Pinpoint Works Ltd
Updated 16th May 2020
Interpretation and Definitions
The words of which the initial letter is capitalised have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.
You: means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable. Under GDPR (General Data Protection Regulation), You can be referred to as the Data Subject or as the User as you are the individual using the Service.
Company: (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to Pinpoint Works, Ltd, Sigma House, Edginswell Park, Oak View Close, Torquay TQ2 7FF.
For the purpose of the GDPR, the Company is the Data Processor.
Application: means the software program provided by the Company downloaded by You on any electronic device, named Pinpoint Works
Affiliate: means an entity that controls, is controlled by or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
Account: means a unique account created for You to access our Service or parts of our Service.
Website: refers to Pinpoint Works, accessible from https://pinpointworks.com
Service: refers to the Application or the Website or both.
Country: refers to United Kingdom
Service Provider: means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used. For the purpose of the GDPR, Service Providers are considered Data Processors.
Third-party Social Media Service: refers to any website or any social network website through which a User can log in or create an account to use the Service.
Personal Data: is any information that relates to an identified or identifiable individual.
For the purposes for GDPR, Personal Data means any information relating to You such as a name, an identification number, location data,
online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity.
Cookies: are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.
Device: means any device that can access the Service such as a computer, a cellphone or a digital tablet.
Usage Data: refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
Data Controller: for the purposes of the GDPR (General Data Protection Regulation), refers to the Company as the legal person which alone or jointly with others determines the purposes and means of the processing of Personal Data.
1. Our Services
We only hold the data necessary to offer Our Service provided on Our web and mobile apps. This includes such information as (but not limited to): the site plan used to create a work list site which is be provided by the Client or their representative directly; any users the Client invites to a site or sites; and the information entered into each work list site by the Client and their users, including documents and media files and personal information, such as email and displayed name. More information on personal information can be found in section 4 below.
2. Data Storage Limitation
We will hold data for up to two years on the Service after a client has cancelled a subscription. After this point, or on specific request from the client, it is deleted from Our servers.
3. Data Storage Location
In regards to Our Our primary servers are located in the EU (Ireland) and hosted by AWS (Amazon Web Services).
4. Personal Information
While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:
First name and last name
Usage Data is collected automatically when using the Service. Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data. When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.
We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.
See our Cookies Policy for more information on Cookies and Usage Data, including how to turn cookies off and on and clearing cookies from your browser.
We never sell, rent or exchange mailing lists, phone lists or any other client related information which may be held on our applications. In addition, we do not have access to user passwords. Please email us at for Our Data Protection Agreement (DPA) and Security details (GPDR Article 32).
5. How We Communicate With You
We regularly email website news, product updates and general information to those customers who have agreed to Our Terms and Conditions upon registering for our service or opted in to Our newsletter. All subscription emails sent by Us will be clearly marked from Us and contain clear information on how to unsubscribe from Our email service. Alternatively and additionally, users may respond "Unsubscribe" to any of these emails.
In accordance with the Privacy and Electronic Communications (EC Directive) Regulations 2003, We never send bulk unsolicited emails, (popularly known as Spam) to email addresses. All email correspondence from Pinpoint Works will contain relevant information about updates to the service or other company news.
7. Data Protection
We comply with the principles and regulations of the European Union GDPR May 2018 when dealing with all data received from any user on our Service.
7.1 How Information is Collected
Direct and Indirect Contact with Our Company
We collect personal and non-personal information if the User directly fills out the form on our marketing website (https://pinpointworks.com) or send us an email to firstname.lastname@example.org directly. We also collect data from events, conferences, seminars, etc. through direct contact with a Pinpoint Works representative or one of our partner companies or the event organiser’s database which will all require your explicit consent to share your contact details at the time of taking your details or signing up for the event itself.
Consent to gather personal and non-personal information is granted in several ways:
Consenting to Our marketing website’s cookies policy.
Ticking the check box on Our marketing website’s “Your Info” form (https://pinpointworks.com).
Ticking the check box on Our T&C's box on the web application (https://app.pinpointworks.com) upon signing up to the Pinpoint Works demo or user specific accounts.
Ticking the check box on our Newsletter Opt-In option the first time a user logs in to the Pinpoint Works web application (https://app.pinpointworks.com)
Accepting our Cookies Policy as found directly in Our web app.
Providing contact information directly to one of Our employees, representatives, partners, or referred users in regards to more information about our services.
7.2 Why Information is Collected & How it is Used
The Company may use Personal Data for the following purposes:
To provide and maintain our Service, including to monitor the usage of Our Service.
To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.
To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.
To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.
To manage Your requests: To attend and manage Your requests to Us.
We may share your personal information with third party Service Providers to carry out functionality of Our Service, monitor and analyse the use of our Service, for payment processing, and to contact You. Our list of third party providers is as follows:
AirTable is Our CRM (Customer Relationship Manager) for which We track Our Client’s personal details as stated in section 1.1 of this document in order to appropriately support Our clients in a timely manner. Security used includes 256-bit TLS encryption and AES-256 encryption at rest. When requested or required by our clients, We can quickly and easily permanently delete Our client’s personal data from AirTable, as noted in their security policy (link above).
Intercom is Our in-app support feature which allows Our clients to communicate with us directly in Our application. It also hosts our Help Centre. It is an optional service and can be turned off through the cookies settings in the User Settings feature of Our desktop web application.
Google Analytics is used to collect data for statistical purposes on how Our visitors use the Pinpoint Works application in order to drive product development and improve software performance. These cookies are optional and can be turned on or off at anytime through the cookies settings in the User Settings feature of Our web application.
MailChimp is Our newsletter service provider. Post-GDPR, only users who have opted into this newsletter receive these emails. Pre-GDPR, any user who agreed to our Terms & Conditions were added to this service. Examples of this email include software updates, webinar dates and other company information. Clients who receive this email may opt out at any time using the unsubscribe button at the bottom of the email or by contacting Us directly with the request. In accordance with the Privacy and Electronic Communications (EC Directive) Regulations 2003, we never send bulk unsolicited emails, (popularly known as Spam) to email addresses. All email correspondence from Pinpoint Works will contain relevant information about updates to the service or other company news.
SendGrid is Our automated email service provider for the Pinpoint Works application. Only users who have subscribed to the Pinpoint Works demo or trial accounts or have a paid subscription receive these emails. This provider is required for use of Our application. Examples of this email includes the daily email notifications or ‘Forgot your password’ emails and is an essential function of the software. Clients can opt out of email notification in their User Settings.
Stripe: All credit card payments made to Pinpoint Works go through Stripe. Details about their security setup and PCI compliance can be found at Stripe’s security page. Clients who prefer not to pay via credit card may pay for Our service subscriptions via bank transfer.
We use software tools, such as Google Analytics and Facebook Pixel, on Our marketing website (https://pinpointworks.com). We use these tools to measure and collect non-personal session information, including page response times, length of visits to certain pages, page interaction information, and referral website information. These cookies can be deleted or denied by You at any time. See the dedicated Cookies Policy for more information about the cookies we use on our software and marketing site.
7.3 Retention of Your Personal Data
The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.
7.4 Transfer of Your Personal Data
Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.
7.5 Disclosure of Your Personal Data
Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).
Other legal requirements
The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:
Comply with a legal obligation
Protect and defend the rights or property of the Company
Prevent or investigate possible wrongdoing in connection with the Service
Protect the personal safety of Users of the Service or the public
Protect against legal liability
7.6 Disclosure of Your Personal Data
The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security. Email us at to find out more about Our Data Protection Agreement (DPA) and Security Policy.
8. GDPR Privacy
8.1 Legal Basis for Processing Personal Data under GDPR
We may process Personal Data under the following conditions:
Consent: You have given Your consent for processing Personal Data for one or more specific purposes.
Performance of Service: Provision of Personal Data is necessary for the performance of an agreement with You and/or for any pre-contractual obligations thereof.
Legitimate interests: Processing Personal Data is necessary for the purposes of the legitimate interests pursued by the Company.
In any case, the Company will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.
8.2 Your Rights under the GDPR
The Company undertakes to respect the confidentiality of Your Personal Data and to guarantee You can exercise Your rights.
Request access to Your Personal Data. The right to access, update or delete the information We have on You. Whenever made possible, you can access, update or request deletion of Your Personal Data directly within Your account settings section. If you are unable to perform these actions yourself, please contact Us to assist You. This also enables You to receive a copy of the Personal Data We hold about You.
Request correction of the Personal Data that We hold about You. You have the right to to have any incomplete or inaccurate information We hold about You corrected.
Object to processing of Your Personal Data. This right exists where We are relying on a legitimate interest as the legal basis for Our processing and there is something about Your particular situation, which makes You want to object to our processing of Your Personal Data on this ground. You also have the right to object where We are processing Your Personal Data for direct marketing purposes.
Request erasure of Your Personal Data. You have the right to ask Us to delete or remove Personal Data when there is no good reason for Us to continue processing it.
Request the transfer of Your Personal Data. We will provide to You, or to a third-party You have chosen, Your Personal Data in a structured, commonly used, machine-readable format. Please 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.
Withdraw Your consent. You have the right to withdraw Your consent on using your Personal Data. If You withdraw Your consent, We may not be able to provide You with access to certain specific functionalities of the Service.
8.2 Exercising Your GDPR Data Protection Rights
You may exercise Your rights of access, rectification, cancellation and opposition by contacting Us. Please note that we may ask You to verify Your identity before responding to such requests. If You make a request, We will try our best to respond to You as soon as possible. Email us at to find out more about our Data Protection Agreement (DPA) and Security Policy.
You have the right to complain to a Data Protection Authority about Our collection and use of Your Personal Data. For more information, if You are in the European Economic Area (EEA), please contact Your local data protection authority in the EEA.
9. Links to Other Websites
We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services. You can see a list of our third party services and their security policies by clicking the applicable links in section 7.2 of this policy.
11. Contact Us
Email us at to find out more about our Data Protection Agreement (DPA) and Security Policy.