Privacy Notice
How Relace handles personal data collected through the withrelace.com website.
In this Privacy Notice, "Relace" means Canopy Software Ltd operating the withrelace.com website, and "the User" means any person who visits the website, submits an enquiry, or otherwise corresponds with Relace.
1. Who Relace is
The website withrelace.com (the "Site") is operated by Canopy Software Ltd, the company behind the Relace platform.
- Company: Canopy Software Ltd
- Registered in: England and Wales, company number 16601350
- Registered office: 109 Vansittart Road, London, England, E7 0AA
- Privacy contact: privacy@withrelace.com
Relace is the data controller for personal data collected through the Site.
2. What this notice covers
This notice explains how Relace handles personal data when the User:
- visits or browses the Site;
- submits an enquiry through the contact form; or
- otherwise corresponds with Relace (for example, by email).
If the User becomes a Relace customer or platform user, the processing of personal data within the Relace service is governed by the relevant subscription agreement and Data Processing Agreement, not by this notice.
3. The personal data Relace collects
a. Information the User provides (contact form and correspondence).
When the User completes the contact form or emails Relace, Relace collects the information provided, typically the User's name, email address, company or organisation name (if given), and the content of the message.
b. Technical and usage information.
When the User visits the Site, Relace's hosting provider automatically processes limited technical data needed to serve the Site securely, such as the User's IP address, browser type, device information, and server log data (for example, pages requested and timestamps).
c. Analytics.
Relace uses Vercel Web Analytics to understand aggregate site usage (page views, referrers, general location, device and browser type). It does not use cookies or collect personally identifying information, and does not track the User across other websites. Data is processed by Vercel Inc. (US) as Relace's processor. See vercel.com/legal/privacy-policy.
Relace does not knowingly collect special category (sensitive) personal data through the Site, and the Site is intended for business users aged 18 and over. It is not directed at children.
4. How Relace uses personal data, and the lawful basis
| Purpose | Personal data used | Lawful basis (UK/EU GDPR) |
|---|---|---|
| Responding to the User's enquiry and corresponding with the User | Contact form data, correspondence | Legitimate interests (to respond to enquiries and run the business); and/or steps taken at the User's request prior to entering into a contract |
| Operating, securing and maintaining the Site | Technical and log data | Legitimate interests (to keep the Site available, performant and secure) |
| Understanding how the Site is used (aggregate, anonymous analytics) | Aggregated, non-personal usage statistics | Legitimate interests (to measure and improve the Site) |
| Keeping records of communications and meeting legal or regulatory obligations | Contact and correspondence data | Legitimate interests; and legal obligation where applicable |
| Establishing, exercising or defending legal claims | Any of the above, as relevant | Legitimate interests and/or legal obligation |
Where Relace relies on legitimate interests, it has considered whether those interests are overridden by the User's rights, and believes they are not. The User can ask Relace for more information about this balancing assessment.
5. Cookies and similar technologies
The Site uses only strictly necessary cookies and technologies required to operate and secure the Site (for example, those set by the hosting platform). Relace's website analytics (Vercel Web Analytics) is cookieless and does not collect personal data. Because Relace does not use any non-essential or tracking cookies, no cookie consent banner is required under UK PECR and EU ePrivacy rules.
If Relace introduces non-essential cookies or tracking technologies in future, it will update this notice and, where required by law, obtain the User's consent through a cookie banner before setting them.
6. Who Relace shares personal data with
Relace does not sell personal data. Relace shares it only with:
- Service providers (sub-processors) who process personal data on Relace's behalf under contract, namely:
| Provider | Purpose | Data involved | Location |
|---|---|---|---|
| Vercel Inc. | Website hosting, processing of contact form submissions, and cookieless website analytics (Vercel Web Analytics) | Technical and log data, contact form data in transit, aggregated non-personal analytics | United States and global edge network |
| Google (Google Workspace and Gmail) | Receiving and storing contact form submissions and correspondence by email | Contact form data, correspondence | European Union |
- Professional advisers (such as lawyers and accountants) where necessary;
- Authorities, regulators or law enforcement where Relace is legally required to disclose; and
- A buyer or successor in the event of a sale, merger or reorganisation of Relace's business (subject to appropriate confidentiality).
7. International transfers
Relace's hosting and analytics provider, Vercel Inc., is based in the United States and processes data across a global edge network. Relace's email provider, Google Workspace, is configured to store data in the European Union. Where personal data is transferred outside the UK and EEA, Relace relies on appropriate safeguards, such as:
- the UK International Data Transfer Agreement or Addendum and the EU Standard Contractual Clauses; and/or
- the EU to US Data Privacy Framework (and UK Extension) where the provider is certified.
The User can ask Relace for more information about these safeguards using the contact details below.
8. How long Relace keeps personal data
Relace keeps contact form and correspondence data for as long as needed to deal with the User's enquiry and for a reasonable period afterwards to manage the relationship, keep records, and comply with legal obligations. Technical and log data is retained for a shorter period consistent with security and operational needs. When personal data is no longer needed, Relace deletes or anonymises it.
9. The User's rights
Subject to conditions and exemptions under UK GDPR and EU GDPR, the User has the right to:
- access the personal data Relace holds about the User;
- request correction of inaccurate data;
- request erasure of the User's data (the "right to be forgotten");
- restrict or object to Relace's processing (including processing based on legitimate interests);
- request portability of certain data; and
- withdraw consent at any time where Relace relies on consent (this does not affect processing carried out before withdrawal).
To exercise any of these rights, the User can contact Relace at privacy@withrelace.com. Relace will respond within the timeframes required by law (generally one month) and may need to verify the User's identity first.
10. Complaints
If the User has concerns about how Relace handles personal data, the User should contact Relace first so it can try to resolve them. The User also has the right to complain to a data protection authority:
- UK: the Information Commissioner's Office (ICO), ico.org.uk, helpline 0303 123 1113.
- EU and EEA: the User's local supervisory authority.
11. Security
Relace takes appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse. No method of transmission or storage is completely secure, but Relace works to protect the User's information and to use reputable providers who maintain recognised security standards.
12. Third party links
The Site may link to third party websites. Relace is not responsible for the privacy practices or content of those sites. The User should review their own privacy notices.
13. Changes to this notice
Relace may update this notice from time to time. The current version, with its "last updated" date, will always be available on the Site. Material changes will be highlighted where appropriate.
14. Contact
Questions about this notice or personal data:
Canopy Software Ltd — 109 Vansittart Road, London, England, E7 0AA
Email: privacy@withrelace.com