Privacy notice

This notice explains how ChangeGate collects, uses and protects personal information when you visit our website, contact us or work with us. We only use personal information for the purposes described here.

Who we are

ChangeGate (“we”, “us”, “our”) provides change management software to businesses. For the personal information described in this notice, we are the controller, which means we decide how and why it is used.

If you have any questions about this notice or how we handle your information, email us at privacy@changegate.io.

The information we collect

Depending on how you interact with us, we may collect:

Contact details, such as your name, job title, company, work email address and phone number.
Details of your enquiry, such as your reasons for contacting us, the frameworks or regulations that matter to your organisation, and any message you send.
Records of our correspondence, including emails and notes of calls and meetings.
Technical information, such as your IP address, browser type and the pages you visit, which is recorded when you use our website.

We may also collect business contact details from publicly available sources, such as company websites and professional networks, where we believe your organisation may be interested in our services.

How we use it

We use personal information to:

respond to your enquiry and arrange demonstrations or pilots;
tell businesses that may be interested about our services, which you can ask us to stop at any time;
manage our relationships with customers, partners and suppliers, including contracts and invoicing;
operate, secure and improve our website and services;
comply with our legal and regulatory obligations.

We do not sell personal information, and we do not make decisions about you based solely on automated processing.

Our legal basis

We only use personal information where the law allows us to. Depending on the purpose, we rely on:

Legitimate interests, such as responding to enquiries, promoting our services to businesses and keeping our website secure. We only rely on this where our interests are not outweighed by your rights.
Contract, where we need the information to enter into or perform an agreement with you or your organisation.
Legal obligation, where the law requires us to keep or disclose information.
Consent, where we ask for it. You can withdraw your consent at any time.

Who we share it with

We only share personal information where it is needed:

with trusted service providers who host our website and services and provide communication, productivity and analytics tools, acting on our instructions;
with professional advisers, such as accountants and lawyers;
with regulators, law enforcement or other authorities, where the law requires it;
with a buyer or successor, if all or part of our business is sold or reorganised.

We require our service providers to keep personal information secure and to use it only to provide their services to us.

International transfers

Some of our service providers may process personal information outside the United Kingdom. Where they do, we make sure it is protected by appropriate safeguards, such as adequacy regulations or contractual clauses approved for use in the UK.

How long we keep it

We keep personal information only for as long as we need it for the purposes described in this notice. Enquiry and contact details are kept while there is an active conversation or business relationship, and are deleted or anonymised when they are no longer needed. Contract and financial records are kept for as long as the law requires.

If your organisation uses ChangeGate

When an organisation uses the ChangeGate platform, it decides what information is held in its workspace and why, and it is the controller of that information. We process it on the organisation’s behalf and only on its instructions.

If you have a question or request about information held in your organisation’s workspace, please contact your organisation first. If you contact us, we will pass your request to them.

Keeping your information secure

We use appropriate technical and organisational measures to protect personal information, including encrypted connections and restricted access. You can read more on our Security page.

Your rights

Under data protection law you have the right to:

ask for a copy of the personal information we hold about you;
ask us to correct information that is inaccurate or incomplete;
ask us to delete your information, or to restrict how we use it;
object to our use of your information, including for marketing;
receive your information in a portable format;
withdraw your consent at any time, where we rely on consent.

To exercise any of these rights, email privacy@changegate.io. We will respond within one month. Some rights have conditions, and we will explain if one applies to your request.

Complaints

If you are unhappy with how we have handled your information, please contact us first so that we can try to put it right. You also have the right to complain to the Information Commissioner’s Office, the UK’s data protection regulator, at ico.org.uk.