

We collect information on how you access and use issosmart, including:

  • Device information (e.g., desktop or mobile)
  • IP address
  • Pages visited and time spent on the platform
  • System activity and feature usage

Cookies and Tracking Technologies

We use cookies to improve user experience and analyse site traffic. More information is available in our Cookie Policy (see section below).

How We Use Your Information

We may use your information for various purposes, including but not limited to:

  • Providing and Improving the Service:
    We use the information you provide to:
    • Set up and manage your account.
    • Provide you with access to the platform’s features.
    • Process transactions.
    • Send service-related communications such as system updates and notifications.
    • Ensure the security and stability of the platform.
  • To Communicate with You:
    We may use your contact information to:
    • Send marketing emails if you have consented.
    • Inform you about new features, promotions, or industry-related updates.
  • You can unsubscribe from marketing emails at any time by following the “unsubscribe” link at the bottom of the email or by adjusting your preferences in your account settings.
  • To Personalise Your Experience:
    We may use the information to tailor the platform to better suit your needs.
  • To Improve Our Platform:
    We may analyse usage data to understand how our platform is being used, in order to improve the user experience and introduce new features.
  • Complying with Legal Obligations:
    We use personal data to fulfil our legal obligations, such as record-keeping for financial or regulatory purposes.

Sharing Your Information

We do not sell, trade, or otherwise transfer your personal information to outside parties, except in the following circumstances:
  • With your consent.
  • To trusted third-party service providers who assist us in operating our platform, conducting our business, or servicing you, as long as those parties agree to keep your information confidential.
  • When required by law or when necessary to protect our rights, property, or safety.

Legal Basis for Processing (GDPR)

Under GDPR, we process personal data on the following legal bases:

  • Contract Performance: We need to process your data to provide the issosmart service you signed up for.
  • Legitimate Interest: To improve and optimise our platform, including analysing user behaviour and usage patterns.
  • Consent: For sending marketing communications, cookies, and targeted ads (with user opt-in).
  • Legal Obligation: To comply with applicable laws such as financial record-keeping.

Data Retention

We retain your personal data and uploaded information according to the following policies:

  • After Cancellation: Your data will be retained for 18 months after account cancellation. During this period, you may reactivate your account and regain access to your data. After 18 months, all data will be permanently deleted and cannot be retrieved.
  • Inactivity: If your account is inactive for 6 months and is not associated with an active system, we will delete your account and all associated data.

Your Choices

You have the right to:

  • Access and update your personal information.
  • Request the deletion of your personal information (subject to certain legal conditions).
  • Opt-out of receiving marketing communications from us by following the unsubscribe instructions in our emails or by adjusting your account settings.
  • Request the restriction of processing of your data.
  • Request data portability in a machine-readable format.

To exercise any of these rights, please contact us at hello@issosmart.io. We aim to respond to all requests within 30 days.

Third Party Services

We may share your data with trusted third-party service providers to help us deliver our services. These providers include:

  • Payment processors (e.g., Stripe, GoCardless)
  • Cloud storage providers (e.g., AWS, Google Cloud)
  • Marketing platforms (e.g., MailChimp, HubSpot)
  • Analytics tools (e.g., Google Analytics)

Where data is transferred outside the UK or EU, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs), to protect your information in compliance with GDPR and other applicable laws.

Cookies & Tracking Technology

We use cookies to track user activity and enhance your experience. Types of cookies used include:

  • Essential Cookies: Required for the platform to function.
  • Analytics Cookies: Used to collect data on how users interact with the platform.
  • Marketing Cookies: Used for personalised advertising and remarketing.

You can manage your cookie preferences through the cookie banner on our site. For more detailed information, see our Cookie Policy.

Data Security

We are committed to protecting your data. We use a variety of security measures, including:

  • Encryption of data in transit and at rest.
  • Firewalls and secure server environments.
  • Regular security audits and monitoring.

Although we take precautions to safeguard your information, no method of transmission over the internet or method of electronic storage is 100% secure. In the event of a data breach, we will notify you and relevant authorities within 72 hours if there is a risk to your data.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Significant changes will be communicated to users via email, an in-platform banner, or other methods. You are encouraged to review this Privacy Policy periodically.

By continuing to use issosmart after changes are made, you agree to the updated Privacy Policy.

Governing Law and Jurisdiction

This Privacy Policy, and any disputes arising out of or in connection with it, are governed by and construed in accordance with the laws of England and Wales.

By using issosmart, you agree that any disputes or claims related to this Privacy Policy will be subject to the exclusive jurisdiction of the courts of England and Wales.

Contact Us

If you have any questions or concerns about this Privacy Policy or your data, or if you wish to exercise your rights under GDPR, please contact us at:

Company Name: Rosewood Management Services Limited
Company Number: 02924133
Registered Address: Unit 4, The Pavilions, Avroe Crescent, Blackpool, FY4 2DP
Email: hello@issosmart.io

Additionally, if you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk/
Helpline Number: +44 303 123 1113

By using our website and services, you agree to the terms of this Privacy Policy.

Starter Professional Enterprise
System Manual
Procedures
Policies
Forms
Context of the Organisation
Interested Parties
Objectives
Improvement Register
Auditing
Training
Suppliers
Legal Register
Maintenance & Calibration
Standard Applicable Registers
Advanced Customer Feedback
Advanced Suppliers
Advanced Auditing
Management Review