Privacy and terms of use

This page tells you the terms of use on which you may make use of our website www.claimexpenses.com.

Please read these terms of use carefully before you start to use the site. By using our site, you indicate that you accept these terms of use and that you agree to abide by them. If you do not agree to these terms of use, please refrain from using our site.

What some words mean

So that we can be completely clear, here are some words we use which have specific meanings:

• "Account Holder" means a sole trader or company which has a claimexpenses.com account (generally this will be the organisation who invited you to the site);
• "claimexpenses.com account" means a current subscription to The Service;
• "The Service" means our claimexpenses.com software which is accessed and used via our password protected websites;
• "us" "we" and "our" refers to Creative Carbon Scotland. We are a Scottish Charitable Incorporated Organisation (registered charity number SC042687) and have our registered office at Thorn House, 5 Rose Street, Edinburgh, EH2 2PR;
• "you" means you, the person who accesses and uses this website and/or The Service; and
• "your Data" means any data entered or uploaded by you while using The Service.

Creating and accessing a claimexpenses.com account

How to apply: In order to access and use The Service, a claimexpenses.com account must first be created by signing up on our website and registering a new organisation.

Formation of a contract: If we accept an application for the creation of a claimexpenses.com account, we will confirm this by email and at that point a legally binding contract will be created between the Account Holder and us. If you apply for a claimexpenses.com account to be created, you must therefore ensure that you are authorised to enter into this contract for and on behalf of the Account Holder. The contract will be concluded in the English language and the provisions of these Terms of Service shall govern our agreement with the Account Holder and you.

Errors in information you gave us: If you made any mistakes in the details you gave to us when applying for a claimexpenses.com account, these errors can be corrected by accessing The Service and updating the "Organisation" settings, or by contacting our support team.

Refusal to create an account: We reserve the right, at our discretion, not to accept an application to create a claimexpenses.com account. This may be due to technical constraints, because you or your business has been banned by us from using The Service or for any other reason. No charge will be made by us for declined applications.

How to access the account: You will not be able to access and use The Service without a username and password for a claimexpenses.com account. You can obtain these by registering for an account on claimexpenses.com and verifying your email address.

Your rights

Your rights: If the business you represent is an Account Holder and you are authorised by it to use The Service, we grant you a non-transferable, non-exclusive licence to use The Service in accordance with these Terms of Service.

Conditions: The above licence is strictly subject to compliance with these Terms of Service by you (and by the Account Holder whose claimexpenses.com account you are accessing and by all other users of that claimexpenses.com account.)

Your obligations

You must:

• only access an Account Holder's claimexpenses.com account by using a password and username which that Account Holder authorises you to use; and
• only use The Service on behalf of the Account Holder whose claimexpenses.com account you are accessing and solely for purposes relating to that Account Holder's own business which are legal.
• comply with the Google Maps terms of service and Google Privacy Policy in relation to any google location search or maps displayed within the claimexpenses.com software.

You must not:

• do anything which could reasonably be expected to damage, disable, overburden, or materially impair The Service or our website generally or which is likely to interfere with any other party's use or enjoyment of The Service;
• question or dispute our ownership of the intellectual property rights in The Service;

Security: The Account Holder is ultimately responsible for administering and safeguarding any passwords created to control access to its claimexpenses.com account: please keep any password issued to you secure.

Paying for The Service

When you select a paid subscription on behalf of an Account Holder, our support team will contact you to arrange invoicing and payment. Annual subscriptions will be invoiced in advance, and are payable in full within 30 days of the date of invoice.

If the Account Holder fails to pay any invoice by the due date, we reserve the right to suspend your access to The Service until we have received full payment of all outstanding amounts, including all interest and charges.

Subscriptions will automatically renew annually on the anniversary of the start date unless you notify us that you wish to cancel. Your continued use of the system beyond each annual renewal date will constitute your agreement to renewal for an additional year.

We reserve the right to review and vary subscription fees, included features and usage limits at any time. We will give existing Account Holders notice of at least 60 days of any intention to vary their current subscription level or entitlements, which will take effect at their next renewal date. The Account Holder will have the option to export their data and cancel their account at any time.

Account Holders who carry out a significant portion of their work within the arts and culture industries in Scotland may be eligible for a subsidised subscription to claimexpenses.com. We reserve the right to vary or cancel such subsidised subscriptions in future.

Who owns what

Rights in your data: The Account Holder has sole responsibility for the accuracy and reliability of your Data. The Account Holder retains ownership of any copyright, trade marks, database rights and any other intellectual property rights it has in your Data (such as rights in its logo, for example.) Intellectual property rights in your Data will not be transferred to us.

We reserve the right to access and disclose your Data to law enforcement officials in the investigation of fraud or other alleged unlawful activities.

You grant to us a worldwide, irrevocable, non-exclusive, premium and royalty-free license to use, reproduce, publish, translate and distribute such information in an anonymised format for research, educational and teaching purposes including the development and publication of industry and/or sector analysis and benchmarks.

You grant our staff permission to access your Data for the purposes of providing support in the use of The Service to users you have authorised to have access to your claimexpenses.com account. You further grant our staff permission to access your Data for the purpose of reviewing or improving the performance or functionality of The Service.

Rights in our software and our website: All copyright, database rights, trade marks and other intellectual property rights in The Service (including any such rights in our website) are either owned by or licensed to us and nothing in these Terms of Service shall transfer any ownership rights to you or to the Account Holder.

Third party features: All copyright, database rights, trade marks and other intellectual property rights in any external data sources or embedded third party services used in claimexpenses.com are the intellectual property of the relevant third party provider.

Closing a claimexpenses.com account

Cancellation by you: You can close the Account Holder's claimexpenses.com account at any time by contacting the support team. No further subscription fees will be billed and no refund will be made of any subscription fees already billed and paid.

Suspension and closure by us: If you (or any other user of the Account Holder's claimexpenses.com account) fails to abide by these Terms of Service, or if payment of any subscription fees is not paid on time, we reserve the right to suspend your access to The Service or permanently cancel the Account Holder's claimexpenses.com account. If we withdraw access to The Service because these Terms of Service have been breached, no refund will be payable by us. We also reserve the right to close any claimexpenses.com account for any reason, by giving one month's notice.

Disclaimer

IMPORTANT: This section restricts the extent to which we are liable for any losses which may be suffered in connection with your use of The Service. It also requires the Account Holder to compensate us for any loss we suffer as a result of your failure to comply with these Terms of Service.

No guarantees: We make no guarantee that The Service will be suitable for your intended use, neither do we guarantee that it will be error-free, timely, reliable, entirely secure, virus-free or available, especially since we are dependent on the reliability of the Internet and your use of your own computer to access The Service. We will try to keep disruptions to a minimum but we may suspend The Service from time to time to carry out maintenance and support work and to investigate unauthorised use.

Exclusion of our liability: You use The Service entirely at your own risk. We do not restrict our liability (if any) for personal injury or death resulting from our negligence, for fraud committed by us or for any matter which it would be illegal to limit or to attempt to restrict. We exclude all other liability and responsibility for any amount or kind of loss or damage arising in connection with The Service (even if we have been advised of their possibility.)

Limitation of our liability: Where we are not legally entitled to exclude our liability, our total liability for any loss or damage relating to The Service (or to our website generally) shall not exceed an amount equal to the subscription fees which the Account Holder has paid to us in the previous month.

Liability to us: If you access The Service using a password created to control access to the Account Holder's claimexpenses.com account, then the Account Holder shall be held liable for any reasonable costs and expenses incurred by us as a result of breach of these Terms of Service by you. Otherwise, you shall be personally be held liable for any reasonable costs and expenses incurred by us as a result of breach of these Terms of Service by you.

General legal matters

Entire agreement: These Terms of Service and our Privacy Policy describe the entire agreement between you, the Account Holder and us regarding The Service, and supersede any prior understandings or agreements. The headings are for convenience only and shall not affect the construction or interpretation of these Terms of Service.

Third party features: In order to use certain optional features of claimexpenses.com which relies on external data sources or embedded third party services you will be require to accept the terms and conditions of the relevant third party provider. These will be notified to you within The Service at the point of first use of the relevant feature and thereafter where those terms are subsequently updated from time to time.

By agreeing to these terms and conditions you agree, if you use the relevant features, to be bound by the terms and conditions listed above (and as subsequently amended from time to time) and any other third party terms subsequently accepted by you while using The Service ("third party terms"). Any breach by you of the third party terms shall, without limiting any other remedy available to the third party provider, be deemed to be a breach of these Terms of Service.

Changes to this contract: We reserve the right to change these Terms of Service from time to time and therefore we may impose new or different terms and conditions on your use of The Service. These additional terms will be posted here on our website and will be effective 14 days after the date of posting. Therefore you should regularly review this page to check for changes to these Terms of Service. Your continued use of The Service will be deemed to constitute acceptance by the Account Holder of all of the new terms. These Terms of Service may not otherwise be changed without our written consent.

Transfer of rights & obligations: We shall be entitled to transfer our rights and/or obligations under these Terms of Service to another party. Neither you nor the Account Holder may transfer any of your rights or obligations under these Terms of Service without our written consent.

Waiver and severability: If either you or we ignore any breach of these Terms of Service, it doesn't mean that any further breach cannot be enforced. Similarly, if any part of these Terms turn out to be invalid or unenforceable for some reason, then it will be replaced with a provision which, as far as possible, achieves the same purpose as the original, and the remainder of the agreement will still be binding.

Resolving disputes: These Terms of Service shall be governed by and interpreted in accordance with Scots law. If any party wants to take court proceedings in relation to The Service, it must do so in Scotland. You are responsible for compliance with any applicable laws of the country from which you use or otherwise access The Service.

---

Privacy Policy

Creative Carbon Scotland ("We") are committed to protecting and respecting your privacy. This policy (together with our terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Information we may collect from you

We may collect and process the following data about you:

• Information that you provide by filling in forms and data fields on our site www.claimexpenses.com (our site). This includes information provided at the time of registering to use our site, data inputted when using the site, posting material or requesting further services. We may also ask you for information when you report a problem with our site.
• If you contact us, we may keep a record of that correspondence.
• Creative Carbon Scotland may also ask you to complete surveys that we use for research and market research purposes, although you do not have to respond to them.
• Details of your visits to our site [including, but not limited to, traffic data, location data, weblogs and other communication data] and the resources that you access.
• Any other information that you choose to send us.

IP addresses

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our clients and advertisers. This is statistical data about our users' browsing actions and patterns, and does not identify any individual.

Cookies

For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on your browser or the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive. They help us to improve our site and to deliver a better and more personalised service. Some of the cookies we use are essential for the site to operate.

If you register with us or if you continue to use our site, you agree to our use of cookies.

Where we store your information

The information that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. Creative Carbon Scotland will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Uses made of the information

We use information held about you in the following ways:

• To carry out our obligations arising from our contract we will share all information provided by you with contractors including data inputted for the purposes of carbon footprinting. This information will be used by us in order to provide environmental sustainability support to you.
• To carry out our obligations arising from any contracts entered into between third party contractors in relation to provision of services to you.
• To ensure that content from our site is presented in the most effective manner for you and for your computer.
• To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
• To allow you to participate in interactive features of our service, when you choose to do so.
• To notify you about changes to our service.

Disclosure of your information

• We may disclose your personal information to any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
• We may disclose your personal information to third parties:
  • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
  • If Creative Carbon Scotland or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and/or terms and conditions of supply and other agreements; or to protect the rights, property, or safety of Creative Carbon Scotland, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
• We may disclose your personal information to other users who have been granted access to your overall claimexpenses.com account by the Account Holder. These users may include finance staff, environment officers and others within the organisation who the Account Holder wishes to provide with access to expenses, travel and carbon data. If you have concerns about the privacy of your information within your organisation you should speak to the Account Holder.

Disclosure of information to Google Maps

We use the Google Maps service to power location search, trip maps and journey distance calculations. When you use these features as part of entering a travel claim, elements of the data you enter will be shared with Google. This includes your search terms, the details of the places you select, the mode of travel and the combinations of start, intermediate and end locations for your journey. We only share details that are required to enable the maps functionality : for example, we do not share trip descriptions, costs or analysis coding.

We do not directly share any personally identifying information with Google Maps. However, when you type into a location search field or view a map, your browser will send requests directly to Google. These may contain information that is capable of tracking, or identifying you, in particular if you are simultaneously logged in to another Google service. Google may also be able to indirectly identify you, link your activity to your activity on other websites that make use of Google services, or identify your rough geographical location by collecting data from cookies, IP address and system / browser metadata that your browser sends to them.

Google uses the information sent directly by us in order to provide the location search results and maps you have requested. They may also use that data, and any additional data they collect directly, to improve their service and provide more relevant results as well as for a variety of their own purposes.

The Google Privacy Policy sets out the full details of how Google collect, protect, and use your personal data across all their services.

Your rights

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at info@creativecarbonscotland.com

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Access to information

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to info@creativecarbonscotland.com.