The scope of this Privacy Policy is for the IQGeo, OSPInsight and Comsof websites and content (referenced below as IQGeo). It also covers the related services that we offer to customers.
This privacy notice provides information on how we collect and process personal data through the use of our technology and services and through our communications and other interactions with you. It is important that you understand this privacy notice together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other privacy notices and policies and is not intended to override them. If your organisation is also an IQGeo customer, this and other applicable privacy notices should be read together with our software licence agreements and support policy.
When we refer to ‘your organisation’ in this privacy notice, we are referring to your employer or organisation you work for.
We keep our privacy policy under regular review. IQGeo reserves the right up update this information without advance notification.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements or polices. When you leave our website, we encourage you to read the privacy policy of every website you visit.
IQGeo Group plc (company registration number 05589712) is the parent company of all IQGeo registered entities (“IQGeo Group”). This privacy notice is issued on behalf of the IQGeo Group so when we mention IQGeo, "we", "us" or "our" in this privacy notice, we are referring to the relevant company in the IQGeo Group responsible for processing your data. In respect of the data collected through this website, IQGeo Group plc is the data controller and is responsible for this website. This privacy notice strives to provide information about how we collect and process personal data in accordance with our obligations under UK and EU data protection laws, as applicable, (including UK GDPR, EU GDPR and the Data Protection Act 2018). You can contact us at any time through our online enquire form. Or email to dpo@iqgeo.com
Our corporate headquarters:
IQGeo Group plc
Nine Hills Road
Cambridge, CB2 1GE
United Kingdom
01223 606 655
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO. So please contact us using our online enquiry form, email dpo@iqgeo.com or speak to your account manager in the first instance.
IQGeo Group plc is registered with the ICO, under registration number ZA509850.
As a responsible supplier we endeavour to help in any way that we can. Our data protection and privacy philosophy extends beyond personal data into the protection and privacy for all valuable information, as underpinned by our strong security credentials including certification for ISO 27001.
Personal data means different things to different people, so we adopt the meaning from UK GDPR. Personal data we process includes data such as first name, surname, email address, avatar/profile photo, IP address, job role, contact information along with any personally identifiable content in support requests. Payment and banking information is generally provided at a corporate information level, but it will also be considered personal data where, in the unlikely event, an individual is paying for the services from their own account, and we may need to know some of that banking or credit card information.
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.
We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data (i.e. information and data about how you and/or your organisation use our website, products and services) to determine the attractiveness of a particular feature or evaluate website engagement performance. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
Where we need to collect personal data by law, or under the terms of a contract we have with you or your organisation and you fail to provide that data when requested, we may not be able to perform the contract we are negotiating with you or your organisation (for example, to provide you or your organisation with support for IQGeo). In this case, we may be relieved of that specific contractual obligation or choose not to proceed with a request, but we will notify you if this is the case at the time.
When individuals visit our websites, communicate, or interact with us or use our services, we collect personal data. The ways we collect it can be broadly categorised into the following:
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our services may become inaccessible or may not function properly. Our cookie policy explains this in more detail by defining the specific cookies used.
Important note – If you’re someone who doesn’t have a relationship with us but believe that an IQGeo software user has entered your personal data into our platform, you’ll need to contact that user’s organisation for any requests. In this instance, they are the data controller and IQGeo is the data processor. This includes where you want to access, correct, amend, or request that the user delete your personal data, or address any other individual’s rights. If you do contact us regarding this situation, we will attempt to redirect you to contact the organisation that you believe may have entered the data.
This website is not intended for children and the IQGeo software and services are not intended to be marketed to, sold to or used by children. In our capacity as a data controller, we do not knowingly collect any data relating to children. Please contact us if you think children’s information is being processed by IQGeo in our role as a data controller.
We will not share your personal data with any third party for marketing purposes.
Your data may technically be shared for the purpose of sub-processing as part of a contract we have with a third-party supplier or service provider. For example, a third-party data centre processing information on our behalf. All personal data will only be transferred to such third-party supplier or service provider where there is a need to do so (for use in the course of providing services to us or you or your organisation) and these third parties will also be subject to agreements regarding the handling and use of your data. We require these third parties to respect the security and confidentiality of your personal data and to treat it in accordance with the law. We do not allow these third parties to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We may also be required to share your data with law enforcement, government agencies, courts or regulators in order to comply with applicable laws. Where allowed, we will notify you of this type of disclosure. Your data may also be shared with a potential acquirer or investor of our company or business, or any part of it, and any other people where we have your consent.
We will only use your personal data when its use is legal to do so and is following one of the lawful bases within the UK or EU GDPR. Most commonly, we will use your personal data in the following circumstances:
We will only use your personal data for the purposes in 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. Please contact us if you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose. 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.
You have the right to withdraw consent or opt out at any time by contacting us or using the relevant mechanism provided in the communication at the time. For example, unsubscribe from a mail marketing campaign, or ‘do not contact’ response in a specific email sent by one of our staff. Once opted out, a minimal amount of data will be held in a suppression / do not contact list so that we avoid any future contact.
The simple table below provides a description of the ways we might use your personal data, and which of the legal bases we rely on to do so. We may process your personal data for more than one lawful basis 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 |
| To deliver our cloud platform services and related support for you or your organisation as a registered user of the platform |
First name Surname Email address IP address (Users can optionally add more data if they choose to include avatar/photo profile and phone number) |
Performance of a Contract |
| To process and deliver your or your organisation’s order and/or contract with us (as our customer) or to enable you or your organisation to process and deliver our order and/or contract with you (as our supplier) including in both cases managing payments, collecting and recovering debts and generally manging our contractual relationship with you or your organisation as our customer or supplier |
First name Surname Email address Phone number Address (business) Payment information |
Performance of a Contract (and Legitimate Interests if pursuing a debt) |
| To market and promote our services to prospective buyers and customers |
First name Surname Job role Email address Contact number |
Consent Legitimate interests |
| To use data analytics to report on and improve our website, products/services, marketing, customer relationships and experiences |
First name Surname Email address IP address |
Legitimate interests Performance of a Contract (If not using aggregated reporting and anonymised information) |
| To prevent incidents, protect customers and respond quickly to security issues |
First name Surname Email address IP address Phone number |
Performance of a Contract Necessary to comply with a Legal Obligation |
| To respond to legal or regulatory demands | Any or all information held depending on the request |
Necessary to comply with a Legal Obligation |
| For monitoring and quality control of sales demonstrations and phone calls, and for training and improvement of staff |
A recording of the call and screen share (if used) Your name and email address (for demonstrations) or phone number (for sales calls) |
Consent Legitimate interests |
Set out below is additional details about the types of lawful basis that we will rely on to process your personal data.
We have put in place measures to protect the confidentiality, integrity and availability of your personal data. This includes achievement of UKAS certified ISO 27001:2013 and a host of other security practices. We strive to be a responsible supplier and customer (as the case may be) and prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, and avoid it being altered or disclosed where it shouldn’t be. 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 and each one has relevant contracts in place to reinforce that aim.
We have also 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. Our intent is to notify within 24 hours or as soon as we become aware of any breach.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Following that period, we’ll make sure it’s deleted or anonymised.
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 requirements. For example, by law we must keep basic information about customers for 6 years for tax and other purposes after they cease being customers, and marketing related personal data is retained for no longer than 18 months once it becomes inactive through lack of engagement.
In some circumstances you can ask us to delete your data and request erasure as one of your legal rights, as set out below.
IQGeo Group has operations in the Unites States, Canada, EU and Japan. We may share your personal data within the IQGeo Group and this may involve transferring your data into and/or outside the UK or EU. In addition, some of our external third party suppliers or service providers may be based outside the UK or EU so their processing of your personal data may involve a transfer of data into and/or outside the UK or EU.
[If you or your organisation is based in UK or EU, your data will be stored on servers based in these territories. If you or your organisation is based in the Unites States, Canada or Japan, your data may be stored on servers based in these territories as well as UK or EU. ]
Whenever we transfer your personal data out of the UK or EU (as the case may be) , we do our best to ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
You have legal rights for your personal data and in summary these are:
IQGeo has policies and practices in place for each of these requests so if you wish to exercise any of them, please contact us and we will process your request accordingly. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. We try to respond to all valid requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made multiple requests. In this case, we will notify you and keep you updated.
You will not normally have to pay a fee for exercising your legal rights if the request is straightforward and valid. In the event the request is repetitive, excessive or unreasonable we will charge a reasonable fee. We may also choose to refuse a request. In this instance ICO guidance will be followed when choosing not to respond and this will include an explanation why, informing you of your right to complain to the supervisory authority and to a judicial remedy without undue delay and at the latest within one month.
You have the right to:
You can contact us at any time through our online enquiry form. Or email to dpo@iqgeo.com.
Please visit our Cookie Policy for the latest information on the use of cookies by IQGeo.
IQGeo products & services privacy statement supplement
Your privacy is important to us. This Products & Services Privacy Statement Supplement applies to the IQGeo products, services and related offerings that display or link to this Products & Services Privacy Statement Supplement (the "Products & Services"). IQGeo established this Products & Services Privacy Statement Supplement in order to clarify that the use of information to which it may be provided access in order to deliver Product & Services is more limited than the use of information covered by the general IQGeo Privacy Statement
Key offerings that fall within the scope of Products & Services include: IQGeo Platform, Network Manager Telecom, Network Manager Electric, Network Manager Gas, Workflow Manager, Inspection & Survey, IQGeo Anywhere 7, OSPInsight Fiber System of Record, Network Revenue Optimizer, Comsof Fiber, Comsof Heat, Comsof Power, Comsof Cloud, Comsof Area License Server, Comsof Local Licenser and Comsof Local Licenser Validator. Customers who utilize organization accounts of Products & Services, such as IQGeo Network Manager, expect a higher level of privacy assurance which is reflected in this Products & Services Privacy Statement Supplement, whereas consumers of the IQGeo's marketing sites and other public websites are governed by the general IQGeo Privacy Policy above.
Datasets
The datasets within the scope of Products & Services can be broken down into three main areas: Customer data, Administrator data and Support data as described below.
Customer data
Customer Data consists of all data including text, sound, video, or image files, and software, that are provided to IQGeo by, or on behalf of, you or your end users through the use of IQGeo Products & Services. IQGeo treats Customer Data as confidential in accordance with the terms of your orders for Products & Services.
Customer Data will be used only to provide customer the Products & Services including purposes compatible with providing those services. For example, we may use Customer Data to provide a personalized experience, improve service reliability, combat spam or other malware, or improve features and functionality of the Products & Services. IQGeo will not use Customer Data or derive information from it for any advertising or similar commercial purposes. Customer Data is not Administrator Data or Support Data.
You have the choice to access your information and Customer Data and to correct, control or delete your information and Customer Data in our Products & Services by logging in to your account and making the appropriate changes.
Special categories of customer data:
Sensitive personal data
The following personal data is considered ‘sensitive’ and is subject to specific processing conditions: personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs; trade-union membership; genetic data, biometric data processed solely to identify a human being; health-related data; data concerning a person’s sex life or sexual orientation.
Please note that while we make every effort to create a secure environment and employ industry-standard security measures, we strongly advise against storing or processing sensitive personal information through the IQGeo Products & Services. As sensitive personal information is subject to specific processing conditions, we cannot guarantee to meet such requirements if it is shared despite our recommendation. If you come across any requests or prompts on the IQGeo Products & Services that appear to ask for sensitive personal information, please refrain from providing that information and notify us immediately by an email directed to dpo@iqgeo.com. We will investigate the matter and take appropriate steps to address any potential risks.
Location data
Location data refers to information that indicates the geographic position of an individual, device, or object at a given time.
By collecting location data, we can offer you location-based features that enhance your interactions with our platform. The IQGeo Anywhere application collects location data to show the user’s location on the map, setting geometries from the user's location, and updating surveys even when the app is in the background or not in use.
Administrator data
This is information the customer provides about itself typically as part of marketing, sales, or contractual interactions with IQGeo, including for example its name, address, billing information, and
some employee contact information. IQGeo may also collect other information about the customer and some employees, for example through its web sites, as part of that interaction. All of that information is Administrator Data and is treated according to IQGeo’s general Privacy Statement.
In contrast, having contracted with IQGeo for IQGeo’s Products & Services, when the customer provides IQGeo access to its production, development or test environment, which may include personal information about its employees, customers, partners or suppliers (collectively "end users"), this is considered Customer Data and treated under the supplementary obligations of this Products & Services Privacy Statement Supplement.
Support data
Support Data is the information we collect when you contact or engage IQGeo for technical support. It includes information you submit in a support request or provide when you run an automated troubleshooter. It may also include information about hardware, software, and other details gathered related to the support incident, such as contact or authentication information, chat session personalization, information about the condition of the machine and the application when the fault occurred and during diagnostics, system and registry data about software installations and hardware configurations, and error-tracking files. In addition to using Support Data to resolve your support incident, we use Support Data to operate, improve and personalize the products and services we offer.
Support may be provided through phone, email, or online chat. With your permission, we may use Remote Access ("RA") to temporarily navigate your machine or, for certain Products & Services, you may add a support professional as an authorized user for a limited duration to view diagnostic data in order to resolve a support incident. Phone conversations, online chat sessions, or RA sessions with support professionals may be recorded and/or monitored. Support Data is subject to this Products & Services Privacy Statement Supplement.
Cookie technologies
IQGeo may use cookies (small text files placed on a device's hard disk by a web service) or similar technologies to provide Products & Services. For example, cookies and similar technologies such as web beacons may be used to store a user's preferences and settings, to gather web analytics, to authenticate users, and to detect fraud. In addition to the cookies IQGeo may set when you visit IQGeo Products & Services sites, third parties that we have hired to provide certain services on our behalf, such as site analytics, may also set cookies when you visit IQGeo sites. To learn more about how to control cookies and similar technologies, please see your Internet browser's documentation. Choices you make regarding the use of cookies may impact your use of the Products & Services. Please be aware that many of our products and services require cookies when non-anonymous access is required.
On-premises / Local software
Some Products & Services may require, or may be enhanced by, the installation of local software (e.g., agents, device management applications) on a device.
By default, local software may transmit the following which they can opt-out of (i) data, which may include Customer Data, from a device or appliance to or from the Products & Services; or (ii) logs or error reports to IQGeo for troubleshooting purposes; (iii) data collected about the use and performance of the local software or the Products & Services that may be transmitted to IQGeo and analysed to improve the quality, security, and integrity of the products and services we offer.
Online services and data location
Online Services are the subset of IQGeo Products & Services hosted by IQGeo, typically within a cloud infrastructure provider. Many IQGeo Online Services such as IQGeo Network Manager are intended for use by organizations. If you use an email address provided by an organization you are affiliated with, such as an employer or school, to access the Online Services, the owner of the domain associated with your email address may: (i) control and administer your Online Services account and (ii) access and process your data, including the contents of your communications and files. Your use of the Online Services may be subject to your organization's policies, if any. If your organization is administering your use of the IQGeo Online Services, please direct your privacy inquiries to your administrator. IQGeo is not responsible for the privacy or security practices of our customers, which may differ from those set forth in this Products & Services Privacy Statement Supplement.
Customer Data that IQGeo Online Services process on your behalf may be transferred to, and stored and processed in, the United Kingdom, the United States, or any other country in which IQGeo or its affiliates or subcontractors maintain facilities. You appoint IQGeo to perform any such transfer of Customer Data to any such country and to store and process Customer Data in order to provide the Online Services.
Use of subcontractors and third parties
IQGeo may hire subcontractors to provide services on its behalf. Any such subcontractors will be permitted to obtain data from the Products & Services only to deliver the services IQGeo has retained them to provide and have agreed not to use data for any other purpose.
IQGeo’s Products & Services may enable you to purchase, subscribe to, or use services, software, and content from companies other than IQGeo ("Third Party Offerings"). If you choose to purchase, subscribe to, or use a Third Party Offering, we may provide the third party with your Administrator Data. Subject to your contact preferences, the third party may use your Administrator Data to send you promotional communications. Use of that information and your use of a Third Party Offering will be governed by the third party's privacy statement and policies.
Disclosure of data
IQGeo will not disclose Customer Data to law enforcement unless required by law. Should law enforcement contact IQGeo with a demand for Customer Data, IQGeo will attempt to redirect the law enforcement agency to request that data directly from you. If compelled to disclose Customer Data to law enforcement, then IQGeo will promptly notify you and provide you a copy of the demand unless legally prohibited from doing so.
Upon receipt of any other third-party request for Customer Data (such as requests from customer's end users), IQGeo will promptly notify you unless prohibited by law. If IQGeo is not required by law to disclose the Customer Data, IQGeo will reject the request. If the request is valid and IQGeo could be compelled to disclose the requested information, IQGeo will attempt to redirect the third party to request the Customer Data from you.
Except as customer directs, IQGeo will not provide any third party: (1) direct, indirect, blanket or unfettered access to Customer Data; (2) the encryption keys used to secure Customer Data or the ability to break such encryption; or (3) any kind of access to Customer Data if IQGeo is aware that such data is used for purposes other than those stated in the request.
In support of the above, IQGeo may provide your basic contact information to the third party.
IQGeo will not disclose Customer Data, Administrator Data or Support Data outside of IQGeo or its controlled subsidiaries and affiliates except (1) as you direct, (2) with permission from an end user, (3) as described in this Products & Services Privacy Statement Supplement or in your agreement(s) with IQGeo, or (4) in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. We may share Administrator Data with third parties for purposes of fraud prevention.
Security
IQGeo is committed to helping protect the security of your information. We have implemented and will maintain appropriate technical and organizational measures intended to protect your information against accidental loss, destruction, or alteration; unauthorized disclosure or access; or unlawful destruction. For more information about the security of IQGeo Products & Services, please visit IQGeo's ISO 27001 certification.
Privacy statement updates
We may change this Product & Services Privacy Statement Supplement from time to time. If and/or when IQGeo makes changes to this supplement, the updated version will be posted in place of this supplement. If we make any material changes, we will notify you by means of an announcement prior to the change becoming effective.
Contacting us
Questions regarding this Product & Services Privacy Statement Supplement or information practices should be directed to dpo@iqgeo.com.
For information regarding IQGeo's general privacy practices please review the IQGeo Privacy Policy
IQGeo commits to resolve complaints about our collection or use of your personal information. EU (European Union), United Kingdom and Swiss individuals with inquiries or complaints regarding our privacy policy should contact IQGeo at dpo@iqgeo.com.
This version was last updated on 1 August 2023.
IQGeo UK Ltd. is a subsidiary of IQGeo Group plc, a public listed company (AIM:IQG) with offices worldwide.
Company number for IQGeo UK Ltd: 11559043
Company number for IQGeo Group plc: 05589712
VAT number: GB 887 1388 72
Registered office address:
IQGeo UK Ltd, Nine Hills Road, Cambridge, CB2 1GE
Copyright © 2023, IQGeo UK Limited. IQGeo is a registered ® trademark
