Last updated 27th April 2023.
This website is not intended for children and we do not knowingly collect data relating to children.
Who we are
ExpenseIn is the trading name of Mobile Dynamics Limited and we are registered in England and Wales under company number 9456735. Our registered office is at 4th Floor, The Anchorage, 34 Bridge Street, Reading, RG1 2LU. We are registered with the Information Commissioner’s Office under registration number ZA143467 and act as the data controller in the collection, use, storing, protection and transfer of your personal data.
We have appointed Martyn Webster as our data protection officer (DPO) and he can be contacted at email@example.com.
How we collect information and the information we collect
“Personal data” means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We will collect personal data from you if you:
Request a quote for services or book a demo through our website.
Complete online forms (including call-back requests and signing up to any of our newsletters, eBooks, or to receive any other content).
Contact us offline for example by telephone, email or post.
The personal data that we may collect from you is your:
Identity Data: first name, last name,
Contact Data: business address, business email address, telephone number;
Technical Data: IP address.
Usage Data: information about how you use our website; and
Marketing and Communications Data: your preferences in receiving marketing from us and our third parties and your communication preferences.
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.
How and why we use your personal data (legal basis for processing)
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Where you have asked us to provide a quote or book a demo;
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.
Where we need to comply with a legal obligation.
Generally, we do not rely on consent as a legal basis for processing 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 for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|Purpose/Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To register your interest in you or the business you work for becoming our customer||(a) Identity (b) Contact||Necessary for our legitimate interests (to take steps to enter into a contract with the business you work for)|
|To process and deliver your order including: (a) manage payments, fees and charges (b) collect and recover money owed to us||(a) Identity (b) Contact||(a) Necessary for our legitimate interests (to perform a contract with the business you work for) (b) Necessary for our legitimate interests (to recover debts due to us)|
|To enable you to partake in a prize draw, competition or complete a survey||(a) Identity (b) Contact (c) Usage (d) Marketing and Communications||(a) Necessary for our legitimate interests (to perform a contract with the business you work for) (b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)|
|To administer and protect our business and this 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) Usage (d) Technical (e) Marketing and Communications||Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)|
|To use data analytics to improve our website, products/services, marketing, customer||(a) Technical (b) Usage||Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)|
|To make suggestions and recommendations to you about goods or services that may be of interest to you or the business you work for||(a) Identity (b) Contact (c) Usage (d) Technical (e) Marketing and Communications||Necessary for our legitimate interests (to develop our products/services and grow our business)|
|To comply with our tax and accounting obligations||a) Identity (b) Contact||Necessary to comply with a legal obligation|
|To send you our newsletter or similar communications, if you have signed up to it or them using the forms on our website.||(a) Identity (b) Contact (c) Marketing and Communications||Your consent (which can be withdrawn at any time)|
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.
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
We may use your Identity, Contact, Technical and Usage Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you or the business you work for (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of the services we provide to a business you work for.
How long we keep your data
We only ever retain personal data for as long as is necessary to fulfil the purposes we collected it for and we have review and retention policies in place to meet these obligations. To determine the appropriate retention period for personal data, we consider 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, and the applicable legal, regulatory, tax, accounting or other requirements.
We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you. We are required under UK tax law to keep your Identity and Contact Data for a minimum of 6 years after which time it will be deleted.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
We have put in place 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.
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.
This policy was last reviewed on 20th April 2023.
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include:
the right to request access to a copy of the personal data that we hold about you and to check that we are lawfully processing it.
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it, though we may need to verify the accuracy of the new data you provide to us.
the right to 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.
the right to request to restrict our processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
if you want us to establish the data's accuracy.
where our use of the data is unlawful but you do not want us to erase it.
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.
you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
the right to 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.
the right to 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.
the right to 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.
If we receive a request for any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure. We may also contact you to ask you for further information in relation to your request to speed up our response.
If you wish to exercise any of the rights set out above, please contact us at firstname.lastname@example.org. 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 could refuse to comply with your request in these circumstances.
We try to respond to all legitimate requests within one month. Occasionally it could 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.
Handling of complaints
Information Commissioner’s Office
0303 123 1113
We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
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