Purpose
SAS Data Services Ltd known as SAS Data Services or the Company respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we process your personal data on our website where you are a customer, end user, supplier of services or a visitor on our website. This privacy notice also tells you about your privacy rights pursuant to Data Protection Laws such as the UK Data Protection Act 2018, the General Data Protection Regulation (UK GDPR) and the EU GDPR.
Controller for personal data
A “controller” is a person or organisation who alone or jointly determines the purposes for which and the way any personal data is or is likely to be processed. Unless we notify you otherwise SAS Data Services is the controller of your personal data for the purpose of this website where we directly interact with you.
Processor
Where our business customers use the Zenible platform relating to their own clients, customers, contacts or other individuals, we may process that personal data on their behalf as a processor. In those circumstances, the relevant business customer is responsible for providing any required privacy information to those individuals and for ensuring that it has an appropriate lawful basis for using the personal data within the platform.
Scope
This privacy notice applies to the processing of personal data by us in connection with:
- Customers: where we provide our services or products to you.
- End User: An individual authorised to use the platform by a customer.
- Suppliers: for the provision of products and services to us by suppliers or service providers.
- Website visitors: anyone browsing our website or interacting with our content online.
Types of personal data
Personal data or personal information means any information about an individual from which that person can be identified. It does not include data where the identity has been removed. This is known as anonymised data. Anonymised data falls outside the scope of Data Protection Laws.
SAS Data Services may collect, use, store and transfer different kinds of personal data about you which we have grouped together:
- Identity Data includes first name, last name, username or similar identifier and title.
- Contact Data includes billing address, email address and telephone numbers.
- Financial Data includes billing information and limited payment-related details collected to facilitate payment processing. We do not store full payment card details ourselves where payments are processed by third-party payment providers.
- Transaction Data includes details about payments to and from you and other transaction details for the provision of services.
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plugin types and versions, operating system and platform and other technology on the devices you use to access our website or platform.
- Profile Data includes your username and password, searches made by you, preferences, feedback and survey responses.
- Usage Data includes information about how you use our website and services.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
- Service Data may include information you input into the Zenible platform such as customer relationship management (CRM) information, client or customer contact details, quotes, invoices, expense records, reports, meeting transcripts, communications data and other business information you choose to store in the platform.
Depending on your relationship with us we may process the categories of data above and categories of specific personal data that is specific to you. Please see below in the Processing Table on how we may process your personal data depending on our relationship with you and our lawful basis for doing so.
Lawful bases: How we use your personal data
SAS Data Services will only use your personal data when the law allows us to. We will use your personal data in the following circumstances:
- Performance of a contract: where we need to perform the contract, we are about to enter into or have entered into with you. For example, when you sign up to our services or use the Zenible platform.
- Legal obligation: where we need to comply with a legal obligation. For example, for accounting or legal purposes.
- Legitimate interests: 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.
- Consent: we do not generally rely on consent as a legal basis for processing your personal data. Where we do rely on consent you have the right to withdraw consent at any time. Please contact us at privacy@zenible.com to withdraw consent. Please also see Marketing communications.
- Vital interests: where it is necessary to protect your vital interests in case of emergencies.
- Public obligation: where we need to comply with a public obligation, for example in matters of public health or public interests.
How we collect your personal data
Directly from you
You give us your personal data in your direct interactions with us for example by filling in forms on our website, by registering for and using the Zenible platform or by corresponding with us by email, post or by telephone.
Third-party sources
We receive Identity Data and Contact Data about you from third parties when:
- other parties send us your personal data to enable the provision of our services to you.
- you provide your personal data to a third party for the purpose of sharing it with us.
Processing Tables
The processing tables explain why we process personal data and the lawful basis for doing so. Depending on your relationship with us you may need to refer to different tables relevant to your specific interactions or services.
| Processing activity | Categories of personal data | Lawful basis |
|---|---|---|
| To sign you up to our platform and create your user account | Identity Data, Contact Data, Technical Data | Performance of a contract |
| To respond to any enquiries | Identity Data, Contact Data | Performance of a contract with you; Necessary for our legitimate interests |
| To provide access to platform features including CRM tools, invoicing, quotes, expense tracking, reporting, meeting transcription and AI-powered tools | Identity Data, Contact Data, Service Data, Usage Data, Technical Data | Performance of a contract with you |
| To process and deliver our services to you including managing payments, fees and charges and collecting and recovering money owed to us | Identity Data, Contact Data, Financial Data, Transaction Data | Performance of a contract with you; Necessary for our legitimate interests i.e. to recover debts due to us |
| Register you for our newsletters and marketing communications | Identity Data, Contact Data | Consent (Opt-in) or Soft Opt-in (depending on which country you are located) |
| To administer and protect our business and our platform including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data | Identity Data, Contact Data, Technical Data, Usage Data | Necessary for our legitimate interests for running our business |
| Processing activity | Categories of personal data | Lawful basis |
|---|---|---|
| To provide access to and maintain user accounts on the platform (as authorised by our business customer) | Identity Data, Contact Data, Technical Data, Profile Data | Necessary for our legitimate interests to provide and maintain our platform; Performance of a contract with our business customer |
| To enable use of platform features including CRM tools, communications, reporting, meeting transcription and AI-powered functionality | Identity Data, Contact Data, Service Data, Usage Data, Technical Data | Performance of a contract with our business customer; Necessary for our legitimate interests to deliver and improve our services |
| To provide technical support, troubleshoot issues and respond to queries raised via the platform | Identity Data, Contact Data, Technical Data, Usage Data | Necessary for our legitimate interests to support users and ensure platform functionality |
| To monitor platform usage, maintain security, prevent fraud and ensure compliance with applicable terms and policies | Identity Data, Technical Data, Usage Data | Necessary for our legitimate interests to protect our business, users and platform; Necessary to comply with a legal obligation |
| To analyse usage and improve platform performance, features and user experience | Technical Data, Usage Data, Profile Data | Necessary for our legitimate interests to develop and improve our platform and services |
| Processing activity | Categories of personal data | Lawful basis |
|---|---|---|
| For you to provide services and products to us | Identity Data, Contact Data | Performance of a contract |
| Manage payments, fees and charges | Identity Data, Contact Data, Financial Data, Transaction Data | Performance of a contract with you |
| To engage with you as a supplier for product/service support | Identity Data, Contact Data | Performance of a contract; Necessary for our legitimate interests so that we are able to get in touch with our queries, issues and concerns |
| Processing activity | Categories of personal data | Lawful basis |
|---|---|---|
| When you contact us via our website, forms and other links on our website including AI chat features | Identity Data, Contact Data | Necessary for our legitimate interests where we need to be able to respond to you |
| To manage our relationship with you which will include notifying you about changes to our terms or privacy notice | Identity Data, Contact Data (where you have provided that data to us) | Necessary for our legitimate interests i.e. to keep our records updated. |
| To administer and protect our business and our website including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data | Identity Data, Contact Data, Technical Data | 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; 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 | Identity Data, Contact Data, Profile Data, Usage Data, Marketing and Communications Data, Technical Data | Necessary for our legitimate interests i.e. 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 relationships and experiences | Technical Data, Usage Data | 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. Note: where applicable consent will be used for data analytics obtained through cookies or similar technologies. See our cookies notice. |
| Use of non-essential cookies (where the jurisdiction applies and consent is required) | Technical Data | Consent |
Use of Artificial Intelligence
We use artificial intelligence (AI) tools as part of the Zenible platform to enhance our services and provide you with a better experience. These tools may assist with activities such as meeting transcription, generating summaries, suggesting actions and providing AI-driven business insights and strategic guidance.
These AI features may use third-party AI model providers, such as OpenAI or Anthropic to process prompts, transcript content, user inputs and related data to generate responses or outputs for you. We use such providers as service providers processing data on our behalf subject to appropriate contractual and security measures.
You should only use the AI and transcription features where you are entitled to share the relevant information with us and any third-party provider involved in delivering those features. Where required by law, you are responsible for informing meeting participants or other individuals that transcription or AI-supported note taking is taking place.
Our use of AI is designed to support and streamline our services and provide helpful insights to users. These systems are not intended to make solely automated decisions producing legal or similarly significant effects about individuals.
Cookies and similar technologies
SAS Data Services gathers information and statistics collectively about visitors to our website. Analysis of this information demonstrates the most frequently used sections of the website and assists us in continually improving the online service.
We may use analytics and advertising technologies including Google Analytics and Facebook Pixel to understand how visitors use our website and to measure the effectiveness of marketing campaigns.
Please also refer to our cookies notice for more information on how we set cookies.
Providing personal data
Where we need to collect personal data by law or under the terms of a contract and you do not provide that information when requested we may not be able to perform the contract we have or are trying to enter into with you for example to provide you with our services. In this case we may have to cancel our service, but we will notify you if this is the case at the time.
Marketing communications
SAS Data Services may send you marketing communications where you are a controller. You have the right to object to processing of your personal data for direct marketing purposes. You can unsubscribe from receiving marketing communications from us by using the unsubscribe methods contained in communications we send to you or by contacting us at privacy@zenible.com.
Where you opt out of receiving marketing communications this will not apply to personal data provided to us as a result of registering for or using our service, your service experience or other interactions with this website.
Please note we do not send marketing communications to end users who are using our products where we have a direct contract with the controller (customer).
How we disclose personal information
In certain circumstances we may disclose your personal information to third parties for contract fulfilment purposes, legitimate purposes and other reasons subject to this privacy notice. Such circumstances where we disclose information may include:
- Internally: your personal data will be used by our employees and contractors who are working on providing our services to you on a need-to-know basis.
- With our affiliates: we may share information within our corporate group to operate and manage our business effectively and to provide you with the services you request.
- Our service partners: with vendors or other third parties who perform services on our behalf, such as cloud hosting providers, analytics providers, AI model providers, payment processors, customer support providers, communications providers and other technology suppliers.
- Professional advisers: this would include bankers, auditors and insurers who provide consultancy, banking, insurance and accounting services.
- Payment Service Intermediaries: these providers help facilitate payment to us including Stripe and PayPal.
- Advertising networks and analytics service providers: this is to support and display ads on our website and measure performance including providers such as Google Analytics and Facebook Pixel.
- Business transactions (M&A): this is in connection with a business transaction such as a merger or acquisition. Where this is the case your personal data shall continue to be processed in accordance with this privacy notice.
International transfers for UK/EU
We may transfer and process your personal data outside of the United Kingdom (UK) / European Union (EU) to countries where data protection laws are less stringent than those in the UK/EU. When we transfer your personal data outside of the UK/EU we only do so to entities that offer our users the same level of data protection as that afforded by the UK Data Protection Act 2018 (including the UK GDPR) and the EU GDPR/Data Protection Laws.
- This may include transfers to service providers located in the United States such as cloud hosting providers including AWS and AI service providers such as OpenAI or Anthropic.
We will only transfer your personal information to countries that have been deemed to provide an adequate level of protection for personal information; or we will use specific contracts approved for use in the UK or EU which give personal information the same protection it has in the UK/EU. For example, the use of Article 46 UK and EU GDPR safeguard mechanisms to transfer personal data endorsed by the UK Government or European Commission.
Data security
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.
The transmission of information via the internet is not completely secure. Although we will take reasonable measures to protect your personal data we cannot guarantee the security of your information transmitted and any transmission is at your own risk.
Data retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting 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.
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.
Data Subject Rights
Where we act as controller: Under certain circumstances you have rights under Data Protection Laws. Not all rights are absolute and depending on where you are located not all rights are given to you.
- Request access to your personal data: this is known as a “subject access request” and enables you to receive a copy of the personal data we hold about you.
- Request correction of your personal data: this enables you to have any incomplete or inaccurate information we hold about you corrected.
- 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.
- Object to processing of your personal data: this is where we are processing your personal data based on a legitimate interest or those of a third party and you may challenge this.
- Request restriction of processing your personal information: this enables you to ask us to suspend the processing of your personal data in certain circumstances.
- Request transfer of your personal information (“data portability”): this is where in some circumstances we will provide to you or a third party you have chosen your personal data in a structured, commonly used, machine-readable format.
- Right to withdraw consent: this is where we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent.
Automated decision making: this is where decisions are made about you by automated means. We do not carry out automated decision making.
Where we act as processor: Where we act as a processor on behalf of a data controller, we will provide assistance to support the controller in fulfilling their obligations in relation to data subject rights under applicable Data Protection Laws. If you wish to exercise your data subject rights, please contact the relevant data controller in the first instance. They remain primarily responsible for managing and responding to such requests.
Where we act as Controller: Carrying out your data subject rights
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.
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.
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.
If you wish to exercise any of the rights set out above please contact us at privacy@zenible.com.
Keeping personal information accurate and current
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Concerns and complaints
We would appreciate the chance to deal with your concerns in the first instance. Please contact us using the details below. If you have unresolved issues you have the right to complain at any time to a data protection supervisory authority such as the UK data protection regulator - the Information Commissioner’s Office (ICO).
If you are located outside the UK, you may instead contact your local data protection supervisory authority. Details of the relevant authority in your country can usually be found through your national government’s website or data protection body.
Changes to our privacy notice
This privacy notice may be changed from time to time in response to legal, technical or business developments. We will take appropriate measures to inform you when we update our privacy notice.
Contact us
If you would like more information about the way we manage personal information that we hold about you please contact us at:
- Email address: privacy@zenible.com