Privacy Policy

Last updated: 16 October 2024

1.0 Introduction

Xiatech is a global technology company headquartered in London, UK, which focuses on providing system integration, data management and analytics services via its Xfuze platform to organisations.

This Privacy Policy is applicable to Xiatech (“we”, “our” or “us”) as related to our services, which collectively include the use of www.xiatech.io (“website”) and the use of our products and services.

This Privacy Policy sets out the essential details relating to your personal data relationships with Xiatech as a website visitor, an end user of the application, a prospective client, a job applicant and a prospective partner.

Clients contract the use of our application and give access to their employees and other third parties, as solely decided by them, by creating users who access the application with their email address and credentials. The clients’ administrators grant end users roles, which result in different permissions and access rights to the information held in the client account.

2.0 Personal Information We Collect

2.1 Information you choose to provide to us

We may ask you to provide personal information when you:

Use the website to view and/or download articles, data sheets, papers and videos
Request a free trial or demo
Refer a friend to us
Connect with us directly via phone calls or video conferencing platforms
Are granted access to the application by us or client account administrators
Upload or enter personal information into the application
Participate in a marketing/sales promotion
Attend trade events and other industry networking events
Register for or attend a webinar or other event
Participate in programs we may offer from time to time, or in chats
Pay for our services

If you choose to provide us with a third party’s personal information (the person’s name, email and company) when taking part in our referral program, you represent that you have the third party’s permission to do so.

We collect personal information that may include first and last name, business email address, phone number and/or company name. As an end user of the application, we collect your name, business email address and any comments you make in the application. As a job applicant, we may also collect your resume and cover letter.

In addition, we may collect data uploaded by you, your employer or other users of the application that may be required to use Xiatech services. We expect all users to follow their organisation’s privacy policy and any applicable regulatory requirements when uploading, accessing and using personal information in our application. The data uploaded may include personal information like employee names, email addresses and contractual agreements; vendor names, email addresses and contractual agreements; and customer names and email addresses used to provide services within Xiatech’s platform.

2.2 Information we collect automatically

We collect information about your visits to the website and the application when you land on any of our web pages through cookies and similar tracking technology. For further information about the types of cookies we use, you can access our Cookie Policy.

Access times
The pages you view
The links you click on
The search terms you enter
Actions you take in connection with any of the visited pages
Your device information such as IP address, location, browser type and language
The URL of the website that referred you to our website, and the URL you browse away to if you click on an external link

We may also collect information when you open email messages from us or click on links within those email messages.

2.3 Information we may collect from third parties

We may combine the information we collect from your direct interactions with us with information obtained through other third-party sources. We also obtain and/or purchase lists from third parties about individuals and companies interested in our products. The personal information collected includes your name, email address, business address, job title, company name and telephone number.

3.0 How We Use Personal Information

We use your personal information to:

Deliver the contracted services and allow full use of the application functionality as purchased by the clients
Deliver training and support to our application end users and/or carry out the transactions you have requested
Communicate with you directly through emails, calls, chats and video conferencing
Process payments for application subscriptions
Send communications to you about new application features and upgrades, our services and offerings, event announcements, product notices and changes to our terms and policies, programs in which you have chosen to participate, promotional offers and surveys, and scheduling demos and managing free trials
Advertise and market our products and services, including delivering interest-based advertisements on this website and other sites or content syndication platforms
Carry out market research to understand how to improve our services and their delivery
Create and manage marketing campaigns
Generate sales leads and increase our market share
Analyse user clicks and usage of the application and website to improve user experience and maximise usage of our services
Manage our website and application to maintain and deliver the contracted functionality and services
Enforce our website and application terms and/or separate contracts (if applicable) with you
Prevent fraud and other prohibited or illegal activities
Protect the security or integrity of the website, application, our business or services
Or otherwise, as disclosed to you at the point of collection or as required or permitted by law

Please note that sometimes we may record the video conferencing call in which you participate to analyse and improve our staff’s communication skills. If we do so, we will announce it at the beginning of the conference call and in the meeting invite, and we will provide a link to our Privacy Policy in the meeting invites and on the registration page.

We do not sell your information to any third party.

4.0 How We Share Personal Information

If you are an end user of our application, your personal information may be viewed by other users with access to the application.

Service providers

We use third parties to help us provide our services. They will have access to your information as collected by the website or the application, as reasonably necessary to perform the contracted tasks on our behalf. We sign contractual agreements to obligate them to protect the personal information, only use it to deliver the contracted services to us, prohibit them from selling it and not disclose it without our knowledge and permission. These include HubSpot (CRM), GoTo Webinar (webinar software), and Google Analytics, Crazy Egg, SE Ranking and Dealfront (anonymised website analytics), with data located in the UK and Europe.

Legal disclosures

It is possible that we may need to disclose personal information when required by law, subpoena or other legal processes as identified in the applicable legislation. We attempt to notify our clients about legal demands for their personal data when appropriate in our judgment, unless prohibited by law or court order or when the request is an emergency.

Change in control

We can also share your personal data as part of a sale, merger, change in control or in preparation for any of these events. Any other entity which buys us or part of our business will have the right to continue to use your data, but only in the manner set out in this Privacy Policy unless you agree otherwise.

5.0 How We Secure Personal Information

We are committed to protecting the security of all of the personal information we collect and use. We use a variety of physical, administrative and technical safeguards designed to help protect it from unauthorised access, use and disclosure. We have implemented best-practice standards and controls in compliance with internationally recognised security frameworks. We use encryption technologies to protect data at rest and in transit.

6.0 Your Rights

We provide the same suite of services to all of our clients and end users worldwide. We offer the following rights to all individuals regardless of their location or applicable privacy regulations. For personal information we have about you, you can:

Access your personal information or request a copy — you have the right to obtain information about what personal information we process about you or to obtain a copy of it. If you are an end user of the application, you can log in to see the personal information in the account or approach your employer for more information.
Be notified of what personal information we collect about you and how we use it, disclose it and protect it — this Privacy Policy describes what personal information we collect and our privacy practices.
Change or correct your personal information — you can edit your information through the user account in the application or ask us to change or correct it by contacting us at marketing@xiatech.io.
Delete or erase your personal information — you have the right to request the deletion of your personal information at any time. We will communicate back to you within reasonable timelines the result of your request.
Object to the processing of your personal information — you have the right to object to our processing of your personal information for direct marketing purposes, and we will stop using it for these purposes.
Ask us to restrict the processing of your personal information — you may have the right to ask us to limit the way that we use your personal information.
Export your personal data — you have the right to request that we export to you in a machine-readable format all of the personal information we have about you. We do not process personal information through the use of automated means.

If you would like to exercise any of the rights described above, please contact us at marketing@xiatech.io. You also have the right to lodge a complaint with the local organisations in charge of enforcing the privacy legislation applicable in your territory.

7.0 How Long We Keep Your Personal Information

We retain information as long as it is necessary to provide the services to you and our clients, subject to any legal obligations to further retain such information. We may also retain information to comply with the law, prevent fraud, collect fees, resolve disputes, troubleshoot problems, assist with investigations, enforce our Terms of Service and take other actions permitted by law.

Information connected to you that is no longer necessary and relevant to provide our services may be de-identified or aggregated with other non-personal data. This information may provide insights that are commercially valuable to Xiatech, such as statistics of the use of the services.

8.0 Other Important Information

We process data in the UK and Europe and rely on legally provided mechanisms such as GDPR to lawfully transfer data across borders, such as contracts incorporating data protection and sharing obligations. We will only collect and process your personal data where we have a lawful reason for its collection.

When you visit our website and provide us with your personal information, we collect and use it with your consent. As an application end user, you consent to our collection of your personal information when you log in for the first time. However, your employer has control of the account and may upload and share additional personal information. Your employer’s responsibility is to ensure that collecting, using and sharing the personal information uploaded to the application complies with all applicable legislation.

Where we rely on your consent to process personal data, you have the right to withdraw or decline your consent at any time. If you have any questions about the lawful basis upon which we collect and use your personal data, please contact us at marketing@xiatech.io.

How to select your communications preferences

You may choose to receive or not receive marketing communications from us. Please click the “Unsubscribe” link in the email we sent you to stop receiving marketing communications. You may choose which information we collect automatically from your device by controlling cookie settings on your browser or by selecting your preferences through our Cookie Policy.

Even if you opt out of receiving marketing communications, we may still communicate with you regarding security and privacy issues, servicing your account, fulfilling your requests, or administering any promotion or any program in which you may have elected to participate.

9.0 Contact Information

You may contact us to exercise any of your rights or ask for more information about your personal information and our privacy practices by contacting us at marketing@xiatech.io.

Appendix A.1 — Individuals in the EU, EEA and Switzerland

If you are based in one of these jurisdictions, Xiatech is the controller of your personal data collected when you visit our website and when we process your personal data for sales and marketing purposes. Xiatech is a processor of all personal data processed on the application, on behalf of our clients; we only process the personal data under their direction. Please contact your employer or the organisation that granted you access to the application for details on their privacy practices.

We only process personal data if we have a lawful basis for doing so:

Consent — we will ask for your express and informed consent every time we collect your personal data on this legal basis
Contractual basis — we process the personal data as necessary to fulfil our contractual terms with you or our clients
Legitimate interest — we process the names, contact details, job titles and companies of our existing and prospective clients for our marketing purposes, including market research and sales lead generation

You have the following rights under the GDPR: to be informed about the collection and use of your personal data; to access, correct and erase your personal data; to object to the processing of your personal data (including for direct marketing purposes, in which case we shall stop processing within 30 days of receipt of your request); to export your personal data; and to restrict our processing of your personal data for specific reasons.

We process personal data in HubSpot and GoTo Webinar and share it with our service providers in the UK, Europe and other jurisdictions. We use standard contractual clauses as the data transfer mechanism for transferring EU data to countries subject to data transfer requirements.

You may contact us at marketing@xiatech.io or you may contact our EU Data Representative at kurt.maile@xiatech.io. You may also lodge a complaint with your local supervisory authority, EU Data Protection Authorities (DPAs) or the Swiss Federal Data Protection and Information Commissioner (FDPIC).

Appendix A.2 — Individuals Based in California

This section provides additional specific information for consumers based in California as required by the California Consumer Privacy Act of 2018 (“CCPA”).

In the last 12 months, we have collected the following categories of personal information: identifiers (such as your name, mailing address, email address, zip code or telephone number); California Customer Records (such as username and password, company name, job title, business email address and department); internet/network information (such as your browsing history, log and analytics data and usage data); geolocation data (at country and city level, collected from your IP address); and sensory information (the content, audio and video recordings of conference calls between you and us that we record where permitted by you).

To exercise your right to know and/or your right to deletion, please submit a request by contacting us at marketing@xiatech.io. We will need to verify your identity before processing your request, and we may decline a request where we cannot verify your identity or locate your information in our systems or as permitted by law. You may choose to designate an authorised agent to make a request under the CCPA on your behalf.

If you are an employee or former employee of a Xiatech client that uses our application and services, or a third party (auditor, business associate, etc.) who was given access to the Xiatech application by a Xiatech client, please direct your requests and/or questions directly to that Xiatech client.

Our application and services are intended for business use, and we do not expect them to be of any interest to minors. We do not intentionally collect any personal information of consumers below the age of 16. We do not sell the personal information of California consumers.