SegBay Software Privacy Policy Print

Last updated: 1 April 2020

SegBay Software ("SegBay Software", "we", "our" and/or "us") provides a number of products and services ("services") that lots of people use personally and for their businesses on a daily basis. Our services include:

  • Our websites and subdomains
  • Our web & mobile apps like Asset Manager, Budget Manager, and News apps
  • Mobile apps development
  • Bespoke web & database solutions
  • Student systems consultancy

When you use our services, we collect and use certain types of information to help us deliver the services. We understand that you are trusting us with your information, which is why we work hard to protect that information and put you in control.

This Privacy Policy applies to SegBay Software and all our services. The policy explains what information we collect and why we collect it, and how you can access, update, export, and delete your information. Please read carefully and use the contact form on this website to get in touch if you have any questions.

Information we collect

Depending on how you use our services and how you manage your privacy controls, we collect certain types of information to efficiently deliver our services. For example, you can set your browser to allow our services to remember you when you first sign in to the services so that you are not required to sign in again until a certain time or before you sign out completely. Like most websites, we collect and store information on your device in order to make this happen.

Information you provide to us

Most of our services have non-restricted access - for example, you can browse our websites and use almost all of our mobile apps on your device without giving us your personal information, although you can choose to provide us with information such as your email address if you want to be notified about updates to our services.

When you create an account with us, for example to use our cloud-based solutions, you provide us with your personal information including your name, company name, email address, and a password. You can also choose to add other non-mandatory information such as your phone numbers (including cell/mobile), mailing address, or profile photograph to your account.

In some cases, we also collect the content that you create, receive, upload, or make available through our services. For example, our Asset Manager (Cloud) apps allow you to build your content by adding records and uploading images to our servers so that you can access the same content anywhere, on any of your compatible devices.

Information we collect from your use of our services

When you access our services, we automatically collect and store anonymous information for service operation, troubleshooting, quality assurance, and security purposes.

From your browser and device

Depending on how you interact with our services, the information we collect may include your Internet protocol (IP) address (from which location information such as country, region, and city may be derived), the device model and operating system (type and version), the browser type and version, the date and time of access, the referral URL of your request, and a string of characters used to uniquely identify your broswer or our app that you install on your device.

What we use to collect this information

We use a variety of technologies to collect and store information, including the following:

  • Cookies

    Our websites and web apps use cookies to enhance your online experience, to make certain functions work better for you and to make it easier for you to browse through the services by remembering your preferences.

    Cookies are small text files which a website sends to and stores on your device when you visit the website for the first time. This is so that your browser can be recognised the next time you visit the website. You can use your browser's settings to disable all cookies, including cookies that are linked to our services. Please note that doing so may hinder your use of certain functions of our services. For example, the "Remember me" and similar functions will not work properly if you block your cookies. Learn more about how we use cookies.

  • Third-party cookies and device identifiers:

    In some of our services, we use Google Analytics to help us analyse traffic to our websites and applications in order to better understand how the services are used. We also use Google's Firebase Cloud Messaging for sending and receiving messages across all your devices for some of our services that you use. Google Analytics and Firebase Cloud Messaging collect and store cookies or other device identifiers on your device that are used to measure your use of our services with which the tools are integrated. Firebase messages either trigger further actions such as syncing our mobile apps on your devices or are delivered as notifications to your devices. For more information, please see Google's Privacy Policy and How Google uses data when you use its partners' sites or apps.

  • Local storage

    We collect and store information on your mobile device using the available application data cache options for that device. In some cases, this may include your personal information such as the name and email address on your account with us, and most of the content you create and receive when using our services. For example, when you use the mobile application of our cloud-based solutions, we store your information and content on your device in order to improve your experience (for instance, your content can load faster and without Internet connection) and to enhance the overall quality and performance of our services that you use.

    However, all cached data is deleted once you sign out of your account or uninstall the application from the mobile device. Please note that some of our services, especially the stand-alone flavours of our mobile applications, allow you to back up your data to your local drive (Internal storage or SD card) in order to be able to restore the mobile application after it is reinstalled. The backup data remains on your device even after uninstalling the mobile application. You can remove the backup data manually or choose another backup option (such as Google DriveTM, DropboxTM, or Microsoft OneDriveTM) in place of the local drive option.


We place adverts and/or sponsored links from our third-party partners in some of our services. The adverts and sponsored links require cookies or device identifiers to function properly. For more information, please see Google Ads Privacy Policy.

Why we collect information

We use the information that you give us and that from your use of our services in the following ways:

Provide our services

Using your information enables us to deliver our services while satisfying our legal contractual obligation, for example, to invoice your account for your subscription, or to use the IP address assigned to your device to send a data request that you make to our servers back to you.

Maintain and improve our services

We use information from your use of our services to detect and fix errors and to help you with troubleshooting any issues that you report to us more quickly. Using these types of your information also allows us to make improvements to our services, for example, various people use different browsers to access our websites and web apps. With this information, we test our sites and apps on more browsers and fix any problems that we find for all users.

Communicate with you

We use your personal information, such as your name and email address, to communicate with you about the services you have purchased or subscribed to, for example to inform you of service updates or improvements, or to notify you about your subscription payments. We may also interact with you directly for other purposes in which you have shown an interest, for example, by contacting us, making an enquiry, or sending us your feedback or suggestions. Where you have given your explicit consent, we may also send you marketing emails.

Measure performance

We use information collected from performance measurement tools such as Google Analytics that our services integrate with to understand how our services are used by, for example, analysing such data as visits to our websites and apps. Collecting data this way under legitimate interests is reasonably expected as part of the day to day running of our business.

Personalise your content

We use your information to display personalised content to you according to your preferences, for example showing certain information in your preferred currency or timezone.

We show ads in some of our services mostly delivered by Google Ads. Depending on your ad settings, Google Ads may display personalised ads to you based on your interests. Visit Google Ads privacy notice page for more information on how to control your ads settings.

Protect you, SegBay Software, and others

We use your information to protect against fraud and automated abuse, and to detect, prevent, and diagnose potential security breaches.

Managing your information and privacy controls

When you are signed in to your account with us, you can manage your information in the following ways:

  • Your personal information

    Browse to your account settings to review and update your personal information, such as your name, email address, password, and phone number. Where applicable, you can also manage your company details, including company name, address, and phone numbers.

  • Account preferences

    Also, go to your account settings to manage your account preferences including opting in or out of receiving marketing communications from us. You can also use the relevant opt-out link provided in any marketing email that you receive from us.

Whether or not you are signed in or if you do not have an account with us, you can manage information collected and stored with your browser or device in the following ways:

  • Newsletter subscription

    Opt in or out of our newsletter programme. You can also use the relevant opt-out link provided in any newsletter email we send to you.

  • Ads settings

    Control your Google Ads Settings for advertisements on our websites and apps, and other sites. You may need to sign in to your Google account.

  • Browser settings

    You can set your individual browsers to disable all cookies, including cookies associated with our services. You will not be able to use certain features of our services if you block all cookies.

  • Device settings

    You can also use your device settings to manage your data created with our apps. For example, Android provides a clear data function for installed apps, which you can use to remove our apps' data and cache from your device. Remember to back up your data elsewhere before using functions such as this.

Exporting and deleting your information

Where you create, upload, and receive content using our services, we provide in-service facilities that you can use to export a copy of that content to a backup file of the relevant services or to a file for a service that you use outside of SegBay Software.

Deleting your information
  • Your content

    If you need to remove or delete your content from our services, access the services that you use normally and delete the content using the facilities provided.

  • Your account

    As we try to prevent accounts from being deleted in error or accidentally, you need to send us your account removal request using the contact form on this website or within your account.

Data retention notice

You can delete some of your information, such as the content you create, upload, or receive while using our services, at any time that suits you. We also remove some of your information automatically, for example, data you create during a trial period of a service for which you do not upgrade after your trial ends.

  • Backups

    Your data on our servers is frequently backed up to provide more protection in case there is a need to recover from potential disasters. Your data can remain in our backup storage for up to 5 days after it is removed from our active systems.

  • After a trial period

    We retain some of your data on our active systems for up to 30 days after you complete a trial period without upgrading your account so that you can continue from where you last stopped should you upgrade within the grace period.

We may be obliged to keep certain information for longer periods of time for the following legal or legitimate business reasons:

  • Tax or accounting purposes, for example, your invoice and payment data. The UK law requires us to keep financial records for a minimum of 6 years.
  • Legal or regulatory requirements, for example, if we receive a court order, or we need to investigate potential violations of our Terms of Service.
  • Protect privacy or rights of others.

Sharing your information

We do not share your personal information with any third-parties unless we have your explicit consent to do so, and except in the following situations:

Service providers and agents

We engage other businesses, independent contractors, and affiliates of SegBay Software with whom we share personal information in order to process it or to perform specific services and/or functions for us. For example, we use trusted service providers to help us with web hosting and with processing of credit card information - we do not collect or store credit card information.

Primary users

If a primary user manages your user account with SegBay Software, for example for Asset Manager (Cloud), that primary user and the administrator(s) they create to provide your company's user support will have access to your account information, including the personal information you have given us for that specific service. Your company's primary user and administrators may also be able to do the following:

  • restrict your access level in terms of what you can or cannot do.
  • block or delete your account access so you are no longer able to use the service.
  • access the content that you add, edit, or delete.
  • use your information for business, legal, and other purposes.

Please see your company's privacy policy for details on how your company uses your information.

Business transfers

If SegBay Software goes into a merger, acquisition, or another transaction with another business, or creation of a separate business, involving selling or transferring all or some of our assets, confidentiality of your personal information will continue to be maintained. We will notify all affected users before personal information becomes subject to another privacy policy.

Legal reasons

We will share personal information with organisations outside of SegBay Software if we believe, in good faith, that access, use, preservation, or disclosure of the information is reasonably necessary to:

  • comply with applicable law, regulation, legal process, or other government requests (for example, a court order),
  • enforce our Terms of Service (for example, in cases of potential violations),
  • detect, prevent, or address fraud, security, or technical issues related to our services, or
  • protect the property, rights, and safety of SegBay Software, our users, and others.

Protecting your personal information

We provide security measures to protect you and SegBay Software from unauthorised access, disclosure, or manipulation of information in our care, including:

  • Storing your information on servers that are frequently monitored at locations with secured facilities that have restricted access.
  • Restricting personal information only to SegBay Software, independent contractors, and agents who need to know the information in order to operate, develop, and maintain our services.
  • Encrypting your data with strong Secure Sockets Layer ("SSL") to keep it private when transmitted between your device and our servers.

We also encourage you to observe measures on your part in order to ensure further security of your information. We recommend the following:

  • Keep your login details safe always,
  • Never share your username and password with anyone,
  • Use a very strong password and memorise it - do not write it down literally,
  • If you use a shared computer or mobile device to access your account:
    1. do not use the "Remember me" feature of signin, and
    2. always sign out completely and close your browser or application.


Unless otherwise indicated, our services are not intended for use by, or targeted towards, children under the age of 13. We do not knowingly collect personal information from anyone below this age. Information of such persons will be removed from our systems as soon as we are aware it.

Your rights

If the facilities we provide are not sufficient to view and manage your personal information, you can request to access, update, or correct the information. You also have the right to object to the processing of your personal information on grounds associated with your specific situation, if the information is subject to the EU General Data Protection Regulation (GDPR) and processed based on legitimate interests (for example, direct marketing).

GDPR also gives you the right to have your personal information erased (also known as to be forgotten) and restricted, and you can ask for portability of the information.

You can at any time to request any of the above. We will endeavour to fulfill your request within 28 days after we have verified your identity. Please note that some of your rights under GDPR are not absolute. For example, your right to erase your personal information does not override our legal obligation under the UK law to keep tax and accounting information like invoices for longer periods of time.

Changes to our privacy policy

We may update our Privacy Policy from time to time. All changes to our Privacy Policy will be posted on this page. We encourage you to visit this page periodically.

For the purposes of Data Protection Act (1998) and the EU General Data Protection Regulation (GDPR), the controller of your personal information is , , .

Useful third-party privacy policies

Below are links to third-party privacy policies you can read for further information. You will find information on how to delete or refuse cookies for individual services by following the relevant links.