Privacy Policy

We regularly update this Privacy Notice to ensure you are always accurately informed about how we collect, hold, and manage your Personal Information. Please read this Privacy Notice together with our Terms of Use and any other documents referred to in it to help you make informed decisions about providing WorrkBox with your Personal Information.

“Personal Information,” “Personal Data,” “Data,” or “Non-public personal information (NPI)” all refer to the personal information of identifiable living individuals and are used interchangeably in this Privacy Policy.

This Privacy Policy applies to any living individual providing Personal Information to WorrkBox, referred to as “You” or “you” in this policy.

Who is WorrkBox?
WorrkBox is a leader in providing cloud POS solutions, acting as the “data controller” for our customers, employees, and partners. For Data Subjects using the POS systems we provide to our customers, we are a “data processor.”

Regional References:
• UK and other countries: SolutionDot Ltd, registered in England and Wales (company no. 12554816), with its registered address at 88 MacDonald Street, Birmingham, England, United Kingdom.

Under the Data Protection Act 2018 and the European General Data Protection Regulation (EU 2016/679) (GDPR) and any other applicable data protection and privacy laws and regulations (collectively “Data Protection Legislation”), WorrkBox is the data controller for all Personal Information, determining the means and purposes of processing. SolutionDot is registered with the UK Information Commissioners Office (ICO) and has a Data Protection Officer.

Our registration with the ICO and our data protection practices aim to ensure we provide all necessary protection under Data Protection Legislation to your Personal Information. This Privacy Notice is designed to inform you how we do that in a clear and concise manner. If you have any questions about our data handling practices or need assistance in understanding this notice, please contact us via the details provided in the “how you can contact us” section below.

What personal data do we collect from or about you?

We collect personal information to provide you with our services and to contact you about other products, promotions, services, offers, and advice we think you will like. We will also send you updates about your order and enquiries, and surveys to help us improve our service.

When using our Website
While you can use the Website without giving out your personal data, once you contact us via the Website or upload user information, WorrkBox collects information about you, which may include:

• Your name
• Address
• Email address
• Telephone numbers (including mobile)

We may also collect technical information about you when you visit the Website. This information may include:

• The Internet protocol (IP) address used to connect your computer to the Internet
• Your browser type and version
• Time zone setting
• Operating system and platform, and browser plug-in types and versions
• Information about your visit(s) to the Website

When you register interest in our services
If you request further information about our services from one of our trusted partners, we will collect sufficient personal information about you to allow us to contact you and reply to your inquiry, such as:

• Your name
• Email address
• Business or home address
• Telephone number
• Social Handles

You always have the right to opt out of receiving marketing information from WorrkBox at any time.

When you purchase our POS system services

We may need to collect and use your personal information to create an account for the business requesting our services, including:

• Your name
• Postal address
• Invoicing details/address
• Information regarding the services you request
• Supplementary information you provide us about yourself when contacting us
• Email address
• Telephone numbers (including mobile)

When you use our Products
When using our products, you may need to log in to our back office. We use cookies to establish how you use the system. These cookies allow us to establish which device is using our system and provide functionality.

When you contact our customer support
During your customer support interactions, we may collect:

• Account Number
• Your name
• Work contact details (email address and telephone number)
• Professional information (business role and responsibilities)
• Information regarding the services you request

When you sign up to WorrkBox Payments
WorrkBox Payments has its onboarding procedures, requiring personal and business information for compliance with money-laundering regulations and the requirements of payment schemes like VISA and Mastercard. Personal Information will be deleted six years after you cease using WorrkBox Payments.

Marketing our products and services to you
We primarily communicate with you by email. For marketing emails, you will be asked to pre-approve them, and you can unsubscribe at any time. We also run postal marketing promotions and may share your business contact details with professional mailing organizations. You can opt out of marketing communications at any time.

Recording of telephone calls
We routinely record telephone calls for sales, customer support, and training purposes. Call recordings are automatically deleted from our system after 365 days.

If you fail to provide us with Personal Information
You reserve the right to withhold your personal information, but this may considerably affect and limit how we provide our services. Where we need to collect personal data by law or under the terms of a contract, failure to provide that data may result in the cancellation of a product or service.

What do we do with the information we collect?
We will only use your personal information when allowed by law and always under a documented lawful basis for processing. We may use your personal information to:

• Assess your suitability for any particular service
• Create an account for our services
• Manage service cases
• Process order requests for our services
• Process repeat payments for services you have purchased
• Provide you with information and improve our services
• Notify you about changes to our services
• Operate the Website efficiently
• Comply with payment scheme owners’ requirements
• Conduct relevant troubleshooting, testing, or statistical analysis
• Keep the Website secure

With your permission, we may also use your information to:
• Provide information about our services via promotional emails
• Keep you up to date with features on the Website
• Allow selected third parties to provide you with information about goods or services we feel may interest you

Lawful basis of processing
We ensure a lawful basis exists for all the Personal Information we process at WorrkBox. We process your information for as long as we have a relevant lawful basis, usually to provide you with the contractual services you have requested or if you have provided us with consent. If we process your information under the lawful basis of legitimate interests, we will inform you of our legitimate business interest and your right to object.

How do we protect your personal data?
We take our security obligations seriously and constantly monitor for breaches and potential weaknesses. We use computer safeguards, enforce physical access controls, and authorize access to Personal Information only for employees who require it to fulfill their job responsibilities. However, providing information over the internet can never be guaranteed as completely safe, and if you choose to send such information via the internet, you do so at your own risk.

Cross-border data transfers
If we store or process your data outside the European Economic Area (EEA) and/or UK, we comply with the Data Protection Act 2018 and GDPR. We shall not transfer any Personal Information outside the UK or EEA unless it is subject to an adequate level of protection and appropriate legal safeguards. Transfers from the UK/EEA to the USA will be covered by Standard Contract Clauses or other guidance issued by the ICO following the UK’s withdrawal from the EU.

Sharing your information with others
We may share your data in the following situations:

• With staff members to facilitate the provision of goods or services
• With third-party companies to facilitate delivery or payment services
• With affiliated entities for internal administration
• With IT software providers hosting our website and storing data
• With mailing companies for postal marketing campaigns
• With analytics and search engine providers to improve the Website
• With professional advisers (consultants, lawyers, bankers, insurers)
• With debt collection agencies to recover unpaid invoices
• With HM Revenue and Customs, regulators, and other authorities
• In response to subpoenas for information
• If WorrkBox is acquired by a third party
• With the police, regulatory bodies, legal advisors, or similar third parties to comply with legal obligations or protect our rights and safety

When sharing your data with third parties on a commercial basis, we do so under a written agreement governing how your data must be processed and protected.

Your rights and options
If you are an individual, you have rights in relation to any Personal Information we hold about you. You may make a formal subject access request by contacting WorrkBox, and we will respond within 30 days unless an extension is required. You may rectify inaccuracies, request erasure, request transfer to another controller, or object to/restrict processing in specific circumstances. If you have provided consent, you may withdraw it at any time via

You may also write to us at the following address:

Data Protection Officer,

88 MacDonald Street,
B5 6TN,

Last updated January 2022

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