Privacy Policy

Effective Date: 01/01/2025

Welcome to EAS Manager System ("the Service"). We value your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information in compliance with the EU General Data Protection Regulation (GDPR).

1. Data Controller and Data Processor Roles

• The user of the Service (you) is both the data controller and data processor for any client data entered into the system.
• Easy Advanced Systems (EAS) is the provider of the storage and infrastructure but is neither the data controller nor the data processor.
• EAS is only responsible for handling data about the user, specifically for billing purposes and providing access to the system.

2. Data We Collect

When using the Service, we may collect or provide facilities to collect the following types of data:

• Account Information: Name, email address, payment details (for subscription processing).
• Client Data: Information entered by users about their clients, including attendance records, interview details, and other wellbeing-related information. This data is controlled and processed by the user, not EAS.
• Usage Data: IP addresses, device information, and log data to improve service functionality.
• Communication Data: Emails, support requests, and other messages sent to us.
• Cookies and Tracking Technologies: We use cookies and similar technologies solely to maintain user login sessions and ensure the proper functioning of the Service. These cookies are essential and do not track users for advertising or marketing purposes.

3. How We Use Your Data

We process your data for the following purposes:

• To provide and manage the Service.
• To facilitate billing and subscription management.
• To ensure compliance with legal obligations, including GDPR.
• To improve user experience and optimize the Service.
• To respond to inquiries and provide support.
• To maintain user authentication and session management through cookies.

4. Legal Basis for Processing

We rely on the following legal grounds for processing personal data:

• Contractual Obligation: Data processing is necessary to provide the Service.
• Legal Compliance: To meet regulatory and legal requirements.
• Legitimate Interests: To improve and secure our platform.
• User Consent: Where required, we obtain explicit user consent before processing certain data.

7. Data Storage and Security

• All data is securely stored on servers located in Ireland, within the European Union.
• EAS implements industry-standard security measures to protect against unauthorised access and data breaches.
• Users are responsible for maintaining the confidentiality of their login credentials.

8. Data Sharing and Third Parties

We do not sell or rent personal data. However, we may share data with:

• Service Providers: Third-party payment processors and hosting providers, ensuring GDPR compliance.
• Legal Authorities: If required by law or necessary to protect rights and security.
• Business Transfers: In case of a merger, acquisition, or sale of assets, user data may be transferred to new owners.

9. User Rights

Under GDPR, you have the right to:

• Access your personal data.
• Rectify incorrect or incomplete data.
• Erase your data (“Right to be Forgotten”).
• Restrict Processing under certain conditions.
• Object to data processing.
• Request Data Portability to another service provider. To exercise these rights, contact us at easy.advanced.systems@gmail.com.

As the data controller and processor of any client data entered into the system, you are responsible for upholding these same rights for your clients whose data you collect and process using the Service. You will be responsible for informing your clients of these rights in your own privacy policy.

10. Data Retention

We retain user data for as long as necessary to provide the Service and comply with legal obligations. Upon account deletion, we will securely delete or anonymise data, except where retention is legally required.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Users will be notified of significant changes, and continued use of the Service constitutes acceptance of the revised policy.

12. Contact Us

For any questions or concerns regarding this Privacy Policy, please contact us at easy.advanced.systems@gmail.com.