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GDPR Privacy Policy Statement

 

This GDPR (EU) policy statement applies solely to users accessing this site from countries that adhere to General Data Protection Regulation (GDPR) (EU) 2016/679 laws. For a copy of our privacy policy concerning website users outside the EU, please find information relevant to your jurisdiction here.

 

Rights to privacy

TBIT Pty Limited (“Webtron”) understands the importance of protecting individuals’ rights to privacy. This policy sets out how we aim to protect the privacy of any personal information that you, a member of the EU, discloses to us while visiting the website at www.webtrononlineauction.com (“the Website”).

Given that we conduct business within the EU and UK, we have done our best to comply with the recent General Data Protection Regulation (GDPR) (EU) 2016/679 laws, and have since updated our privacy policy accordingly.

Our policy may continue to be updated from time to time.

A Summary of Webtron’s Privacy Policy

This document refers to the company, Webtron Online Auction and all software created by, maintained by, resold by, licensed to and developed by Webtron Online Auction. Explicitly this refers to our Timed and Live Webcast Online Auction platform. It also refers to products currently in in-house development and beta-testing such as VendorPlus, the Webtron Photo Manager and ReLot.

In summary, Webtron Online Auction provides software for auction purposes. Some of the This software components are is licensed to us for use by a third parties. This licensed software includes account creation, sale creation and management, invoicing, user management and reporting.

Webtron provides a service to our Clients. Our Clients then use this software with their own Customers. In order to facilitate the user management function, our software is required to collect and store the personal data of these Customers who sign up to our software through our Clients’ websites.

For data stored on our platform, Webtron will accesses the Customer and Client information for support purposes only. Additionally, upon being given a Client’s express consent to do so, we may also access this data to send targeted emails on behalf of our Clients to notify bidders of an upcoming auction. It is our Client’s GDPR responsibility to ensure that this distinction is made to their Customers.

We do not share Client personal data with your direct competitors. Nor do we share your Customer’s (bidder’s) personal data.

Webtron Online Auction uses the Personal Data you provide in a manner that is consistent with this Privacy Policy. If you provide Personal Data for a certain reason, we may use the Personal Data in connection with the reason for which it was provided. For instance, if you contact us by email, we will use the Personal Data you provide to respond to your enquiry.

Webtron as a Data Controller

Webtron acts as a Data Controller for potential and existing Client information. This means that when a client makes an enquiry with us or becomes a contracted client, we store certain information about them. We use third party platforms to gather and collect this information. Information about these third parties has been detailed below.

Webtron Marketing and Data Opt-In

We use third parties to ensure the safe storage of your information for communication and legal purposes. We have done our due diligence to ensure that these third parties conduct business in ways that are compliant with the GDPR.

Personal Data Stored on our CRM

We use a third-party CRM to securely store client information in order to better serve our prospective and existing clients. For prospective clients, information stored in our CRM includes, but is not limited to:

  • First and Last name for data integrity and security purposes;
  • Company name for legal purposes;
  • Email address as a primary method of contact;
  • Contact number as a secondary method of contact;
  • Business Physical Address for those who have expressly opted into direct mail;
  • Business Mailing Address for those who have expressly opted into direct mail;
  • Industry for industry-specific targeting;

For clients under a Webtron contract, information stored in our CRM includes, but is not limited to:

  • First and Last name for data integrity and security purposes;
  • Company name for legal purposes;
  • Email address as a primary method of contact;
  • Contact number as a secondary method of contact;
  • Business Physical Address for legal purposes and invoicing;
  • Business Mailing and/or Billing Address for legal purposes and invoicing where applicable;
  • Industry for industry-specific targeting;

For clients in our CRM who have not expressly provided a physical or mailing address, and if we need to get in touch, it will be assumed that the contact details is as per the company information displayed on public sources such as the relevant company website, social media and/or listed company check websites.

Personal Data Stored for Email Marketing

We use a third-party email provider to send marketing emails to our customers. Clients may also be tagged into platform specific groups for relevant contact when there is a legitimate reason to do so.

For individuals wishing to sign up to our mailing lists, you must do so by expressly opting in on our website. Webtron will send marketing emails to clients only when a legitimate interest has been expressed. Interest may be expressed by clicking Sign up on our newsletter sign up form. Express consent may also be provided when you opt-in on our website contact forms by selecting YES for the section labelled “Subscribe me to the mailing list.”

Information stored on our email marketing lists include:

 

  • First name for data integrity and customer identification purposes;
  • Last name for data integrity and customer identification purposes ;
  • Company name for data integrity and customer identification purposes;
  • Email address as a primary method of contact;
  • Industry for targeted emailing

 

We also use an additional third-party platform to ensure the automated and safe transfer of personal information between our CRM and email marketing platform.

We have done our due diligence to ensure that any third-party platforms that we use continue to adhere to standards set by the GDPR.

Webtron Online Auction does not provide Client information to third party affiliates for marketing purposes of any kind, unless we have the express written consent of that client. Out of respect for your privacy, you may choose to stop receiving our marketing emails by clicking the unsubscribe links included in these emails, or by contacting us at support@webtrononlineauction.com.

Webtron Online Auction has, to the best of our ability, done our best to ensure that the third parties we use continue to adhere to standards set by the GDPR. We do our best to ensure that your data is handled with respect, and will only send you information we have deemed to be of legitimate interest to you and your business. You may opt out of these services at any time by getting in touch using the details listed in this Privacy Policy.

Only approved staff-members have access to the personal data and information of the client details listed above.

Can you access the personal information about you that Webtron holds?

Under the GDPR, you have the right to access your personal information that is collected and held by Webtron Online Auction. All individuals can request to access the data we may hold about them. They may also ensure that it is current, collect and complete. An individual may also request to opt-out and revoke their express consent at any time. An individual may also request that specific data relating to them can be updated, modified and deleted. If your personal information is out-of-date or incorrect, you may inform us of this and we will correct it for you. If, at any time, you would like to access the personal information about you please contact us at: support@webtrononlineauction.com

 

All requests for access or amendments to personal information:

  • will be treated seriously;
  • will be dealt with promptly and in a confidential manner; and
  • will not affect your existing obligations or affect the commercial arrangements between you and Webtron Online Auction, if applicable.

 

To obtain access to, or to amend, your personal information, you will have to provide proof of identity. This is necessary to ensure that personal information is provided only to the correct individuals and that the privacy of others is protected. 

Webtron as a Data Processor

Webtron Online Auction acts as a Data Processor for our contracted clients when they use our online auction platform to run timed and webcast sales. For the bidders who sign up to our platform, our contracted clients act as Data Controllers for these individuals. While Webtron Online Auction will do our best to ensure that data is processed in the platform according to GDPR guidelines, it is our client’s responsibility to ensure that their customer’s data added to our system is treated according to the standards set by the GDPR.

Webtron provides an online auction software solution that involves the storage of Customer data on behalf of our clients. Within the system, we act as the Data Processor and our Clients are the Data Controllers. As Part of our GDPR duties, our contracted customers and online auction platform users must be aware of the following:

  1. As a Data Processor, Webtron does not assume any responsibility for how this data may be used by our clients outside of our software.
  2. Webtron does not store or share any data collected by our clients within our platform.
  3. Webtron does not access customer information unless it is explicitly requested by the Client or the end-customer themself via a support request.
  4. The platform provides numerous opportunities for Customers to expressly opt-in to email marketing. However, it is up to the Client to ensure that such information is used correctly once exported out of the system for their external email marketing platform.
  5. Our platform has been revised to ensure that data is processed in a manner that is legal, fair and transparent. Bidders using the software have also been given access to view and edit their personal information using the My Account setting on the platform.
  6. When bidders sign up to the platform, the information stored on the platform is requested for an explicit, legitimate purpose.
  7. We only request the information that is lawfully necessary to ensure the smooth running of an online auction.
  8. The platform allows users to expressly opt in to certain marketing communications in a way that complies with GDPR responsibilities.
  9. When using such data for email marketing purposes, it is our client’s responsibility to ensure that their handling of bidder data is in accordance with the GDPR standards. For example, Clients are expected not to unlawfully use the in-built user export for reasons other than those expressly permitted by the user.
  10. As a data processor, we have no control over how clients may use this data and cannot accept responsibility for instances where our contracted client may use this feature.
  11. We protect Bidder data within our system by using appropriate security, including protection against unauthorised or unlawful access as well as including accidental loss, destruction or damage.
  12. Any parties related to Webtron Online Auction will only ever access bidder information stored within the system in response to a support issue that cannot be resolved internally.

Personal Data Stored on our Online Auction Platform

When Customers sign up to use our Online Auction platform, they will be required to provide Personal Data. The following is an exhaustive list of the data that will be requested when Customers sign up to our Online Auction platform:

 

  • Username: a unique reference for a user’s online auction bidding account. It is used to identify clients using the system. It may also be used in order to locate an account for support purposes. Usernames are unique and cannot be edited once an account is created for data integrity purposes.
  • Email address: a valid email address is required so that an account activation link can be sent to a bidder’s account. For data integrity and security, the activation email link must be clicked in order to activate an account. Otherwise the bidding account cannot be used without manual activation from an administrator.

    Automatic emails may be sent out of the bidding system only when there is a legitimate reason for doing so (i.e. invoicing, registration status). Automated email-outbid notifications will be sent to email addresses for those who have opted-in to receive such content. Users may opt-out of this through the My Account function in the platform at any time.

    Explicit consent is required for bidders to be contacted by email marketing. Clients with specific administrative controls can see if a user has opted in to email marketing, and will be expected to respect the wishes of customers who have opted into their preferred categories.

  • Password: we securely store a single user bidding account password to allow Customers to identify themselves securely when logging into the auction platform.
  • Full name and title: we require a user’s full name and title for data integrity and security purposes. It may also be used where any contact of legitimate interest is required (for example when sending a legally accurate invoice. Users with specific administrative access may access this data to help identify a customer with support queries.
  • Language: we require language so that a Client who has alternative languages loaded into the system can display the correct language to the registered bidder.
  • Company name: although the company name is not a required field, it may be required by the auctioneer when looking to correctly identify or invoice certain clients.
  • Address: We require users to put in their full contact addresses during account creation. This data may be used by auctioneers when there is a legitimate interest to do so.
  • Time zone: We require users to add their timezone to display accurate end times of an auction
  • Telephone contact details: We require users to enter their telephone contact details for security and data integrity purposes. This data may be used to contact you when there is a legitimate reason to do so (i.e. support, payment). If express consent has been given to receive telephone marketing messages, your contact information may also be used in this manner

 

The same data may be collected for prospective Clients when we conduct Online Auction demonstrations on this website.

Do we disclose your personal information to any third parties?

We do not sell or share any of the personal data you provide to us. However, we may disclose your personal information to our related entities. Webtron Online Auction will not disclose client data unless required for a legitimate support purpose or software issue relating to a specific client account that cannot be rectified by Webtron Online Auction directly. We do not provide any other form of third-party access to Customer or Client information.

What kinds of personal information does Webtron collect?

General

Generally, the kinds of personal information we collect are your name, title, organisation, address, financial details/information, telephone and fax numbers and e-mail address. In some circumstances, we may also hold other personal information provided by you, provided by public sources such as our website, or information about you that has been provided to us by our clients. This has been detailed in more detail above. You may request a copy of the information we hold about you at any time by using the contact details found within this policy.

Bidding Activity

Online bidders using our online software are required to provide certain types of information prior to making an account with us. The extent of the information required has been detailed above. Some of our applications may use third party tracking tools in order to provide additional support assistance to users as well as to track information such as customer demographics, bidding activity and behaviours.

Cookies

Our website uses cookies to deliver you personalised content and personalised ads. We also use cookies to analyse our website traffic. Before a cookie is placed on your browser, you are provided with the option to opt-in by clicking “agree” when prompted to do so.

Google Analytics

Our website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). The information generated by the cookie about your use of our website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of our website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.  Further information about Google’s privacy policy may be obtained from http://www.google.com/privacy.html.

How does Webtron collect personal information?

Webtron collects your personal information when it is submitted using any of the online forms on the Website.

Why does Webtron need personal information?

We collect this information for the purposes of:

  • providing a service for users to access (via secure login) to information relating to users’ business with Webtron;
  • subscribing to receive Webtron publications or on behalf of our clients; and
  • any other legal requirements.

Security of your personal information

The information collected via the Website is held in either hard copy (i.e. paper) or soft copy (i.e. with our email service provider, in our CRM) or both. Webtron takes all reasonable steps to ensure that the personal information it holds is protected against misuse, loss, unauthorised access, modification or disclosure.

Website Cookies

Whenever somebody logs into the Webtron Online Auction platform, cookies are automatically collected for security, monitoring and data analytics purposes. For all logged in users, this information will include storing a user’s cookie in way of an auth token, so that when a user visits the same Webtron Online Auction Client application again within the same session, opens the application in another tab, or when a page is refreshed, we don’t need to request login credentials again.

When browsing on our website, a website visitor has to click “I accept” for a cookie to be placed on their browsers.

Links to other websites

This privacy policy is only relevant to Webtron’s activities for customers operating within the European Union and the United Kingdom. This privacy policy is not relevant to those organisations maintaining websites to which hyperlinks are provided.

Complaints procedure

If, at any time, you are not satisfied with Webtron Online Auction’s handling of your personal information, please let us know by using the contact details shown below. Please let us know the details of your concern, and we will investigate and attempt to rectify the issue as soon as possible. Webtron will take all reasonable steps to provide access to your personal information within 72 business hours.

How to contact us

For further information or enquiries regarding the use of your personal information, or if you would like more information on our approach to privacy, please contact Webtron Online Auction at:

  • Phone (AU): 1300 WEBTRON (932 876)
  • Phone (US): +1.646.844.6848
  • Phone (UK): +44 (0) 844 579 1117
  • Mail: 13/328 Reserve Road, Cheltenham, 3192,Victoria Australia
  • Email: support@webtrononlineauction.com

 



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