Privacy policy

1. Data controller

The data controller responsible for your personal data is:

This policy covers this Website, your EpiSensor account and the parts of the EpiSensor Edge application that connect to episensor.com.

2. What we collect and why

2.1 Website analytics

We measure how the Website is used: which pages, tools and features are used, which forms are started and sent, purchases, sign-ins and downloads. For an enquiry, this can include the answers you chose from the form's fixed lists, such as the topic or your role. This measurement sets no cookies and is reported only in aggregate. It never includes what you type into forms or search boxes, or your contact or order details.

Legal basis: our legitimate interest in understanding and improving the Website.

2.2 Enquiries and support

When you send an enquiry or ask for support, we collect what you give us, such as your contact details, message, product serial numbers and files. We also record the page you sent it from, and your IP address and browser details to prevent abuse. We keep a record of the emails we send you and receive from you.

Legal basis: our legitimate interest in answering enquiries and supporting customers, and performance of our contract with you where you are a customer.

2.3 Accounts, sign-in and newsletter

When you sign in, we email you a code, and a security check protects the request from automated abuse. We record your acceptance of our Terms & Conditions and this policy, with the version, time and IP address, and keep any profile details and photo you add. If we hold a company account for your employer, your address joins it when you first sign in, and its members see each other's names and email addresses and the account's orders, licences and tickets.

If you subscribe to our updates, your subscription starts only after you enter the code we send to that address. We keep your email address, any name you give and a record of your consent: when and where you gave it and the wording you agreed to. We use it to send product and company updates, including the marketing emails in section 2.7.

Legal basis: performance of our contract with you, our legitimate interest in keeping accounts secure, and your consent for updates.

2.4 Orders, payments, licences and warranty

When you buy from us or accept a quote, we keep a record of the sale, including your email address, company, items, prices and tax details. Our payment processor takes card payments and collects your billing and delivery details; card details never reach our servers. A software licence records the Gateway it is bound to. For a return, we keep the serial numbers, the fault and the return address.

Legal basis: performance of our contract with you, our legal obligation to keep accounting and tax records, and our warranty obligations.

2.5 Software downloads and the Edge application

We record requests for access to Edge releases, our decisions and each download, with your email address. Before a download, we record your acceptance of the EpiSensor End User License Agreement (EULA): your email address, the version, the time and your IP address. We keep a record of your Edge application sign-in sessions and their devices, which you can revoke from your account. A Gateway running Edge checks its licence with us about once a day.

A feedback report sent from Edge becomes a support ticket. It carries what you write, any files you attach and, unless you turn it off, system information about the installation, including its Gateway serial number. Edge can also send a daily usage summary of version, platform, language and connection details, with an identifier that changes every day so that it cannot be linked to you. You can turn it off in Edge's settings. Data that stays in your Edge installation, such as sensor readings, is never sent to us.

Legal basis: performance of our contract with you, your consent for feedback reports, and our legitimate interest in controlling access to pre-release software and maintaining Edge.

2.6 Job applicants

When you apply for a role, we collect what you give us, including your CV, and add our notes. We use it to assess your application and contact you. You can ask us to delete it at any time by emailing careers@episensor.com.

Legal basis: taking steps at your request before entering into a contract, and our legitimate interest in recruiting.

2.7 Marketing emails from our team

Our team sends occasional marketing emails to people we already deal with in business, such as customers, partners and others who have been in touch with us, to tell them about our products and services. We rely on our legitimate interest in doing so. If you subscribed to our updates on the Website (section 2.3), we rely on your consent. Each email says why you are receiving it.

For these emails we keep your name, email address, company, role and other business contact details, where we got your details, the emails we sent you, and whether each was opened or a link in it was clicked: our emails measure opens and clicks. We get these details from our own dealings with you, such as a meeting, an event or your contact with us.

You can stop these emails at any time with the link in every email, or by replying to ask us to stop. Service emails about your orders and account are not affected.

2.8 Optional analytics and advertising cookies

With your consent, we use optional analytics and advertising cookies, described in section 7. Legal basis: your consent (Article 6(1)(a) GDPR), which you can withdraw at any time.

3. Who receives your data

We do not sell your personal data. We share it only as needed with our payment processor, email delivery, hosting, security and analytics providers, our shipping carrier, sales partners who handle your order and professional advisers, and with authorities where the law requires. Our service providers act on our instructions under data processing agreements.

4. International transfers

Some of our providers process data outside the European Economic Area, including in the United States. For these transfers we rely on a European Commission adequacy decision, such as the EU-US Data Privacy Framework, or on Standard Contractual Clauses.

5. How long we keep your data

• Enquiries: up to 2 years, or longer while we have an ongoing business relationship. The IP address and browser details are deleted after 30 days.
• Support tickets, including Edge feedback reports: 3 years after the ticket is closed.
• Records of emails sent and received: deleted after 1 year.
• Marketing emails from our team: we keep marketing contact details and the record of the emails we sent while we are in touch and for up to 24 months after our last interaction, and we keep a record of who asked not to be emailed so that we do not email them again.
• Newsletter: while you are subscribed. After you unsubscribe, we keep only what we need to respect that choice.
• Sign-in codes: deleted after one day.
• Account, profile, download records and acceptances of our terms, this policy and the EULA: until you ask us to erase them, unless the law requires us to keep them.
• Edge application sessions: a session expires after 180 days without use, or 400 days after sign-in at the latest. Its record is deleted 30 days later.
• Edge usage summaries: 400 days.
• Orders, invoices and licence records: as long as tax and company law requires.
• Returns: for the duration of our customer relationship, as evidence of warranty work.
• Job applications: 12 months, or longer if you ask us to keep them.
• Optional analytics and advertising: Google Analytics keeps data for 14 months and Microsoft Clarity for up to 13 months. LinkedIn keeps data under its own policy.

6. Your rights

Under the GDPR, you have the right of access, the right to rectification, the right to erasure, the right to restriction of processing, the right to data portability, and the right to object where we rely on legitimate interests. You can object to direct marketing at any time. Where we rely on your consent, you can withdraw it at any time.

To use these rights, email info@episensor.com from the address we hold your data under, or tell us which address it is. Erasure does not remove orders, invoices, licence records or support-plan records, which the law requires us to keep, or the record of a return, which is our evidence of warranty work.

You can also complain to the Data Protection Commission, Ireland's supervisory authority, at www.dataprotection.ie.

7. Cookies

We use one strictly necessary cookie, episensor_session, for your basket, sign-in and checkout. Your browser also keeps a few items for this Website, such as checkout progress, display preferences and a short note that lets our analytics count a sign-in. None identifies you.

Optional cookies and similar identifiers are used only after you accept their category, when Google Tag Manager, from Google, loads these tools:

• Analytics: Google Analytics, from Google, measures which pages and features are used. Microsoft Clarity, from Microsoft, records clicks and scrolling, with page text and form fields masked.
• Advertising: Google signals, part of Google Analytics, links visits with Google accounts that allow personalised ads, for audience reports and to show our adverts on Google. The LinkedIn Insight Tag measures visits from our LinkedIn adverts and lets us show our adverts on LinkedIn to people who have visited.

Until you accept, none of these optional tools loads. Accept all and Reject all are equally available, and Settings lets you choose each category. A Global Privacy Control signal keeps advertising off. We remember your choice under episensor.consent for 183 days. You can change or withdraw it with Cookie settings in the footer. Each provider describes its own processing: Google, Microsoft and LinkedIn.

The booking calendar on the Book a call page is provided by Google and loads, with Google's own cookies, only when you ask to see available times.

8. Security

We use appropriate technical and organisational measures to protect your personal data.

9. Changes to this policy

We will post any changes on this page. The date at the top shows the current version.