GDPR Privacy Notice

As part of our operating procedures, we collect information about organisations who are either customers, suppliers, potential customers or potential suppliers

What information is being collected?
For each organisation, we collect the following:

  1. Your company name.

  2. Your primary company address.

  3. Any additional addresses you wish to supply us for postage.

  4. Your Excelerator reseller (if any).

  5. How you heard about us.

  6. Your company website.

  7. The primary contact we will use to reach you.

  8. Other people within your company of whom you wish us to contact.

  9. The orders you have made with us.

  10. Invoices we have sent to you.

  11. Licences of software you have purchased from us.

For each software licence you have purchased from us, we collect the following:

  1. Which software the licence is for.

  2. The licence expiry date and whether it has been cancelled.

  3. When the licence was renewed, and the associated invoice that was paid for the renewal.

  4. Which PC the licence is currently on.

  5. A number that helps us identify that PC.

  6. The name of the person using that PC.

  7. When the licence was transferred from one PC to another.

  8. For software with online licensing, when the licence was refreshed over the internet.

For each contact in your company we collect the following:

  1. Title and full name.

  2. Phone number if given to us.

  3. Email address if given to us.

  4. Their role in the company (e.g. IT / Finance).

  5. Communications we have had with them, such as support calls and previous emails.

For any interest you expressed on any Codis product or service we record the following:

  1. Company Name.

  2. Person who expressed the interest.

  3. Date of Interest.

  4. The Specific product or service.

  5. Any communications relating to the opportunity.

  6. The current status of the opportunity.

If we provide you with software support, we collect the following:

  1. Previous support tickets and how they were resolved.

  2. Your Sage software and version.

  3. The Sage renewal date.

  4. Credentials to any databases or software systems that we manage for your or that you’d like us to keep.

  5. Operating system version.

  6. Database version.

  7. Any other information we may find relevant to supporting your systems such as the paths to log files or config files


Who is collecting it?
Staff members from the Codis sales, accounts or support teams.


How is it collected?
Through our telephone, fax and email interactions with you. For software with online licensing, the computers that the licences are installed on will be sent to us over the internet when you complete the registration wizard when first using the software. When moving a licence from one PC to another, this information is automatically sent to us when done via online licensing. Support tickets sent to us electronically via the support web portal will also be stored automatically.


Why is it being collected?
For the purposes of record keeping, auditing, billing, licensing, detection of abuse of our End User Licence Agreement, and supporting your software systems.

How will it be used?
Accounts information (e.g. previous orders and invoices) will be used for record keeping, auditing and billing purposes.

Licensing information will be used to grant use of the software on your PCs by either providing you with an activation code via the phone or email or automatically over the internet. It is also used by us to detect abuse of our End User Licence Agreement by telling us if one licence is being used on multiple PCs.

Support information will be used to solve future support tickets that are submitted by you.

Interest you expressed on any Codis product or service will be retained to ensure we fully explore your requirements.

Who will it be shared with?
Billing, licensing and support information may be shared with your business partner, particularly if they support your software systems and licence the software for you.

Support information may be shared with any external IT support companies that you have arranged and authorised to provide you with IT support.

If you have purchased your product through Sage, billing information may also be shared with them.

How will this affect you?
This will enable us to effectively and quickly send you invoices, licence your software and support your systems. We may send marketing emails, price change notifications or opening hour notifications if you have opted in to do so.

How can you remove all of your information from our systems?
If you are no longer a customer, send us an email at support@codis.co.uk with your company name, indicating that you wish for your data to be removed. We will contact you when the removal is complete, within a maximum of 30 days.