Privacy policy

Our role in your privacy

If you are a Labstep user or customer, or just visiting our website or using the mobile app, this policy applies to you.

Our responsibilities

If you are a registered Labstep user or a visitor to our website we act as the ‘data controller' of personal data. This means we determine how and why your data are processed.

Your responsibilities
  • Read this Privacy Policy
  • If you are our customer, please also check the contracts between us: they may contain further details on how we collect and process your data.
  • If you provide us with personal information about other people, or if others give us your information, we will only use that information for the specific reason for which it was provided to us. By submitting the information, you confirm that you have the right to authorise us to process it on your behalf in accordance with this Privacy Policy.

When and how we collect data

From the first moment you interact with Labstep, we are collecting data. Sometimes you provide us with data, sometimes data about you is collected automatically.

Here's when and how we do this:

  • You browse any page of our website, or launch the mobile app
  • You use Labstep
  • You receive emails from us
  • You chat with us for customer support
  • You connect integrations
  • You opt-in to marketing messages

Types of data we collect

Contact details

Your name, email address, Facebook and Google usernames (if provided)
Data that identifies you
Your IP address, login information, browser type and version, time zone setting, browser plug-in types, geolocation information about where you might be, operating system and version, and other, similar technical information.
Data on how you use Labstep
Your URL clickstreams (the path you take through our site), products/services viewed, page response times, download errors, how long you stay on our pages, what you do on those pages, how often, and other actions, as well as other similar technical information
What about really sensitive data?
We don't collect any "sensitive data" about you (like racial or ethnic origin, political opinions, religious/philosophical beliefs, trade union membership, genetic data, biometric data, health data, data about your sexual life or orientation, and offences or alleged offences) except when we have your specific consent, or when we have to to comply with the law.
What about children's data?
Labstep is is a business-to-customer service directed to and intended for use only by those who are 18 years of age or over. We do not target Labstep at children, and we do not knowingly collect any personal data from any person under 16 years of age.

How and why we use your data

Data protection law means that we can only use your data for certain reasons and where we have a legal basis to do so. Here are the reasons for which we process your data:

Keeping Labstep running
Managing your requests (like inviting users, sending a contract to sign to a counterparty, connecting your Labstep account to other services), login and authentication, remembering your settings, processing payments, hosting and back-end infrastructure. Legal basis: contract, legitimate interests
Improving Labstep
Testing features, interacting with feedback platforms and questionnaires, managing landing pages, heat mapping our site, traffic optimization and data analysis and research, including profiling and the use of machine learning and other techniques over your data and in some cases using third parties to do this. Legal basis for this data usage: contract, legitimate interests
Customer support
Notifying you of any changes to our service, solving issues via live chat support, or email including any bug fixing. Legal basis for this data usage: contract
Marketing purposes (with your consent)
Sending you emails and messages about new features, products and services, and content. Legal basis for this data usage: consent

Here is what each of these "legal bases" mean:

Consent
You have given clear consent for you to process your personal data for a specific purpose.

You can change your mind!

If you have previously given consent to our processing your data you can freely withdraw such consent at any time. You can do this by emailing us at info@labstep.com.

If you do withdraw your consent, and if we do not have another legal basis for processing your information, then we will stop processing your personal data. If we do have another legal basis for processing your information, then we may continue to do so subject to your legal rights.

Contract
Processing your data is necessary for a contract you have with us, or because we have asked you to take specific steps before entering into that contract.
Legitimate interests
Processing your data is necessary for our legitimate interests or the legitimate interests of a third party, provided those interests are not outweighed by your rights and interests. These legitimate interests are:
  • gaining insights from your behaviour on our website or in our app
  • delivering, developing and improving the Labstep service
  • enabling us to enhance, customise or modify our services and comms
  • determining whether marketing campaigns are effective
  • enhancing data security
In each case, these legitimate interests are only valid if they are not outweighed by your rights and interests

Your privacy choices and rights

Your choices
You can choose not to provide us with personal data
If you choose to do this, you can continue to use the website and browse its pages, but we will not be able to process transactions without personal data.
You can turn off cookies in your browser by changing its settings
You can block cookies by activating a setting on your browser allowing you to refuse cookies. You can also delete cookies through your browser settings. If you turn off cookies, you can continue to use the website and browse its pages, but Labstep and certain services (like Intercom) will not work effectively.
You can ask us not to use your data for marketing
We will inform you (before collecting your data) if we intend to use your data for marketing and if third parties are involved. You can opt out from marketing by emailing us at info@labstep.com.
Your rights

You can exercise your rights by sending us an email at info@labstep.com.

You have the right to access information we hold about you
This includes the right to ask us supplementary information about:
  • the categories of data we're processing
  • the purposes of data processing
  • the categories of third parties to whom the data may be disclosed
  • how long the data will be stored (or the criteria used to determine that period)
  • your other rights regarding our use of your data
We will provide you with the information within one month of your request, unless doing so would adversely affect the rights and freedoms of other (e.g. another person's confidentiality or intellectual property rights). We'll tell you if we can't meet your request for that reason.
You have the right to make us correct any inaccurate personal data about you
You can object to us using your data for profiling you or making automated decisions about you
We may use your data to determine whether we should let you know information that might be relevant to you (for example, tailoring emails to you based on your behaviour). Otherwise, the only circumstances in which we will do this is to provide the Labstep service to you.
You have the right to port your data to another service
We will give you a copy of your data in CSV or JSON so that you can provide it to another service. If you ask us and it is technically possible, we will directly transfer the data to the other service for you. We will not do so to the extent that this involves disclosing data about any other individual.
You have the right to be ‘forgotten' by us
You can do this by asking us to erase any personal data we hold about you, if it is no longer necessary for us to hold the data for purposes of your use of Labstep.
You have the right to lodge a complaint regarding our use of your data
Please tell us first, so we have a chance to address your concerns. If we fail in this, you can address any complaint to the UK Information Commissioner's Office, either by calling their helpline or as directed on their website at www.ico.org.uk.

Your privacy choices and rights

Your choices
How secure is the data we collect?

We have physical, electronic, and managerial procedures to safeguard and secure the information we collect. For more information on our efforts to ensure your data is held in a secure manner, please see our data security policy.

And please remember:

  • You provide personal data at your own risk: unfortunately, no data transmission is guaranteed to be 100% secure
  • You are responsible of your username and password: keep them secret and safe!
  • If you believe your privacy has been breached, please contact us immediately on info@labstep.com

Where do we store the data?

The personal data we collect is processed at our offices in London and in any data processing facilities operated by the third parties identified below.

By submitting your personal data, you agree to this transfer, storing or processing by us. If we transfer or store your information outside the EEA in this way, we will take steps to ensure that your privacy rights continue to be protected as outlined in this Privacy Policy.

How long do we store your data?

We will archive and stop actively using any personal identifiable information about you within 6 months from the last time you used Labstep. We will delete your personal data from our archives no later than 6 years from the last time you used Labstep or as agreed with you in a separate contract.

Third parties who process your data

Tech businesses often use third parties to help them host their application, communicate with customers, power their emails etc. We partner with third parties who we believe are the best in their field at what they do.

When we do this, sometimes it is necessary for us to share your data with them in order to get these services to work well. Your data is shared only when strictly necessary and according to the safeguards and good practices detailed in this Privacy Policy.

Here are the details of our main third-party service providers, and what data they collect or we share with them, where they store the data and why they need it:

Infrastructure
Service provider Data collected or shared Purpose Place of processing
Amazon Web Services, Inc. (Privacy policy)
  • Contact details
  • Data from your contracts
  • Data that identifies you
This is a web hosting provider: we use it to store contracts and other data you generate by using the service securely in the cloud. EU and US
Analytics
Service provider Data collected or shared Purpose Place of processing
Google Analytics (Privacy policy)
  • Contact details
  • Data on how you use Labstep
  • Data that identifies you
  • Cookies
This is a web analytics service: we use it to track your use of the service, and prepare reports on user activity. US
Facebook Pixel (Privacy policy)
  • Contact details
  • Data on how you use Labstep
  • Cookies
This is a web analytics service: we use it to track your use of the service, and prepare reports on user activity. US
Segment (Privacy policy)
  • Contact details
  • Data on how you use Labstep
  • Cookies
This is a web analytics service: we use it to track your use of the service, and prepare reports on user activity. US
Logrocket (Privacy policy)
  • Contact details
  • Data on how you use Labstep
  • Cookies
This is a web analytics service: we use it to track your use of the service, and prepare reports on user activity. US
Hotjar (Privacy policy)
  • Contact details
  • Data on how you use Labstep
  • Cookies
This is a web analytics service: we use it to track your use of the service, and prepare reports on user activity. EU
Integrations (by your request)
Service provider Data collected or shared Purpose Place of processing
Slack Technologies, Inc. (Privacy policy)
  • Contact details
  • Data that identifies you
This enables us to facilitate communication between our users. When you authenticate with Slack, we share your data. US
Google, Inc. (Privacy policy)
  • Data that identifies you
  • Data on how you use Labstep
  • Contact details
  • Cookies
This enables users to authenticate via Google and connect Google services. US
Facebook, Inc. (Privacy policy)
  • Data that identifies you
  • Data on how you use Labstep
  • Contact details
  • Cookies
This enables users to authenticate via Facebook and connect Facebook services. US
Comms
Service provider Data collected or shared Purpose Place of processing
Mailchimp, Inc. (Privacy policy)
  • Contact details
  • Data on how you use Labstep
We use this service for sending, storing and tracking emails. US
Intercom, Inc. (Privacy policy)
  • Contact details
  • Data on how you use Labstep
  • Cookies
We use this service for customer communications, user interaction and helpdesk assistance. US
Payments
Service provider Data collected or shared Purpose Place of processing
Stripe, Inc. (Privacy policy)
  • Contact details
  • Financial information
  • Cookies
This service processes payments for us. EU and US

Cookies

We use cookies. Unless you adjust your browser settings to refuse cookies, we (and these third parties) will issue cookies when you interact with Labstep. These may be ‘session' cookies, meaning they delete themselves when you leave Labstep, or ‘persistent' cookies which do not delete themselves and help us recognise you when you return so we can provide a tailored service.

How can I block cookies?

You can block cookies by activating a setting on your browser allowing you to refuse the setting of cookies. You can also delete cookies through your browser settings. If you use your browser settings to disable, reject, or block cookies (including essential cookies), certain parts of our website will not function fully. In some cases, our website may not be accessible at all. Please note that where third parties use cookies we have no control over how those third parties use those cookies.

Which specific cookies do we use?
Service provider Purpose
Google, Inc.

Google Analytics uses cookies allows us to see information on the activities of visitors to our website and users of our service, including page views, source and time spent on Labstep. The information is depersonalized and is displayed as numbers, meaning it cannot be tracked back to individuals. This will help to protect your privacy.

Intercom, Inc.

Intercom uses cookies to recognise particular people who have interacted with Intercom through Labstep previously. This may be visitors to our website, Labstep users or counterparties.

Making this policy great

Well done for getting to the bottom of this policy. We have designed it to be as transparent, useful and engaging as possible and we would love to hear your feedback on how we can make it even better - please contact us at info@labstep.com or click the intercom button in the bottom right hand corner.

Please don't make this the last time you read it as we will post any changes on this page - significant changes will of course be notified to you by email.