Privacy Policy

Last Modified: May 2018
1. General Information
1.1   QuickMinutes is committed to protecting and respecting your privacy. This Privacy Policy sets out how we, as a Data Controller, collect, use, process and disclose the personal data (Data) that we collect from you, or that you provide to us, on our website www.QuickMinutes.com. This Privacy Policy should be read in conjunction with our Cookie Policy

2. Information We Collect
2.1   We collect Data automatically when you navigate through our Site, as explained in our Cookie Policy. All other Data collected is volunteered by you either through use of our service or by emailing us as part of a support request.

3. Data Privacy Statement (DPS)
This section clearly states:
  • What Data is stored on each user of the service,
  • Where that Data appears
  • Who may view/process it.

3.1   What User Specific Data Does QuickMinutes Store?
Data Controlled by You Visible to QuickMinutes Visible to Fellow Committee Members
Your Name * * *
Your Email * * *
An Image * * *
Your Password *
Your Position * * *
Your Organization * * *
Your Timezone * * *
Date Format * *
Privacy Settings * *
Permissions * *
User ID *
User Creation Date *
Last Log-in Date *
Last Edit Date *
3.2   Where can your Data Appear?
  • When attending meetings the minutes of each meeting may record your attendance or absence.
  • Your Name will also appear on any Task assigned to you.
  • Your Name and Organization can appear in the “My Network” section of the website if your Privacy Settings allow.
3.3   Which 3rd Parties views/processes your Data?
  • MailChimp is used for Technical and Marketing emails.
    • We share your email address with them, so they know where to send the email.
    • We share your name with them, so they can personalise the email.
  • Google is used of optimisation and personalisation of service.
    • Select Data is shared with Google Analytics through the use of cookies.
    • See our Cookies Policy for more details.
    • If you choose you can share your QuickMinutes Calendar with Google Calendar.
3.4   Who within the QuickMinutes application can view/process your Data?
  • Fellow Committee Members will be able view Agenda, Minutes and where necessary share them.
  • Other users of the service (outside of your committees) can view your Name and Organization through the “My Network” section of the website if your Privacy Settings allow.
4. Credit & Payment Card Information
4.1   QuickMinutes uses third party payment processors Stripe Payments to process payments made for products and services via the Website. All online payments will be conducted in accordance with Payment Card Industry (PCI) data security standards and your billing information (which is only used by these payment processors for the purpose of performing fraud protection) is encrypted before being communicated to them. Your credit card details are communicated directly from your browser to these payment processors - QuickMintues never sees your full Permanent Account Number (PAN). This means that the payment form is either off-site or displayed in a frame on the payment page. Stripe’s TOS are available here
5. Special Notification For European Union Residents
5.1   Our Website uses “cookies” and files that are similar to cookies. Cookies are alphanumeric identifiers created by your browser at our request and stored on your computer. Cookies help us to distinguish you from other uses of our Website. For detailed information on the cookies we use and the purposes for which we use them, see our Cookie Policy.
6. Where We Store Data
6.1   QuickMintues transfers, processes and stores data about you on servers located in a number of countries, for example, where we subcontract processing to, or share your Personal Information with third parties (referred to in section 3) Your Personal Information may therefore be transferred to, processed and stored in a country different from your country of residence.Information collected within the European Economic Area (“EEA”) and Switzerland may, for example, be transferred to and processed by third parties that are located in a country outside of the EEA and Switzerland. Data that leaves the EEA is still protected under GDPR.
7. Security
7.1   We are committed to protecting the security of your Data. We use a variety of security technologies and procedures to help protect your Data from unauthorised access and use. As effective as modern security practices are, no physical or electronic security system is entirely secure. We cannot guarantee the complete security of our database, nor can we guarantee that information you supply will not be intercepted while being transmitted to us over the Internet. We have implemented strict internal guidelines to ensure that your privacy is safeguarded at every level of our organisation. We will continue to update policies and implement additional security features as new technologies become available. Where we have given you a password which enables you to access certain parts of our Site, you are responsible for keeping that password confidential. We ask you not to share your password with anyone.

7.2   Although we will do our best to protect your Data, we cannot guarantee the security of your Data transmitted to our Site. Any transmission of Data is at your own risk. Once we receive your Data, we will use appropriate security measures to seek to prevent unauthorised access or disclosure.
8. Use Of Data (UoD)
8.1   We use the Data that we collect about you for the following purposes:

  • To maintain and improve our Website, including personalizing your online experience and ensuring content is presented in the most effective manner for you;
  • To administer your account;
  • Inform you about products and services that we offer and;
  • To notify you about changes to our services, the Website or our Terms of Use and this Privacy Policy;
  • As part of our efforts to keep the Website safe and secure;
  • To administer our Website and for internal operations, including troubleshooting, data analysis, research, testing, statistical and survey purposes.
9. Disclosure Of Information
9.1   Business Operations: In order to carry out certain business functions, such as payment processing or e-mail delivery, we may hire other companies to perform services on our behalf. We may disclose Personal Information that we collect about you to these companies to enable them to perform these services. By way of example, information relating to your order which we have combined with other Personal Information (as explained above) may be shared with our third party service providers that assist us in providing our service.

9.2   Law Enforcement, Protection of QuickMintues and our Customers: We may also disclose Personal Information in other circumstances as required by law. We also reserve the right to disclose your Information when we believe such disclosure is appropriate to cooperate with an investigation of activities claimed to be unlawful, to enforce our Terms of Use, or to protect the rights or property of QuickMintues or others.
10. Changes To This Privacy Policy
10.1   Because things naturally change over time and we want to ensure our Privacy Policy accurately reflects our practices and the law, it may be necessary to modify this Privacy Policy from time to time. We reserve the right to do so in the following manner:

  • For minor changes, such as grammatical fixes, administrative or legal changes, or corrections of inaccurate statements, we will post the changes and, when possible, provide at least three (3) calendar days' prior notice
  • In the event of substantial changes, we will notify all users via email at least three (3) calendar days prior to the changes taking effect
  • When substantial changes do occur you will be asked to agree to the Privacy Policy again
11. QuickMinutes Contact Details
11.1   For general queries or support email: support@QuickMinutes.com

11.2   Data Protection Officer email: patch@QuickMinutes.com