Planet eStream Support

Privacy Policy

Introduction

We have produced this Privacy Policy because we recognize the value of all personal information we may collect and process in the course of our business operations and we are fully committed to operating in line with the requirements of the EU GDPR, the UK Data Protection Act 2018 and other legislation governing the handling of Personally Identifiable Information (PII).

Contents
  1. 1. Who we are
  2. 2. Personal Information we collect
  3. 3. How we use Personal Information
  4. 4. Storage and Security of Personal Information
  5. 5. Cookies and Analytics
  6. 6. Marketing
  7. 7. Third Parties
  8. 8. Disclosing your information
  9. 9. Keeping your data
  10. 10. Your Individual Rights
  11. 11. Planet eStream Services, Applications and Platforms
  12. 11.1 The Planet eStream Unified Video Platform (UVP) and Personal Information
  13. 11.2 The Media Pod Secure Media Library and Personal Information
  14. 12. Contact Details
1. Who we are

We are Planet Enterprises Ltd., a Private Limited Company registered in the UK (company registration number 03080901). The registered office is at The Old School 690 Bradford Road, Birkenshaw, Bradford, West Yorkshire, BD11 2DR and we are registered with the Information Commissioner's Office Register of Data Controllers under registration number Z7192614.

2. Personal Information we collect

We may collect personal information about you as part of the process of you becoming a customer, using our websites, making a sales or support enquiry and registering for or attending events such as webinars and trade exhibitions.

Data collected may include contact information such as name, address, title, company name, job title, email address, telephone number and payment details.

Payment details will only be personally identifiable if these relate to an individual natural person e.g. personal bank account number and sort code, rather than to an organization (legal person). We do not retain any payment card details and are certified as PCI compliant.

We may collect certain information or data about you when you use any of our websites. Our active company websites are currently ‘planetestream.co.uk’ or ‘media-pod.co.uk’

Information collected includes:

3. How we use Personal Information

This personal information collected may be used in conjunction with our business activities and processed with regard to lawful bases as indicated below:

Purpose Lawful basis for Processing
Creation and maintenance of your Business account
To enable efficient and professional business activities
Legitimate Interest
Processing of orders Contractual
Notification of your order status
To keep you informed regarding our service provision to you
Legitimate Interest
Replying to your e-mails
To enable communications for business purposes
Legitimate Interest / Consent
Provide technical support Contractual / Consent
Provide warranty services Contractual / Consent
Marketing Communications
To keep you informed of availability of relevant products and services
Legitimate Interest / Consent
Information collected from our websites may be specifically used to:

We cannot personally identify you when you access our websites, only when you submit your data for a particular purpose, such as in the data collection examples in section 2.

Please note that after submitting your information via ‘planetestream.co.uk’ or ‘media-pod.co.uk’, your email address will be used to provide you with information such as newsletters, special offers, free training opportunities and events.

You may opt to stop receiving email broadcasts at any time. Users who register on or submit information via our website(s) do so under proviso that they agree to opt-in to occasional email broadcasts. Again, you may opt to unsubscribe at any time via the unsubscribe link contained within every email broadcast we issue.

4. Storage and Security of Personal Information

We store your data on our secure servers located in the UK and the EU. Customer details are securely stored on-premises in the Sage 200 and CRM software application environments. Our ‘planetestream.co.uk’ and ‘media-pod.co.uk’ websites are hosted on Microsoft Azure infrastructure located in North or West Europe.

We keep your personal information secure by applying appropriate technical and organisational practices against unauthorised or unlawful processing and against accidental loss, destruction, or damage. Whilst we do our best to protect your personal information at all times and make extensive use of encryption and other available technologies, we cannot guarantee the security of your data which is transmitted to our website, applications or services via an internet or similar connection.

Personal information used in our email broadcasts is also stored by our Email Marketing Service Provider (EMS) which is Campaign Monitor, whose policies regarding data security and best practices can be viewed at https://www.campaignmonitor.com/trust Campaign Monitor stores personal data relating to our email broadcasts on their secure servers based in the USA and we have a signed Data Protection agreement in place with them to ensure GDPR compliance.

5. Cookies and Analytics

When using the ‘planetestream.co.uk’ or ‘media-pod.co.uk’ websites, we may collect information about your computer, including your IP address, operating system and browser type, for system administration and in order to create reports. This is statistical data about our users’ browsing actions and patterns and does not identify any individual.

The only cookies in use on these websites are for Google Analytics. Google Analytics is a web analytics tool that helps website owners understand how visitors engage with their website. Google Analytics customers can view a variety of reports about how visitors interact with their website so that they can improve it.

Like many services, Google Analytics uses first-party cookies to track visitor interactions as in our case, where they are used to collect information about how visitors use our site. We then use the information to compile reports and to help us improve our site.

Cookies contain information that is transferred to your computer’s hard drive. These cookies are used to store information, such as the time that the current visit occurred, whether the visitor has been to the site before and what site referred the visitor to the web page.

Google Analytics collects information anonymously. It reports website trends without identifying individual visitors. You can opt out of Google Analytics without affecting how you visit our site – for more information on opting out of being tracked by Google Analytics across all websites you use, please visit https://tools.google.com/dlpage/gaoptout For instructions on how to disable cookies, please visit https://www.computerhope.com/issues/ch000509.htm

Email marketing messages that we send may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, IP addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations will show the activity each subscriber made for that email campaign.

6. Marketing

Any email marketing messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences and the information we hold about you at any time. We may also contact you by telephone to communicate relevant information relating to our products and services on a business to business basis. In these cases we act in accordance with the PECR and with Telephone Preference Service (TPS/CTPS) registrations and again you can always easily unsubscribe from these communications if you desire.

7. Third Parties

We do not share your information with any other organisations for marketing, market research or commercial purposes. As documented in section 4, the only third party service which makes use of your personal information is Campaign Monitor when acting on our behalf and under our instruction.

9. Keeping your data

We will retain your personal information for the duration of our business relationship and afterwards for as long as is necessary and relevant for our legitimate business purposes, or to comply with applicable laws and regulations. Where your data is no longer required for these purposes, it will be removed from our CRM systems as part of our periodic review processes.

10. Your Individual Rights

Under the GDPR your rights are as defined under the headings below. You can read more about your rights in detail here; https://ico.org.uk/for-organisations/guide-to-the-general-data-protectionregulation-gdpr/individual-rights/

If you have submitted personal information through any of our company websites ‘planetestream.co.uk’, ‘media-pod.co.uk’ or ‘planetdv.net’ and wish to make a ‘Subject Access Request’ or to pursue an action relating to any of these rights, please email us at privacy@planetestream.co.uk . We handle requests in accordance with the GDPR and will endeavour to respond as swiftly and efficiently as possible.

You also have the right to raise concerns with ourselves or the ICO if you feel there is a problem with the way we are handling your data. Guidance on raising any concerns regarding the handling of your personal data can be viewed at https://ico.org.uk/your-data-matters/raising-concerns/

11. Planet eStream Services, Applications and Platforms
11.1 The Planet eStream Unified Video Platform (UVP) and Personal Information

Planet eStream Customers using our secure video platform software products may host this service themselves on their own infrastructure or utilise our cloud hosted software services. In either case, the Customer is the data controller in respect of their user’s personal information which may be submitted to the service. In these cases, we are data processors acting on the data controller’s behalf and under the controller’s written instruction

How personal information submitted to each Planet eStream UVP site is handled is documented at https://www.planetestream.co.uk/gdpr in a GDPR whitepaper and a GDPR Data Processing Addendum, along with our DfE Cloud Software Services for Schools Supplier self-certification statement. Further information regarding Planet eStream’s hosted infrastructure and security is documented at https://www.planetestream.co.uk/support/PES%20Infrastructure%20and%20Security%20Statement.pdf

In all cases, the Customer is responsible for maintaining the privacy of the personal information of its authorised users, in its capacity as data controller for this information. It is the customer’s responsibility to ensure that the relevant lawful bases are established for their own organisation to process this personal information and to be able to engage data processors such as ourselves to process this data on their behalf.

As an authorised user of a Planet eStream UVP service provision, you should address any queries and requests in respect of the handling of your personal information when you use this service directly to the organisation providing the service to you (our Customer). Any queries and requests received by ourselves in this regard will be forwarded to our relevant Customer who is acting as the data controller for your information.

Data Sharing

None of the personal information submitted to Planet eStream UVP instances is shared with third parties or used by ourselves for marketing, market research or other commercial purposes.

Cookies

Planet eStream UVP websites make use of Cookies as described here:

Temporary Cookies
Permanent Cookies
11.2 The Media Pod Secure Media Library and Personal Information

Customers using our Media Pod secure media library software products at Junior or Primary Schools utilise our cloud hosted software services. The Customer is the data controller in respect of their user’s personal information which may be submitted to the service and we are data processors acting on the data controller’s behalf and under the controller’s written instruction. How personal information submitted to each Media Pod website is handled is covered by the documentation for our enterprise level Planet eStream UVP product (of which Media Pod is a derivative) at https://www.planetestream.co.uk/gdpr in a GDPR whitepaper and a GDPR Data Processing Addendum, along with our DfE Cloud Software Services for Schools Supplier self-certification statement.

In all cases, the Customer is responsible for maintaining the privacy of the personal information of its authorised users, in its capacity as data controller for this information. It is the customer’s responsibility to ensure that the relevant lawful bases are established for their own organisation to process this personal information and to be able to engage data processors such as ourselves to process this data on their behalf.

As an authorised user of a Media Pod service provision, you should address any queries and requests in respect of the handling of your personal information when you use this service directly to the organisation providing the service to you (our Customer). Any queries and requests received by ourselves in this regard will be forwarded to our relevant Customer who is acting as the data controller for your information.

Data Sharing

None of the personal information submitted to Media Pod instances is shared with third parties or used by ourselves for marketing, market research or other commercial purposes.

Cookies

Media Pod websites make use of Cookies as described here:

Temporary Cookies
Permanent Cookies
12. Contact Details

If you have any further questions regarding our handling of your personal data or the contents of this Privacy Policy, you may contact us by email to privacy@planetestream.co.uk or by post to:

The Privacy Officer
Planet Enterprises Ltd
690 Bradford Road
Birkenshaw
BD11 2DR

(Last Updated 28/04/2020)