Legal

Privacy Policy

How we handle and protect your data

1. Scope

This document describes the data protection policies of DiaryBook Limited. You may also know us as ExcelSend or Iflow — these are the names we trade under and the names of our online messaging services. This policy covers the whole organisation and all of these services. We are registered in Ireland; registration number 296090.

2. Personal Information

Personal Information is information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

If your organisation is a sole trader or a partnership, then information we collect from you may fall into this category.

3. Data we store about you and your organisation

This section relates to information we collect and store about you and your organisation. For this type of data we act as a Data Controller and are registered as such with the Data Protection Commissioner.

Data	The data we gather includes details you provide during registration on our website, secondary forms you may fill in on our website, emails we receive from you and metadata from your internet browser. See below for a full list.
Sharing	In the normal course of business, we do not share this data with any third-party organisation. However, we may be compelled to share some information with law enforcement or other government officials if instructed to do so.
Storage	Data about you is securely stored by our proprietary system within the EU. Access to your data is restricted to employees of our company and only when necessary.
Retention	The data we store is necessary to conduct business with you. We will continue to retain and process your data so long as you remain an active customer with us. Your data will be destroyed either 48 months from the date of the last transaction between us or within 30 days of a written request from you.

3.1 Data stored

The following is a list of personal data items that we may store about you. The list does not include your preferences and settings relating to the services we provide.

Organisation name
Site address
Billing address
VAT number
Primary contact name, email address, telephone number and mobile number
Secondary contact name, email address, telephone number and mobile number
Tertiary contact name, email address, telephone number and mobile number
Credit alert email address and mobile number
IP address when accessing our service

4. Browser Cookies

4.1 What is a cookie?

A cookie is a small piece of data that is placed on your device by the browser when you visit certain websites. Cookies can be used to record browsing activities, to remember information that you enter, or to manage user authentication.

4.2 Cookies we use

PII = Personally Identifiable Information

4.3 Persistent versus session cookies

A persistent cookie can remain on your device after you have left the website and be retrieved the next time you visit. A session cookie normally remains on your device for the duration of your site visit and is removed after a short period of inactivity.

4.4 How do we use cookies?

Following GDPR rules, we will not use cookies that contain personally identifiable information without your explicit permission.

We use cookies to remember certain options you may have chosen to improve your browsing experience and for analytics, but these do not contain data that can be used to identify you.

We use a session cookie for authentication. Once you have signed in to our account portal, the authentication cookie identifies you to our server. When you sign out, or after a period of inactivity, your browser will delete this cookie.

Please note: without your permission to use cookies, actions such as registration or sign-in to our portal may fail.

4.5 Pre-ticked consent

If the "allow cookies" tick box is already ticked on the sign-in screen, it means you have already consented to the use of cookies elsewhere on the site or on a previous visit. This consent can be removed by unticking the box.

4.6 Your cookie choices

When you first visit this website we ask whether you accept optional cookies. These are the cookies in the table above that are not needed for the site to work. Optional cookies are set only if you choose Accept. If you choose Reject, or ignore the question, none are set.

You can change your choice at any time using the "Cookie settings" link at the foot of every page. Choosing Reject removes any optional cookies already set in your browser. We store your choice for 12 months in a cookie (iflow_consent) that our account portal at portal.iflow.net can also read, so the same choice applies there. After 12 months we ask again.

5. Use of Google Analytics

We use Google Analytics to provide us with information about traffic on our websites. We do not use Google Analytics in our account portal. Google Analytics will collect information from you, which may include the following:

Date and time of visit
Your IP address
Type of web browser
Your operating system
Pages visited
Time spent on each page
Referring site statistics
The website you came through to arrive at our website
Search engine query used

The above information will be collected by Google and may be stored on databases located outside of the EU. Google will use this information for evaluating your use of the website, compiling reports on website activity, and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google.

6. Data we store and process on your behalf

This section relates to information we store and process on your behalf. This could be data about you, your customers, and your staff. For this type of data we act as a Data Processor and are registered as such with the Data Protection Commissioner.

As you are the owner of the data and control when it is created, used, and deleted, you are the Data Controller.

Data	The main areas of data we store and process on your behalf are: contacts, users, messages, and appointments.
Sharing	It is your data and we respect your privacy. We do not share this information with or give access to any third party, except under unusual circumstances where we may be compelled to share information regarding messages with law enforcement or other government officials if instructed to do so.
Messaging	We operate a messaging platform and by definition this entails passing message content and addressing information to third parties. When you send or receive a message using our service, information is shared.
Storage	Your data is securely stored by our proprietary system within the EU. Access to your data is restricted to employees of our company and only when necessary.
Retention	As the Data Controller, data retention is controlled by you and your data should be removed from our system as and when required. If your account expires or is closed, your data will be destroyed either 48 months from the date of closure or within 30 days of a written request from you.

Cookie choice (iflow_consent)	Does not contain PII. Records whether you accepted optional cookies; shared with our account portal	Strictly necessary	Persistent — 12 months
Preferences	Does not contain PII	Your explicit consent is required	Persistent — 90 days
Google Analytics	Contains your IP address. Not used in our account portal	Your explicit consent is required	Persistent
Authentication	May contain PII indirectly	Your explicit consent is required	Session