Privacy notice
Last updated on
Who we are
samcloud is a brand of SAMEXPERT CLOUD LTD ("samcloud", "we", "us"), a SAMexpert company. SAMEXPERT CLOUD LTD is registered in England and Wales, company number 17357458, registered office 10 Springfield Court, Stonehouse GL10 2JF, United Kingdom.
We are the data controller for personal information collected through samcloud.ai and our services. Our majority shareholder is SAMEXPERT LTD (company number 15652471).
Our team uses samexpert.com email addresses. Emails from these addresses about samcloud services are sent on behalf of SAMEXPERT CLOUD LTD.
Contact for privacy matters: ask@samexpert.com
Cookies
Please see our Cookie policy.
The personal information we collect
- Your name, email address, phone number and mailing address
- Your social profile(s)
- The organisation you work for and your job position
- Your interests and activity on our website and at our events
- Information you share with us in meetings and calls, including recordings and transcripts where meetings are recorded (see "Meeting recordings" below)
- Technical information such as browser type, device and pages visited, collected through our analytics tools
How we get your personal information
Directly from you when you:
- subscribe to our mailing list(s)
- enquire about our services through our website forms, email, phone or social networks
- book a meeting with us through Calendly
- procure a service from us
- register for our events
- take part in surveys, giveaways or contests
Indirectly when:
- you consent to share your details on our event pages hosted on third-party platforms
- you follow our social media pages
- you buy electronic tickets (including free tickets) to our events
- you subscribe to our mailing list(s) through third-party services
- SAMEXPERT LTD transfers your details to us because the services you received from SAMexpert (such as contract negotiation, cloud optimisation and Microsoft licensing advisory) are now provided by samcloud
Why we use it and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiries and arranging meetings | Legitimate interests; or steps you ask us to take before entering a contract |
| Delivering services and meeting our contractual obligations | Contract |
| Continuing services for clients transferred from SAMEXPERT LTD | Legitimate interests (continuity of service) |
| Recording and transcribing meetings | Legitimate interests (accurate records of discussions) |
| Analysing information to deliver our services, including with AI tools | Contract or legitimate interests |
| Sending our mailing list(s) | Consent; or, for business contacts, legitimate interests (where the law allows) |
| Running events, surveys and contests | Consent or legitimate interests |
| Improving our website and services; analytics | Legitimate interests (and consent where our Cookie policy says so) |
| Accounting, tax and other legal requirements | Legal obligation |
| Establishing or defending legal claims | Legitimate interests |
Our legitimate interests are delivering and marketing our services, keeping accurate records, improving our website and services, and running our business. You can withdraw consent at any time by emailing ask@samexpert.com or using the unsubscribe link in our emails.
Meeting recordings
We may use Fireflies to record and transcribe meetings. We tell participants before recording starts. If you do not want a meeting recorded, tell us at any point and we will not record it.
Do you have to give us your information?
No law requires you to. If you do not give us the details needed to respond to you or deliver a service, we may not be able to do so.
Who we share it with
We use the following service providers to run our business:
- Zoho (CRM)
- Calendly (meeting scheduling)
- Fireflies (meeting recording and transcription)
- Anthropic (AI-assisted business analysis)
- Microsoft 365 and Azure (email, collaboration and cloud storage)
- Mailing list and email campaign services, survey platforms, and web analytics providers (Plausible)
We may also share information with:
- SAMEXPERT LTD, where needed to deliver services to you or for group administration
- our professional advisers
- authorities, where the law requires it
We do not sell your personal information.
International transfers
Some of our service providers process data outside the UK and EU, including in the United States. Where they do, the transfer is protected by the UK Extension to the EU-US Data Privacy Framework, the EU-US Data Privacy Framework, or approved contractual safeguards (the UK International Data Transfer Agreement or Addendum, and EU Standard Contractual Clauses).
Our team works from the United Kingdom, Germany, Lithuania, Bulgaria, Switzerland, Israel and Canada. The UK and the EU recognise these countries as providing adequate protection for personal data. Where that recognition does not cover a particular team member, we use approved contractual safeguards.
How long we keep it
- Financial, tax and contract records: six years from the end of the financial year they relate to, as required by UK tax law
- Other client and engagement records, including meeting recordings and transcripts: six years after the engagement ends, the period during which legal claims can be brought
- Marketing and enquiry records, including recordings of calls that do not lead to an engagement: no longer than five years after our last contact with you
- If you unsubscribe, we keep a minimal record so we do not contact you again
We then securely delete the information.
How we protect it
Your information is stored securely in digital form, and we take measures to prevent unauthorised access.
Your data protection rights
You have the right to:
- access your personal information
- have inaccurate information corrected or incomplete information completed
- have your information erased
- restrict how we process it
- object to our processing, including the recording of meetings
- data portability (receive your data or have it transferred)
- withdraw consent at any time
We do not make decisions about you based solely on automated processing.
There is no charge for exercising your rights. We will respond within one month. This may be extended by up to two further months for complex requests, in which case we will tell you. Contact us at ask@samexpert.com.
EU representative
Because we offer services to people in the European Union, we have appointed Stefan Denk as our representative in the EU under Article 27 of the EU GDPR. You or an EU data protection authority can contact him at eu-representative@samexpert.com or Römerring 22, 76768 Berg (Pfalz), Germany.
How to complain
You can complain to us at ask@samexpert.com or SAMEXPERT CLOUD LTD, 10 Springfield Court, Stonehouse GL10 2JF, United Kingdom, +44 20 3357 7120. We will acknowledge your complaint within 30 days and respond without undue delay.
You can also complain to the Information Commissioner's Office (ICO):
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, United Kingdom. +44 303 123 1113. ico.org.uk (opens in a new tab)
If you are in the EU, you can complain to the data protection authority in the country where you live or work.
Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last updated.