Our Privacy Policy

Contact email: privacy@shoji.ai

Last updated: 15 June 2021

1. Information we collect

It is Shoji's policy to respect your privacy regarding any information we may collect when you:

  • visit our website, application and other sites we own and operate;
  • use our products and services; and
  • provide services to us.

This privacy policy doesn’t apply to personal information collected and shared by our customers when they use our products and services. To learn more about how our customers handle your personal information and how they share it with us, we recommend that you read that customer’s privacy notice.

The information we collect is detailed below.

Log data

When you visit our website, our servers may automatically log the standard data provided by your web browser. It may include your computer’s Internet Protocol (IP) address, your browser type and version, the pages you visit, the time and date of your visit, the time spent on each page, and other details.

Device data

We may also collect data about the device you’re using to access our website. This data may include the device type, operating system, unique device identifiers, device settings, and geo-location data. What we collect can depend on the individual settings of your device and software. We recommend checking the policies of your device manufacturer or software provider to learn what information they make available to us.

Personal information

When registering interest in our product, or signing into our platform, we may ask for personal information, such as:

  • Name.
  • Work email address.
  • Phone number.
  • Company.

We may collect personal information in communication with you after you have registered interest in our product. This could include, for example, surveys that we conduct. When required, we will seek consent before collecting this information.

When you use our products and services or provide services to us, we collect personal information which we need to manage our business relationship with you, such as:

  • Name.
  • Company.
  • Job Title.
  • Work email address.
  • Phone number.
  • Transaction data.

Information we collect from other sources.

We may collect personal information about you (such as business contact details) through your colleagues or, where available, through publicly available sources, such as professional networking sites and general market research.

2. Legal bases for processing

We will process your personal information lawfully, fairly and as transparently as we can. We may process your personal information because:

  • It’s necessary for the performance of the contract you are entering into when creating an account with Shoji.
  • You give us consent to do so for a specific purpose. Where you consent to our use of information about you for a specific purpose, you have the right to change your mind at any time by email.
  • It satisfies a legitimate interest, such as getting in touch to arrange a trial, sending you marketing communications, keeping you updated of our product releases, and letting you know of any downtime we are experiencing.
  • We need to process your data to comply with a legal obligation.
  • To protect your vital interests or the vital interests of another natural person.

We don’t keep personal information for longer than is necessary. While we retain this information, we will protect it within commercially acceptable means to prevent loss and theft, as well as unauthorized access, disclosure, copying, use or modification. That said, we advise that no method of electronic transmission or storage is 100% secure and cannot guarantee absolute data security.

3. Collection and use of information

We may collect, hold, use and disclose information for the following purposes and personal information will not be further processed in a manner that is incompatible with these purposes:

  • To provide you with our platform’s core features, including access to our product Dashboard.
  • To process any transactional or ongoing payments.
  • To enable you to access and use our website, associated applications and associated social media platforms.
  • To contact and communicate with you about your account, the services you provide us with, or in response to any requests, questions, comments and feedback about our products and services.  
  • For internal record keeping and administrative purposes.
  • For other business purposes, such as marketing, research and analysis, business development and planning, determining the effectiveness of and improving our products and services.
  • To send you information which we think you may find interesting (such as details about our products and services, new features, market research, reports and other relevant content), in accordance with your marketing preferences.
  • To protect or enforce our legal rights, for example defending Shoji in the case of legal disputes.
  • To protect our business from fraud and other illegal activities.
  • To administer and protect our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data).

4. What happens if you don’t provide personal information?

If you don’t provide us with certain requested personal information or object to the processing of your personal information, this may limit our ability to provide products and services to you. You can still visit our website and learn more about Shoji without giving us your personal information, but we will need your contact details to administer your account, pay for services and respond to any enquiries you submit via the website or otherwise.

5. Disclosure of personal information to third parties

We sometimes share your personal information with third parties. The types of third parties with which we share personal information are described below:

Service providers

We may disclose your personal information to companies that provide services to us, such as third parties who help to power our website, platform, and business. Examples of the types of service providers we work with include:

  • Cloud-based software and hosting companies that host the website and platform on our behalf,
  • Customer relationship management companies who help us manage our contacts database and our communications with you, and
  • Email service providers and business communications platforms who help us to talk to each other within the business as well as manage our communications with you.
  • Project management companies who help us manage the delivery of our products and services.

Our service providers are required to keep your personal information confidential and are not allowed to use it for any other purpose than to carry out the services they are performing for us.

Third parties where required by law

We may disclose your personal information to a third party if it is necessary to comply with a legal obligation.

Professional advisors

We may disclose personal information to our professional advisors, such as lawyers, auditors, and insurers, if necessary as part of the professional services they provide us with.

Third parties in connection with a business sale

If we make a sale or transfer of assets or are otherwise involved in a merger or business / asset transfer, we may transfer your personal information to one or more third parties as part of that transaction. If a change happens to our business, the new owners may use your personal information in the same way as set out in this privacy policy.

6. International transfers of your personal information

Where personal information is shared and disclosed as set out above, these parties may be established outside the European Economic Area (“EEA”) and the United Kingdom. For example, some of the service providers we use to support our products and services are based in the United States, and this would involve a transfer of your personal information to the United States. Whenever we transfer your personal information outside the EEA and the United Kingdom, we ensure that a similar degree of protection is afforded to it by ensuring appropriate safeguards are implemented. This may include, where appropriate, signing up to EU Standard Contractual Clauses. To find out more information regarding the specific mechanism used by us when transferring your personal information outside the EEA and the United Kingdom, please contact us at privacy@shoji.ai.

7. Marketing

We may send you marketing messages from time to time in accordance with your marketing preferences. You can ask us to stop sending you marketing messages at any time by following the opt-out links in any message sent to you or by contacting us at privacy@shoji.ai. Please note that opting out of marketing does not opt you out of receiving important business communications, such as service announcements or security information.

8. Your rights and controlling your personal information

You may exercise certain rights regarding your data; specifically the following:

  • The right to access. If you wish to access your personal information, you can do so at any time by contacting us.
  • The right to seek rectification. If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us.
  • The right to deletion. You can ask us to delete or remove your personal information from our systems where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).  
  • The right to object. You have the right to object to the processing of your personal information at any time for direct marketing purposes. You can also object in certain other circumstances to our continued processing of your personal information. . The right of restriction. You have the right, under certain circumstances, to restrict the processing of your data.
  • The right to data portability. You have the right under certain circumstances to be provided with a copy of the personal information we have on you in a structured, machine-readable and commonly used format and for us to transfer it to a third party.
  • The right to withdraw consent. You have the right to withdraw consent to our processing of your personal information where we have collected and processed it with your consent. .Any requests to exercise these rights can be done by emailing privacy@shoji.ai. These requests can be exercised free of charge and will be addressed as early as possible and always within one month.

You also have the right to make a complaint to your supervisory authority. In the UK, this is the Information Commissioner’s Office (www.ico.org.uk).‍

9. Cookies

We use first party and/or third party cookies on our Websites and Messenger for various purposes such as:

  • to facilitate the operation and functionality of our Websites and the Messenger;
  • to improve your experience of our Websites and make navigating around them quicker and easier;
  • to allow us to make a bespoke user experience for you and for us to understand what is useful or of interest to you;
  • to analyse how our Websites are used and how best we can customize them;
  • to identify future prospects and personalise marketing and sales interactions with them;
  • to facilitate the tailoring of online advertising to your interests.

What types of cookies we use:

  • Essential cookies. These cookies are strictly necessary to enable core functionality such as security, network management, your cookie preferences and accessibility.
  • Marketing cookies. These account-based marketing cookies enable us to identify future prospects and personalise sales and marketing interactions with them.
  • Analytics cookies. These cookies collect information that is used to help us understand how our Websites are being used or how effective our marketing campaigns are, or to help us customise our Websites for you.

10. Changes to this policy

At our discretion, we may change our privacy policy to reflect current acceptable practices. We will take reasonable steps to let users know about changes via our website. Your continued use of this site after any changes to this privacy policy will be regarded as acceptance of our practices around privacy and personal information.