Privacy notice

Page updated 17 November 2021

This privacy notice will inform you as to how we collect, use and protect your personal data. It will also tell you about your privacy rights and how the law protects you.

1. Important information and who we are

Purpose of this privacy notice

This privacy notice aims to give you information on how we collect and process your personal data.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Controller

Iress is made up of different legal entities, details of which can be found here: Iress Legal Entities. This privacy notice is issued on behalf of the Iress Group so when we mention “Iress”, "we", "us" or "our" in this privacy notice, we are referring to the relevant company in the Iress Group responsible for processing your data.

Contact details

If you have any questions about this privacy notice or any questions or concerns regarding the manner in which your personal data is being processed please send your query to:

Privacy Adviser, Iress, Honeybourne Place, Jessop Avenue, Cheltenham, GL50 3SH

Email: compliance@iress.com

Our EU Representative

If you are resident in the EU you may raise any issues or queries relating to our processing of your personal data with our EU representative (appointed pursuant to Article 27 of the GDPR).

Our EU representative is Iress SAS, a member of the Iress Group incorporated in France. Our EU representative can be contacted directly by emailing them at the following address: qhhr@iress.com

Changes to the privacy notice

We keep our privacy notice under regular review. This version has beenhas been published on 17 November 2021. Historical versions of our privacy notice can be obtained by contacting us. Details of previous versions of this privacy notice can be found at section 11.

Your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes by contacting us.

Third-party links and embedded content

This website may include links to third-party websites 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 or the manner in which they process your personal data. When you leave our website, we encourage you to read the privacy notice of every website you visit.

This website may also include embedded third-party content. Any embedded content that references a third party’s name or trade mark may be embedded third-party content. Interacting with that third-party content may allow third parties to collect or share data about you. We are not responsible for the manner in which third parties may process your personal data following your access of such content (including their delivery of cookies); nor are we responsible for third-party privacy statements. When you access embedded third-party content, we encourage you to read any associated privacy notice provided by a third party related to the embedded content (which may require you to follow links to the third party’s privacy notice or website).

2. The data we collect about you

Personal data means any information about an individual from which that person can be identified. It does not include anonymised or aggregated data, where it is not possible to identify an individual from that data.

We may collect, use, store and transfer different kinds of personal data about you, and we have grouped this together as follows:

Identity data - includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender. If you attend our offices, we may collect details of your car registration.

Contact data - includes billing address, postal address, email address and telephone numbers.

Financial data - includes bank account and payment card details.

Transaction data - includes details about payments to and from you and other details of products and services you have purchased from us.

Technical data -includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website, products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs).

Profile data - includes your username and password, purchases or orders made by you and any requests for support, your interests, preferences, feedback, survey responses, entries to competitions or promotions, and where you have registered for training or an event.

Usage data - includes information about how you use our products and services, this website, or any other Iress websites you may visit, for example the ‘Iress Community’ website or the ‘Iress Learning Centre’ website).

Marketing and communications data - includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data. aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website 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 privacy notice.

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.

If you do not provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you do not provide that data when requested, we may not be able to perform the contract we have in place with you, or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

3. How your personal data is collected

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your identity, contact and financial data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

Register as a user of our products or services;
Subscribe to our publications;
Request marketing communications to be sent to you or you update your marketing preferences;
Enter a competition, promotion or survey;
Attend seminars, training or other events;
Give us some feedback.

Automated technologies or interactions. As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive technical data about you if you visit other websites employing our cookies. Please see our cookies policy for further details.

Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:

Third parties to whom you have provided your personal data where you have expressly consented to them sharing your contact details with Iress or to a category in which Iress’ business activities would fall (including where you have attended an event which has been sponsored by Iress and you have agreed to the event organiser sharing your contact details with event sponsors);
Publicly available sources, for example Companies House, The Financial Conduct Authority, directories, search engines and social media.

4. How your personal data is collected

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data:

Where we need to perform the contract we are about to enter into or have entered into with you; or
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; or
Where we need to comply with a legal or regulatory obligation; or
Where you have agreed to us processing your personal data.

The lawful basis on which we will rely in processing your personal data will depend on the purpose for which we are using it – further details are set out in the following paragraph.

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 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.

Note that we may process your personal data on more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific lawful basis we are relying on to process your personal data where more than one lawful basis has been set out in the table below.

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To register you as a new customer	(a) Identity (b) Contact	Performance of a contract with you
To deliver services to you, including to: (a) Manage payments, fees and charges(b) Collect and recover money owed to us(c) Manage licensing and permissions granted to you in relation to our software and services(d) Provide you with support and training materials/ services and general know how regarding use of our products and services	(a) Identity (b) Contact(c) Financial(d) Transaction(e) Marketing and Communications	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship (and, if applicable, our agreement) with you which will include: (a) Updating our customer relationship management system and other internal systems with information about you and our dealings with you(b) Notifying you about changes to our terms or privacy notice(c) Asking you to leave a review or take a survey	(a) Identity (b) Contact(c) Profile(d) Marketing and Communications	(a) Performance of a contract with you (b) Necessary to comply with a legal obligation(c) Necessary for our legitimate interests (to keep our records updated, and to understand how customers use our products/services)
To enable you to partake in a prize draw, competition or complete a survey	(a) Identity (b) Contact(c) Profile(d) Usage(e) Marketing and Communications	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to understand how customers use our products/services, to develop them and grow our business)
To administer and protect our business and website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a) Identity (b) Contact(c) Technical	(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you	(a) Identity (b) Contact(c) Technical	Necessary for our legitimate interests (to understand how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you	(a) Identity (b) Contact(c) Profile(d) Usage(e) Marketing and Communications(f) Technical	Necessary for our legitimate interests (to understand how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics and/or to aggregate your data, to improve our website, products/services, marketing, customer relationships and experiences	(a) Identity (b) Contact(c) Technical(d) Usage(e) Profile	Necessary for our legitimate interests (to develop our products/services and grow our business)
To make suggestions and recommendations to you about goods or services that may be of interest to you	(a) Identity (b) Contact(c) Technical(d) Usage(e) Profile	Necessary for our legitimate interests (commercial purposes, research or statistical purposes)

Marketing

We want to provide you with choices regarding certain ways in which we use your personal data, particularly around marketing and advertising. We have established a marketing communications preference centre external where you can view and make certain decisions about how your personal data is used.

Unless you have previously unsubscribed, you may receive our marketing communications (including by post, email and telephone) if you, or the business you work for:

Currently receive an Iress product or service;
Have received an Iress product or service in the past;
Have expressly consented to a third party sharing your contact details with Iress (or to a category in which Iress’ business activities would fall) so that we may send you marketing communications, including where you have attended an event which has been sponsored by Iress and you have agreed to the event organiser sharing your contact details with event sponsors;
Have expressed an interest in Iress, our products or services by providing us with your contact details for example:

- by email, post or during a conversation with us

- by submitting your contact details via our website or a social media site

- by providing us with your business card or entering into an Iress prize draw or competition

- via a marketing campaign / survey

If you would prefer not to receive any communications or would like to tailor the way we contact you, please visit our preference centre.

Opting out

You can ask us to stop sending you marketing messages at any time by visiting our preference page and checking or unchecking relevant boxes to adjust your marketing preferences.

Where you opt out of receiving these marketing messages, we will stop sending you marketing messages but if you are an Iress customer then we will still need to process your personal data for the purpose of supplying you with our products or services.

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

For detailed information on the cookies we use and the purposes for which we use them, please see our cookies policy.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Third parties to whom we may provide your personal data

We may have to share your personal data with the parties set out below, or use certain third parties in the course of collecting your personal data, for the purposes set out in the table in paragraph 4 above.

Internal third parties

Other companies in the Iress Group and who are based in the United Kingdom, France, Australia, South Africa, Canada, Singapore and New Zealand and provide IT and system administration services, service delivery and payment administration, provision of support services, training and reporting.

This includes staff engaged in the fulfilment of any contracts we have with you, the processing of your payment details and the provision of support services.

External third parties

Third party service providers (including contractors and designated agents). We use third party service providers to help us with the following activities: workplace technology (e.g. document management and storage), hosting (including the hosting of our customer relationship management system, the Iress Learning Centre and the Iress Community), training (platforms and materials), communications (including audio and video conferencing) and marketing (e.g. notifications, surveys). Please contact us if you would like to receive a full list of the third party service providers who may process your personal data in the course of assisting us with these activities.
If you are a client, or a user of our products in an organisation with whom we have a contract - we may share your personal data with third party processors who we are authorised to use pursuant to our contract with you.
Professional advisers: including lawyers, bankers, auditors and insurers who provide consultancy and accounting services.
HM RHM Rrevenue & cCustoms authorities, local registrar of companiesCompanies House, other regulators and other authorities, agencies or public bodies based in the United Kingdom to whom we have a reporting obligation 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 notice.

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.

6. International transfers of your personal data

We may share your personal data within the Iress Group. This may involve transferring your data outside of the United Kingdom, or, if you are resident in the European Economic Area (EEA), outside of the EEA.

In addition, some of our external third parties are based outside of the UK or the EEA so their processing of your personal data will involve a transfer of data outside of the UK or the EEA (as applicable).

Whenever we transfer your personal data out of the UK or EEA (as applicable), we will always ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

- We may transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission (they are subject to a “finding of adequacy”). For further details of countries which are subject to a finding of adequacy, see European Commission: Adequacy of the protection of personal data in non-EU countries.

- Where the country to which we are transferring your data is not subject to a finding of adequacy, we will use specific contract terms approved under UK legislation or by the European Commission which give personal data the same protection it has in the UK or Europe (as applicable).

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the United Kingdom or EEA.

7. Data security

We ensure that there are appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. 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.

Following an audit by the British Standards Institution (BSI) we have achieved ISO/IEC 270001 accreditation. This is an internationally recognised certificate for best practice framework for managing information security.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider any applicable legal requirements, together with 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.

If you require further information regarding the period for which we will retain your personal data please contact us.

In some circumstances you can ask us to delete your data: see below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research, statistical or commercial purposes in which case this data will cease to be your personal data and we may use this information indefinitely without further notice to you.

9. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

If you wish to find out more about any of the rights set out above, or wish to exercise any of them, please contact us.

If you are a UK resident - 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 (www.ico.org.ukexternal).

If you are resident in France - you have the right to make a complaint at any time to La Commission Nationale de l'Informatique et des Libertés (CNIL), the French supervisory authority for data protection issues (https://www.cnil.fr/).

No fee usually required

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 may refuse to comply with your request in these circumstances.

What we may need from you

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.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may 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.

10. Glossary

Lawful basis

Legitimate interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights 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). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Your legal rights

You have the right to:

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: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) 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 (d) 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.

11. Version control

Version	Date	Detail of change
1.0	May 2018	First published
1.1	July 2019	References to IRESS changed to Iress to reflect brand change
1.2	18th February 2020	Minor update to paragraph 1: including update to Iress compliance email address. Minor grammatical updates to paragraph 2. Minor update to paragraph 3 including grammatical updates and an update to how personal data is collected via direct interactions. Update to paragraph 4 regarding storage of customer personal data on customer relationship management system. Other minor updates to paragraph 4. Update to paragraph 5 regarding the activities that are carried out by external third parties in relation to the processing of customer data. Other minor grammatical updates to paragraph 5. Update to paragraph 8 to include anonymised data being used for commercial purposes. New paragraph 11 setting out version control.
1.3	18 December 2020	Update to paragraph 1 to include a reference to our EU Representative, including a minor update to the publishing date of this privacy notice. Update to paragraph 11 to include a reference to the new version of this privacy notice.
1.4	10 May 2021	Update to include new URL for marketing preference page in the UK
1.5	17 November 2021	Paragraph 1 - amendments to Contact Details Paragraph 2 - update to description of ‘usage data’ Paragraph 4 - updates to the table setting out the purpose for which we will use your personal data Paragraph 5 - updates to the third parties to whom we may provide your personal data Paragraph 6 - updates to the section regarding international transfers of personal data to reflect the UK’s withdrawal from the EU and the invalidity of the Privacy Shield. Paragraph 9 - updates to include reference to the CNIL as the supervisory authority for France

Information on how we collect, use and protect your personal information.

Privacy notice - Clients

Page updated 17 November 2021.

This privacy notice will inform you as to how we collect, use and protect your personal information. It will also tell you about your privacy rights and how the law protects you.

1 - Important information and who we are

Purpose of this privacy notice

This privacy notice aims to give you information on how we collect and process your personal information.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal information about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Responsible party

This privacy notice is issued on behalf of Iress MD RSA Pty Ltd, Registration no. 1965/002808/07, Iress Wealth MNGT (Pty) Ltd, Registration no. 2000/009471/07 and Iress Financial Markets (Pty) Ltd, Registration no. 2003/017207/07, all three entities located at: 2929 on Nicol, Building Three, 2929 William Nicol Drive, Bryanston, Gauteng 2191, together referred as “Iress SA”.

Contact details

If you have any questions about this privacy notice or any questions or concerns regarding the manner in which your personal information is being processed please send your query to: compliance@iress.com

Changes to the privacy notice

We keep our privacy notice under regular review. This version has been published on 17 November 2021. Historical versions of our privacy notice can be obtained by contacting us. Details of previous versions of this privacy notice can be found at paragraph 9.

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes by contacting us.

Third-party links and embedded content

This website may include links to third-party websites 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 or the manner in which they process your personal information. When you leave our website, we encourage you to read the privacy notice of every website you visit.

This website may also include embedded third-party content. Any embedded content that references a third party’s name or trade mark may be embedded third-party content. Interacting with that third-party content may allow third parties to collect or share data about you. We are not responsible for the manner in which third parties may process your personal information following your access of such content (including their delivery of cookies); nor are we responsible for third-party privacy statements. When you access embedded third-party content, we encourage you to read any associated privacy notice provided by a third party related to the embedded content (which may require you to follow links to the third party’s privacy notice or website).

2 - The personal information we collect about you

Personal information means any information about a living individual and where applicable, an existing juristic person, from which that person can be identified. It does not include anonymized or aggregated data, where it is not possible to identify an individual or a juristic person from that data.

We may collect, use, store and transfer different kinds of personal information about you, and we have grouped this together as follows:

Identity data - includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender (for companies, it also includes any personal information from the company registration documents). If you attend our offices, we may collect details of your car registration.

Contact data - includes billing address, postal address, email address and telephone numbers (of billing contacts and users).

Financial data - includes bank account and payment card details, information included in VAT certificate/TAX clearance certificates, debit order forms and bank statements for certain clients.

Transaction data - includes details about payments to and from you and other details of products and services you have purchased from us.

Usage data - includes information about how you use our products and services, this website, or any other Iress websites you may visit, for example, the ‘Iress Community’ website or the ‘Iress Learning Centre’ website.

Marketing and communications data - includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We do not collect any special personal information 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.

If you do not provide personal information

Where we need to collect personal information by law, or under the terms of a contract we have with you and you do not provide that data when requested, we may not be able to perform the contract we have in place with you, or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

3 - How your personal information is collected

We use different methods to collect personal information from and about you including through:

Register as a user of our products or services;
Subscribe to our publications;
Request marketing communications to be sent to you or you update your marketing preferences;
Enter a competition, promotion or survey;
Attend seminars, training or other events;
Give us some feedback.

Automated technologies or interactions. As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal information by using cookies, server logs and other similar technologies. We may also receive technical data about you if you visit other websites employing our cookies. Please see our cookies policy for further details.

Third parties or publicly available sources. We may receive personal information about you from various third parties and public sources as set out below:

Third parties to whom you have provided your personal information where you have expressly consented to them sharing your contact details with Iress or to a category in which Iress’ business activities would fall (including where you have attended an event which has been sponsored by Iress and you have agreed to the event organiser sharing your contact details with event sponsors);
Publicly available sources.

4 - How we use your personal information

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information:

Where we need to perform the contract we are about to enter into or have entered into with you; or
Where it is necessary for our legitimate interests (or those of a third party); or
Where we need to comply with a legal or regulatory obligation; or
Where you have agreed to us processing your personal information.

Purposes for which we will use your personal information

We have set out below a description of all the ways we plan to use your personal information:

To register you as a new customer
To deliver services to you including: (a) to manage payments, fees and charges; (b) to collect and recover money owed to us; (c) to manage licensing and permissions granted to you in relation to our software and services; (d) to provide you with support and training materials/ services and general know how regarding use of our products and services
To manage our relationship (and, if applicable, our agreement) with you which will include: (a) updating our customer relationship management system and other internal systems with information about you and our dealings with you; (b) notifying you about changes to our terms or privacy notice; and (c) asking you to leave a review or take a survey
To enable you to partake in a prize draw, competition or complete a survey
To administer and protect our business and website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
To make suggestions and recommendations to you about goods or services that may be of interest to you

Marketing

We will only send you marketing communications by electronic means (for example by email) if:

you have expressly provided your consent to receiving such communications; OR
you are an existing customer of Iress and you have not previously unsubscribed to receiving marketing communications from us.

If you would like to tailor the way we contact you, please visit our marketing communications preference centre.

Opting out

You can ask us to stop sending you marketing messages at any time by visiting our preference centre and checking or unchecking relevant boxes to adjust your marketing preferences.

Where you opt out of receiving these marketing messages, we will stop sending you marketing messages but if you are an Iress customer then we will still need to process your personal information for the purpose of supplying you with our products or services.

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

For detailed information on the cookies we use and the purposes for which we use them, please see our cookies policy.

5 - Third parties to whom we may provide your personal information

We may have to share your personal information with the parties set out below, or use certain third parties in the course of collecting your personal information, for the purposes mentioned in paragraph 4 above.

Internal third parties

Other companies in the Iress Group and who are based in Australia, the United Kingdom, France, Canada, Singapore and New Zealand and provide IT and system administration services, service delivery and payment administration, provision of support services, training and reporting.

This includes staff engaged in the fulfilment of any contracts we have with you, the processing of your payment details and the provision of support services.

External third parties

Third party service providers (including contractors and designated agents). We use third party service providers to help us with the following activities: workplace technology (e.g. document management and storage), hosting (including the hosting of our customer relationship management system, the Iress Learning Centre and the Iress Community), training (platform and materials), communications (including audio and video conferencing) and marketing (e.g. notifications, surveys). Please contact us if you would like to receive a full list of the third party service providers who may process your personal information in the course of assisting us with these activities.
If you are a client, or a user of our products in an organisation with whom we have a contract - third party processors who we are authorised to use pursuant to our contract with you.
Professional advisers: including lawyers, bankers, auditors and insurers who provide consultancy and accounting services.
the South African Revenue Service (SARS), regulators and other authorities based in South Africa to whom we have a reporting obligation 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 information in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes and in accordance with our instructions.

6 - International transfers of your personal information

We may disclose personal information to members of our corporate group located overseas. Countries in which we are based include Australia, the United Kingdom, France, Singapore, Malaysia, Hong Kong, New Zealand and Canada. We have appropriate controls in place in relation to intra-group transfers of data.

We will only transfer personal information across South African borders if the relevant situation requires trans-border processing, and will do so only in accordance with POPIA.

When our operators are located overseas, we will take steps to ensure that our operators are bound by laws, binding corporate rules or binding agreements that provide an adequate level of protection and uphold principles for the reasonable and lawful processing of personal information, in accordance with POPIA.

7 - Data security

We ensure that there are appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected security compromises and will notify you and the Information Regulator of a breach where we are legally required to do so.

8 - Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal information, including but not limited to:

a) the right to establish whether we hold personal information about you and to request access to it;

b) the right to request, where necessary, the correction, destruction or deletion of your personal information;

c) the right to object, on reasonable grounds relating to your particular situation, to the processing of your personal information;

d) the right to object, at any time, to the processing of your personal information for purposes of direct marketing by means of unsolicited electronic communications.

If you wish to find out more about your rights, or wish to exercise any of them, please contact us or access our Global Data Protection Policy available at: https://www.iress.com/resources/legal/data-protection

You have the right to make a complaint at any time to the Information Regulator, the South African supervisory authority for data protection issues, with the following contact details:

Physical address: 33 Hoofd Street, Forum III, 3rd Floor Braampark, Johannesburg, 2001

(From 1st April 2021 - JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

P.O Box 31533, Braamfontein, Johannesburg, 2017

Website: https://www.justice.gov.za/inforeg

Email: complaints.IR@justice.gov.za

We may ask you to pay a fee to access your personal information. In this case, we will give you a written estimate of the fee before providing you access to your personal information and we may request you to pay a deposit for all or part of the fee.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information 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.

9 - Version control

Details of changes to this privacy notice are set out in the table below.

Version	Date	Detail of changes
1.0	March 2021	First published
1.1	17 November 2021	Paragraph 2 - update to description of ‘usage data’ Paragraph 4 - updates to the paragraph setting out the purpose for which we will use your personal information, updates to the marketing and opting out paragraphs Paragraph 5 - updates to the third parties to whom we may provide your personal data Paragraph 8 - amendment to the legal right to object to processing of personal information for the purpose of direct marketing by unsolicited electronic means

Privacy notice - Suppliers

Page updated 5 May 2021

This privacy notice applies to our suppliers, including their employees.

1 - Important information and who we are

Purpose of this privacy notice

This privacy notice aims to give you information on how we collect and process your personal information.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal information about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Responsible party

Contact details

Changes to the privacy notice

We keep our privacy notice under regular review, as reflected in Section 9 below. This version has been published on 5 May 2021.

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes by contacting us.

2 - The personal information that we collect about you

We may collect, use, store and transfer different kinds of personal information about you, and we have grouped this together as follows:

Identity data about you - includes corporate name, registration number and all other information included in the business registration documents, as registered with the Companies and Intellectual Property Commission (CIPC).

Contact data about you and your billing contacts - includes name and surname of billing contacts, position/role title, billing address, postal address, email address and telephone numbers.

Identity data about your directors and/or shareholders - personal information included in the copies of identity documents of directors and/or shareholders, as well as according to your business registration documents, as registered with CIPC.

Financial data - includes bank account and payment card details, information included in VAT certificate/TAX clearance certificates, income tax number, debit order forms, financial statements and bank statements.

Transaction data - includes details about payments to and from you and other details of products and services that we have purchased from you.

Other information - any information included in industry accreditation certificates and in the BEE documentation, including BB-BEE certificates or Affidavits and letter(s) from your accountant confirming your turnover.

We do collect some special personal information about you, especially if you qualify as an Exempt Micro Enterprise or a Qualifying Small Enterprise, including details about the race and sex of our shareholders.

We do not collect any information about criminal convictions and offences.

If you do not provide personal information

3 - How your personal information is collected

We collect your personal information from the following sources:

Direct interactions. You may give us your identity, contact and financial data by filling in forms or by corresponding with us by phone, email or otherwise. We may collect personal information directly from you as part of our internal procurement procedures, when we want to contract your services and during our contractual relationship with you, as may be needed from time to time for various purposes.

Third parties or publicly available sources. We may receive personal information about you from various third parties and public sources as set out below:

Third parties to whom you have provided your personal information where you have expressly consented to them sharing your contact details with Iress SA;
Publicly available sources.

4 - How we use your personal information

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information:

Where we need to perform the contract we are about to enter into or have entered into with you; or
Where it is necessary for our legitimate interests (or those of a third party); or
Where we need to comply with a legal or regulatory obligation; or
Where you have agreed to us processing your personal information.

Purposes for which we will use your personal information

We have set out below a description of all the ways we plan to use your personal information:

To register you as a new supplier
To verify all the personal information and documentation provided by you, according to our internal procurement procedures
To enable us to purchase goods and/or services from you, including to issue purchase orders and/or concluding contracts with you, process and to manage payments, fees and charges for such goods and/or services
To manage our relationship (and, if applicable, our agreement) with you which will include: (a) updating our supplier relationship management system with information about you and our dealings with you and (b) notifying you about changes to our terms or privacy notice
To submit our annual compliance report to the B-BBEE Commission and to fill any other reports with other regulatory authorities, as required by applicable laws and regulations
To monitor you from a know-your-supplier perspective, according to our due diligence best practice procedures
To perform analyses of your accounts payable data, in order to guide investment and reduce costs at an aggregated level
To manage potential complaints and/or contract disputes

5 - Third parties to whom we may provide your personal information

Internal third parties

Other companies in the Iress Group, and who are based in Australia, the United Kingdom, France, Canada, Singapore and New Zealand, and provide IT and system administration services, service delivery and payment administration, provision of support services and reporting.

This includes staff engaged in the fulfilment of any contracts we have with you and in the processing of your payment details and the provision of support services.

External third parties

Third-party service providers (including contractors and designated agents). We use third-party service providers to help us with the following activities: workplace technology (e.g. document management and storage), hosting, communications (including audio and video conferencing), revenue share arrangements and BEE Advisory services in relation to BEE scorecard verifications and audits. Please contact us if you would like to receive a full list of the third-party service providers who may process your personal information in the course of assisting us with these activities.
Professional advisers: including lawyers, bankers, auditors and insurers who provide consultancy and accounting services.
Banks (for payment purposes)
the South African Revenue Service (SARS), regulators and other authorities based in South Africa to whom we have a reporting obligation 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 information in the same way as set out in this privacy notice.

6 - International transfers of your personal information

We will only transfer personal information across South African borders if the relevant situation requires trans-border processing, and will do so only in accordance with POPIA.

7 - Data security

Following an audit, by the British Standards Institution (BSI) we have achieved ISO/IEC 270001 accreditation. This is an internationally recognised certificate for best practice framework for managing information security.

We have put in place procedures to deal with any suspected security compromises and will notify you and the Information Regulator of a breach where we are legally required to do so.

8 - Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal information, including but not limited to:

a) the right to establish whether we hold personal information about you and to request access to it;

b) the right to request, where necessary, the correction, destruction or deletion of your personal information;

c) the right to object, on reasonable grounds relating to your particular situation, to the processing of your personal information;

d) the right to object, at any time, to the processing of your personal information for purposes of direct marketing, other than direct marketing for means of unsolicited electronic communications.

If you wish to find out more about your rights or wish to exercise any of them, please contact us or access our Global Data Protection Policy available at: https://www.iress.com/resources/legal/data-protection/

You have the right to make a complaint at any time to the Information Regulator, the South African supervisory authority for data protection issues, with the following contact details:

Physical address: 33 Hoofd Street, Forum III, 3rd Floor Braampark, Johannesburg, 2001

(From 1st April 2021 - JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

P.O Box 31533, Braamfontein, Johannesburg, 2017

Website: https://www.justice.gov.za/inforeg/

Email: complaints.IR@justice.gov.za

What we may need from you

9 - Version control

Details of changes to this privacy notice are set out in the table below.

Version	Date	Detail of change
1.0	5 May 2021	First published

Privacy notice

1. Important information and who we are

Purpose of this privacy notice

2. The data we collect about you

3. How your personal data is collected

4. How your personal data is collected

5. Third parties to whom we may provide your personal data

6. International transfers of your personal data

7. Data security

8. Data retention

9. Your legal rights

10. Glossary

11. Version control

Privacy notice - Clients

1 - Important information and who we are

2 - The personal information we collect about you

3 - How your personal information is collected

4 - How we use your personal information

5 - Third parties to whom we may provide your personal information

6 - International transfers of your personal information

7 - Data security

8 - Your legal rights

9 - Version control

Privacy notice - Suppliers

1 - Important information and who we are

2 - The personal information that we collect about you

3 - How your personal information is collected

4 - How we use your personal information

5 - Third parties to whom we may provide your personal information

6 - International transfers of your personal information

7 - Data security

8 - Your legal rights

9 - Version control

Join us

Trust

About

Social