Any information that is provided by you will be treated with the highest standards of security and confidentiality and in accordance with the terms of the Data Protection Acts 1988 and 2003, Directive 95/46/EC of the European Parliament and of the Council of 24 October 1995 on the Protection of Individuals with regard to the Processing of Personal Data and on the Free Movement of Such Data, and any implementing and/or amending legislation as may be adopted in Ireland from time to time.
If at any time you decide to terminate your use of the service and as a result wish us to remove your Confidential Information, please contact us, and we will remove it within a reasonable time and in accordance with legislative requirements.
Please note that your Confidential Information will be stored and processed on computers under our control in Ireland or any other country in which we operate. We will hold and transmit your Confidential Information in a safe and secure environment. If you do not wish your transactional information to be exchanged with your customers or suppliers, then please do not register for the service.
B. Confidential Information
Company Contact Details
To register to use OnePosting, you must provide your name, title, business address, business telephone number, email address, and optionally your mobile telephone number. We also ask you to choose a security questions to answer (such as your city of birth or your pet’s name) This required information is necessary for us to issue you with a new password if you forget your existing one, protect you against fraud, and to contact you should the need arise in administering your account.
Suppliers on OnePosting are asked to provide transactional customer information such as invoices, delivery dockets, payments, allocations, and orders. Sentrio uses invoice and payment details to generate customer statements. Your customers access this information online in a secure manner eliminating the need to send them paper copies of these documents.
OnePosting provides suppliers with the ability to give their customers access to transactional information online. The system is designed so that a customer can only view its transactions with a supplier, i.e. they cannot see anyone else’s transactions with the supplier.
OnePosting also provides customers with the ability to view transactions from one or more suppliers. The contact details you supply on the service will only be made available to those suppliers with whom you have agreed to exchange information.
Customers on OnePosting may choose to settle outstanding transactions online and as a result have to supply payment details such as bank accounts, credit card, debit card, or other financial instrument details. This information is held securely and is only used at your instigation to organise payments for specific transactions identified by you.
If you engage customers and suppliers using OnePosting Conversations, your company name and any information that you include will be transmitted securely to your intended recipient. The recipient may provide additional staff, contractors or third parties with access to the conversation thread.
Third Party Access
Any organisation may request that access is granted to specified Third Parties to their information on OnePosting. Any such Third Party will be required to sign a Third Party Access Agreement that requires them to maintain the confidentiality and security of the data to which they have access.
C. Other Information Captured
We collect the Internet address (IP address) of the computer or device you use to access your OnePosting account, in order to help detect possible instances of unauthorised transactions.
Information about you from Third Parties
In order to protect all our clients against potential fraud, we may verify with third parties the information you provide. In the course of such verification, we receive personally identifiable information about you from such services. In particular, if you register a credit card or debit card with OnePosting, we will use card authorisation and fraud screening services to verify that your card information and address matches the information that you supplied, and that the card has not been reported as lost or stolen.
In some circumstances we will conduct a background check on your business by obtaining information about you and your business from a credit bureau or a business information service such as Dun & Bradstreet. If you incur a debt to Sentrio, we will generally conduct a credit check on you by obtaining additional information about you from a credit bureau, to the extent permitted by law. Sentrio, at its sole discretion, also reserves the right periodically to retrieve and review a business and / or consumer credit reports for any account, and reserves the right to close an account based on information obtained during this credit review process.
Calls may be monitored or recorded to ensure that we carry out your instructions correctly and to help improve the quality of our service and in the interests of security.
Website Traffic Information
Because of the way that World Wide Web communication standards work, when you arrive at or leave the OnePosting website, we automatically receive the Web address of the site that you came from or are going to. We also collect information on which pages of our Website you visit while you are on the OnePosting site, the type of browser you use and the times you access our Website. We use this information only to try to understand our clients’ preferences better and to manage the load on our servers, so as to improve our service and your experience with OnePosting. We do not track the Websites that you visit after you leave the OnePosting site.
Our Use of “Cookies”
“Cookies” are small files of data that reside on your computer that allow us to recognise you as a OnePosting client if you return to the OnePosting site using the same computer and browser. We send a “session cookie” to your computer if and when you log in to your OnePosting account. These cookies allow us to recognise you if you visit multiple pages in our site during the same session, so that you don’t need to re-enter your password multiple times. Once you log out or close your browser, these session cookies expire and no longer have any effect.
Our Use of “Beacons”
Some of the emails sent from OnePosting contain electronic images known as “Beacons” that allow us to track the opening of emails. Emails may also contain click tracking that enable us to track clicking on URL links contained within the emails. Both of these methods only collect limited information which includes and IP address and the date and time at which an email was opened and/or the date and time a URL was clicked. We do not insert beacons or click tracking for third party advertisers but we do use a third party to aggregate this data for us.
Client Service Correspondence
If you send us correspondence, including emails and faxes, we retain such information in the records of your account. We will also retain client service correspondence and other correspondence from Sentrio to you. We retain these records in order to measure and improve our client service, and to investigate potential fraud and violations of our User Agreement. We may, over time, delete these records if permitted by law.
Questionnaires, Surveys and Profile Data
From time to time, we offer optional questionnaires and surveys to our users for such purposes as collecting demographic information or assessing users’ interests and needs. The use of the information collected will be explained in detail in the survey itself. If we collect personally identifiable information from our users in these questionnaires and surveys, the users will be given notice of how the information will be used prior to their participation in the survey or questionnaire.
D. Our Use and Disclosure of Information
We collect, store and process your Confidential Information on servers under our control in Ireland or any other country in which we operate. We use the information we collect to:
- Enable you to share transactional information with your customers and suppliers.
- Facilitate the processing of payments for outstanding transactions.
- Enable customers to raise queries on transactions with their suppliers.
- Enable you to view statements, invoices, payments, delivery dockets, and orders from your suppliers or for your customers.
- Create transactions such as payments or orders.
- Determine your eligibility to receive offers for special features or products.
- Improve our products and services.
All of our employees have signed employment contracts with confidentiality clauses. We restrict access to Confidential Information to those employees who require it to fulfill their client support role.
OnePosting Trading Partners
Transaction and contact information is shared between trading partners within OnePosting. A trading partnership is established when a supplier agrees to provide transactional information online for a customer to query and work with. Sentrio ensures that only information appropriate to that trading relationship is displayed to the customer and supplier. The customer can only see their own set of transactions with the supplier, and contact details provided by the supplier. Similarly, the supplier can only see contact details for the customer if the customer has agreed to establish a trading relationship with the supplier.
Disclosure to Third Parties
Sentrio will not sell or rent any of your Confidential Information to third parties. We will only share Confidential Information in the limited circumstances described below, or with your express permission. These third parties are limited by law or by contract from using the information for secondary purposes beyond the purposes for which the information is shared.
- We share information with companies that partner with us to process some of the transactions that you request, particularly in the area of processing payments to suppliers, and to protect our clients’ transactions from fraud.
- If you default on payments due to Sentrio, we may share your Company Contact Details and amounts due with processing companies including collection agencies.
- We disclose information that we in good faith believe is appropriate to cooperate in investigations of fraud or other illegal activity, or to conduct investigations of violations of our User Agreement.
- We may disclose Company Contact Details to companies that perform marketing services on our behalf. These companies are subject to confidentiality agreements with us and other legal restrictions that prohibit using the information except to market the specified Sentrio-related products or services, unless you have affirmatively agreed or given your prior permission for other uses.
- We disclose information in response to requirements of civil or criminal legal process.
- We will disclose information to your agent or legal representative on receipt of written confirmation from you identifying the agent or legal representative and outlining the information to which you want to grant them access.
- We share aggregated statistical data with our business partners or for public relations. For example, we may disclose numbers of client companies by industry sector or geographic region.
We may share your Company Contact Details with subsidiaries, affiliates and joint ventures to help coordinate the services we provide to you, enforce our terms and conditions and promote trust and safety.
Our Contacts with OnePosting Clients
We communicate informational information with our clients on a regular basis via email, SMS & regular mail, and telephone to provide important information about changes to our products and services and to resolve issues or investigate suspicious activities as they occur. We may also communicate via these methods when required to do so by law.
The email addresses that you designate will also receive copies of proofs of delivery automatically as they are uploaded from handheld devices connected to OnePosting from approved trading partners. The email addresses will also receive notifications when approved trading partners issue new invoices, or wish to send through credit control documentation.
We also use your email address and/or mobile phone number to send you other types of communications that you can control, including newsletters, client surveys and notice of special third-party promotions. You can choose whether to receive some of these communications when you complete the registration process, or at any time thereafter, by logging in to your account on the OnePosting website and changing your preferences in Your Profile. You can also change your choices at any time through the same procedure.
In connection with independent audits of our financial statements and operations, the auditors may seek to contact a sample of our clients to confirm that our records are accurate. However, these auditors cannot use Company Contact Details information for any secondary purposes.
Internet Address Information
We use IP addresses, browser types and access times to analyse trends, administer the site, improve site performance and gather broad demographic information for aggregate use.
By entering into our User Agreement, you agree that, with respect to other users’ Company Contact Details information and Transaction Information that you obtain through the site, you will only use it for the purposes for which it was provided, namely to view and exchange information with approved trading partners.
E. Information Security
Sentrio is committed to handling your Confidential Information with high standards of information security. We restrict access to your Confidential Information to employees who need to know that information in order to provide products or services to you. We maintain physical, electronic and procedural safeguards that comply with regulations to guard the information that you have provided to us. We test our security systems regularly and also contract with outside companies to audit our security systems and processes.
The security of your OnePosting account also relies on you protecting your OnePosting password. You may not share your OnePosting password with anyone. Sentrio representatives will never ask you for your password, so any email or other communication requesting your password should be treated as unauthorised and suspicious. If you do share your OnePosting password with a third party for any reason, including because the third party has promised to provide you additional services such as account aggregation, the third party will have access to your account and your personal information, and you may be responsible for actions taken using your password. You will be liable to reimburse Sentrio for any losses or costs incurred as a consequence of allowing a third party use your password.
If you believe someone else has obtained access to your password, please change it immediately by logging in to your account and changing Your Profile settings, and also contact us right away using the contact details listed at the end of this policy.
It is your responsibility to ensure that you keep your security information (username, password, personal questions etc) secure and that this information is not made available to any other person either voluntarily or involuntarily by you or on your behalf.
F. Accessing and Changing your Information
You can review and amend your Company Contact Details on OnePosting by viewing and updating Your Profile at any time.
H. Linking to other Websites
You should be aware that where you link to another website from any part of the OnePosting website, that Sentrio has no control over that other website. Sentrio has no responsibility for the privacy practices of other websites.
Sentrio reserves the right in its sole discretion to amend this privacy statement at any time, and you should regularly check this privacy statement for any amendments.
J. Acceptable Use
It is your responsibility to ensure that your use of the Service is for legal purposes and is not used in connection with any unauthorised or illegal activity.
You agree to indemnify and hold Sentrio, our subsidiaries, affiliates, officers, directors and employees harmless from any claim or demand (including legal fees) made or incurred by any third party due to or arising out of your breach of this Agreement or the documents it incorporates by reference, or your breach of any law or the rights of a third party relating to your use of the Service.
L. Data Protection
The parties acknowledge that, for the purposes of this Agreement, Sentrio acts as a Data Processor and the Client acts as a Data Controller in respect of any Confidential Information processed by Sentrio in connection with this Agreement.
The Client hereby appoints Sentrio as a Data Processor in relation to the Confidential Information. The Client further appoints Sentrio as an agent of the Client to appoint sub-Data Processors in order to Process the Confidential Information, provided that Sentrio appoints such sub-data processors on terms equivalent to this Clause.
The instructions given by the Client in respect of the Confidential Information will at all times be in accordance with the Data Protection Legislation and the Client will indemnify Sentrio against any claim arising as a result of the Client failing to comply with the Data Protection Legislation.
If you have any questions about this privacy statement, our information practices, or your dealings with us, you can contact our data protection officer.