(a) our website at www.kodypay.com;
(b) the KodyPay app ("App"); or
(c) any of the services you can get access to through the App or website (our "Services"),
together, the ("KodyPay Offering").
This policy sets out the basis on which any personal data collected from you, or that you provide to us, will be processed by us.
We partner with various organisations and merchants (our “Partners”) to improve your payments with them. While the App may display third party branding, the App is owned and operated by KodyPay Ltd. It is important that you understand that KodyPay Ltd exercises overall control over how your personal data is processed in order to provide you with the KodyPay Offering and under applicable data protection law, KodyPay Ltd is the Controller of your personal data.
The KodyPay Offering is not intended for Children and we do not knowingly collect data relating to children. Please read the following carefully to understand our practices regarding your personal data and how we personal data shall be processed. We recommend that you save and print a copy of this policy for future reference.
While this policy is primarily aimed at those who use the KodyPay Offering as a customer, we will also explain in this policy the extent to which we will collect or otherwise process your personal data if you work for or with one of our Partners to deliver the KodyPay Offering.
2. Contact details
Our full details are:
KodyPay Ltd, company number 11532575
Registered office address: Unit 42, 24-48 St Leonard Road, Windsor, Berkshire, England SL3 3BB
Email address: email@example.com
If, after contacting KodyPay Ltd, you have unresolved concerns, you have the right to complain to an information protection authority where you live, work or where you believe a breach may have occurred. The contact details for the UK Data Protection Authority are:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
This version was last updated in November 2021. It may change and if it does, these changes will be posted on this page and, where appropriate, notified to you by push notification to your device, SMS, email or when you next start the App. The new policy may be displayed on-screen and you may be required to read and acknowledge the changes to continue your use of the App or the Services.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during our relationship with you.
Our App may, from time to time, contain links to and from the websites of our partner networks, advertisers, and affiliates. Please note that these websites and any services that may be accessible through them have their own privacy policies and that we do not accept any responsibility or liability for these policies or for any personal data that may be collected through these websites or services, such as Contact and Location Data. Please check these policies before you submit any personal data to these websites or use these services.
5. The categories of data we collect about you
We may collect, use, store and transfer the following categories and types of personal data about you as follows:
• Identity Data: first name, last name, maiden name, username or similar identifier, marital status, title, date of birth, gender.
• Contact Data: billing address, delivery address, email address and telephone numbers.
• Financial Data: bank account and payment card details.
• Transaction Data: includes details about payments to and from you.
• Device Data: includes the type of mobile device you use, a unique device identifier (for example, your Device’s IMEI number, the MAC address of the Device’s wireless network interface, or the mobile phone number used by the Device), mobile network information, your mobile operating system, and the type of mobile browser you use.
• Content Data: includes information stored on your Device, including friends’ lists, login information and photos, videos, or other digital content.
• Profile Data: includes your username and password, in-App transaction history, your interests, preferences, feedback, and survey responses.
• Usage Data: includes details of your use of our App or your visits to any of Our Sites including, but not limited to, traffic data and other communication data and the resources that you access.
• Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences.
• Know You Customer (KYC) Data: first name, last name, home address, date of birth, passport or identity card details, signature, email address and telephone numbers.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
If you work for one of our Partners, they may provide your personal data to us to enable us to create staff credentials and manage your access to the App and our web portal.
If you work with one of our Partners, e.g. as a merchant which incorporates the KodyPay Offering into its services, we may need to collect and otherwise process your personal data, including by sharing such data with the relevant Partner to perform mandated Know Your Counterparty verification checks (“KYC checks”). This enables us to comply with our legal and regulatory obligations.
6. How is your personal data collected?
We will collect and process the following data about you:
• Information you give us. This is information (including Identity, Contact, Financial, and Marketing and Communications Data) we collect from you when you fill in forms on the App and the website (together "Our Sites"), or by corresponding with us (for example, by email or chat). It includes information you provide when you register to use the App, download or register the App, subscribe to any of our Services, search for the App or Service, and when you report a problem with the App, our Services, or any of Our Sites. If you contact us, we will keep a record of that correspondence.
• Information we receive from other sources including our Partners, Processors and publicly available sources. We will receive personal data about you from our Processors such as credit reference agencies, fraud-prevention agencies and partners who help us to provide our Services. This includes your credit record, information to help us check your identity, and information relating to your transactions.
8. Purposes for which we will use your personal data
We process your personal data for the following purposes:
9. Disclosures of your personal data
We will share your personal information with third parties who support our business, who will process it on behalf of KodyPay for the purposes identified in Clause 8. Such third parties include merchants, financial institutions, credit reference agencies, fraud prevention service providers, providers of hosting services and technical infrastructure CRM services, customer support services, and marketing/advertising services.
We only provide personal data required to perform the specific service(s). Our Processors may only use personal data for the specific purpose(s) specified in our contract with them. We conduct initial and ongoing due diligence of their security and data protection regimes. If we cease our engagement, we shall ensure personal data held by a Processor will be deleted or rendered anonymous.
We will provide your personal data to our Partners to enable them to act against you where there is reason to believe that you are misusing our Services. To remedy transactions made in error or which have passed through Our Sites incorrectly or which otherwise require action to be taken by our Partners. To provide you with certain services you have asked us for or to offer you co-branded services or promotional offers. To enable us to comply with our legal and regulatory obligations.
10. International transfers
A number of our external third parties, including IBM, Visa's Cybersource and Intercom, are based outside the United Kingdom ("UK") so their processing of your personal data will involve a transfer of data outside the UK.
Whenever we transfer your personal data outside the UK, we shall ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK Secretary of State for Digital, Culture, Media and Sport. For further details, please consult the ICO website.
• Where we use certain service providers, including in the US, we may use specific contracts approved by the Information Commissioner’s Office, which give personal data the same protection it has in the UK. For further details, see the ICO Model contracts for the transfer of personal data to third countries.
11. Data security
KodyPay, as a responsible company, has a layered approach to security in place to keep your personal data safe. We maintain compliance with the internationally recognised data security standard PCI-DSS. Some of the controls we have in place include, but are not limited to:
• We secure access to all our Sites and apps using TLS technology.
• Access to your personal data is password-protected, and sensitive data such as payment card information) is secured and tokenised to ensure it is protected.
• We perform periodic vulnerability scans and carry out penetration testing to identify ways to further strengthen security.
• We take regular backups.
12. Data retention
Where a legal minimum retention period exists, your data shall be held for that period. For all other purposes, data will be retained in line with our data retention schedule. If you would like any information on how long your data is retained, please contact us at firstname.lastname@example.org or use the in-App chat function on our website at www.kodypay.com.
13. Your legal rights
Under certain circumstances you have the following rights under data protection laws in relation to your personal data:
• Request access to the personal data we hold on you (commonly known as a “Data Subject Access Request”).
• Request correction of the personal data that we hold about you.
• Request erasure of your personal data.
• Object to processing of your personal data for one or more purposes.
• Request restriction of processing of your personal data for one or more purposes. You have the absolute right to restrict processing of your personal data for direct marketing purposes.
You can exercise any of these rights at any time by contacting us at email@example.com or use the in-App chat function on our website at www.kodypay.com.
Consent means processing your personal data where you have signified your agreement by a statement or clear opt-in to processing for a specific purpose. Consent will only be valid if it is a freely given, specific, informed and unambiguous indication of what you want. You can withdraw your consent at any time by contacting us.
Legitimate Interest means the interest of our business in conducting and managing our business and generating revenue to enable us to give you the best Service / product and the best and most secure experience and to grow and develop Our Sites, our business and our service offerings. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract. Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.
We use the following cookies:
These are cookies that are required for the operation of Our Sites. They include, for example, cookies that enable you to log into secure areas of Our Sites, use a shopping cart or make use of e-billing services.
Performance & functionality cookies
These are used to recognise you when you return to Our Sites. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language). We also use these cookies for non-essential security measures and speed improvements.
These allow us to recognise and count the number of visitors and to see how visitors move around Our Sites when they are using it. This helps us to improve the way Our Sites works, for example, by ensuring that users are finding what they are looking for easily.
You can block cookies within your browser, by activating its setting that allows you to refuse all or some cookies. Do bear in mind that if you use your browser settings to block all cookies (including essential cookies), you may not be able to access all or parts of Our Sites.
Except for essential cookies, all cookies set by us will expire after 30 days.
We may revise this cookies policy at any time by amending this page. Please check it from time to time to take notice of any changes we could make, as they’re binding on you.