Privacy

Introduction to Xplor Technologies 

We are Xplor Technologies (we, us, our, Xplor).  We provide payment, membership and business management services (our services) across the globe.  You can see a full list of the Xplor companies covered by this notice below.  

This notice

We use personal data to provide, develop and promote our services and wider business (also known as personal information, personally identifiable information or PII).   This notice explains in a bit more detail how and why we use personal data.  We also use this notice to give you information about your data protection rights and our contact details.  

This notice was last updated March 2021.  We will periodically make further amends so please check back for updates.  

What personal data do we collect?

Our services 

Our services involve providing clients with membership, payment and business management solutions.  Where we collect and process personal data relating to our clients’ customers or members (members), we are generally acting only as a processor and our client will be the controller that is ultimately responsible for how their customers or members’ personal data is used.  

However, we have to use members’ personal data separately from our obligations to our clients (for example, our regulatory responsibilities or legal rights), we will be the controller and responsible for how personal data is used.  

We collect personal data from members when they register to use a service, such as a gym, leisure facility or nursery, provided by one of our clients.  

Where we are a controller the personal data we collect and generate relating to members includes:

Username and password

Sign-on information provided to third parties (where a member accesses our services through a third-party interface, such as a social media platform)

Membership and/or account details

Basic personal and contact details (name, home, email, telephone)

Fitness-related information where relevant (height, weight, etc.)

Official ID (passport or driving licence)

Financial details (including banking and payment information)

Location information

Device information (including ID, type, time zone setting and location, IP address)

Marketing and communications data (including preferences)

Notification alert settings

Purchase history 

Personal data in correspondence (including call recordings, webchat and emails

‍ Website visitors

We operate the following websites (our websites):

https://www.brandbot.com

https://www.brightlime.com

https://clearent.com

https://clubware.com.au

https://clubware.co.nz

https://clubware.co.uk

https://clubware.co.us

https://www.coolfront.com

https://www.debitfinance.co.uk

https://www.debitsuccess.com.au

https://www.debitsuccess.co.nz

https://www.extraclub.fr

https://fieldedge.com

http://www.harlandsgroup.co.uk

https://www.heva-federations.fr

https://www.legendware.co.uk

https://linksmodularsolutions.com

https://marianatek.com

https://ourxplor.com

https://www.paysmart.com.au

https://www.perfectmind.com

https://www.ptminder.com

https://qikkids.com.au

https://www.resamania.fr

https://www.serviceautopilot.com

https://www.spotpos.com

https://www.stadline.com

https://www.transactionservices.global

https://triib.com

https://truecoach.co

https://xplortechnologies.com

https://zingfit.com

The information we collect from individuals that visit our websites (website visitors) includes: 

Device information (including ID, type, browser type and version, plugins, operating system and platform, time zone setting and location, IP address)

Website usage 

Personal data entered into webforms 

Personal data in correspondence

Purchases and order history

Marketing and communications data (including preferences)

Cookie and web beacon data (please see Cookies section below) 

People we work with

We collect personal data directly from individuals we work with and from their employers or the organisations they represent.  We also collect personal data relating to people we work with from other organisations we work with (for example, industry conferences, industry media, social media platforms and stores).  

The personal data we collect relating to people we work with includes:

Name

Address

Contact details (including telephone and email)

Social media 

Professional and employment details 

Personal data in correspondence 

Prospective colleagues

We collect personal data directly from prospective colleagues, from third party recruitment and staffing agencies and from other third parties that represent and/or act for those prospective colleagues and/or for us.  We also collect personal data relating to prospective colleagues from other organisations we work with (for example, industry conferences, industry media, social media and other platforms).  Finally, we may also collect personal data regarding prospective colleagues, where appropriate and with their permission, from their employers and/or the organisations they represent.

The personal data we collect relating to prospective colleagues includes:

Name

Address

Contact details (including telephone and email)

Social media 

Professional and employment details

Personal data in correspondence

How we use personal data

Members

We mainly use members’ personal data as a processor to provide services to our clients.  Consequently, members should check the privacy notice of the gym, leisure facility, nursery or other organisation from which they registered to receive services. 

Where we use members’ personal data as a controller it is generally to meet our regulatory obligations (for example, our obligations as payment services provider under the Payment Services Regulations 2017) or to exercise our legal rights.  We also aggregated and anonymise members’ personal data to use for developing and monitoring our services.  

Website visitors  

We use personal data relating website visitors mainly to provide, develop and promote our websites, services and wider business.  More specifically, we may use personal data relating to website users to:

Provide customer service and assistance

Better understand how our websites are used (including checking traffic patterns and what types of content are most popular)

Website analytics and improvements 

Market and advertise our services

Detect and address security risks

Detect fraud and other unlawful activity

Exercise legal rights and comply with legal obligations

People we work with 

We use personal data relating to people we work with mainly to provide, develop and promote our services and wider business.  More specifically, we use personal data relating to people we work with to:

Manage services provided by our suppliers

Arrange meetings, calls and events

Send direct marketing 

Manage business and professional relationships 

Provide, develop and promote our websites and services

Exercise legal rights and comply with legal obligations

Prospective colleagues

We use personal data relating to prospective colleagues mainly to assess those individuals’ suitability to work with us, to arrange and conduct assessments and interviews, to make offers and provide contracts of employment or engagement, and to conduct pre-employment (or pre-engagement) background checks, obtain references and verify those individuals’ right to work or to provide services to us.

Our legal grounds to use personal data

Members

Legal obligations

We use personal data relating to members where necessary for our regulatory obligations.  

Legitimate interests

We also use personal data relating to members where necessary for the purposes of legitimate interests pursued by us or the organisations we work with.  Our legitimate interests include the operation, development and promotion of our services, our websites and our wider business.  We will not use personal data for our legitimate interests if there is an undue impact on members’ privacy or other rights. 

Website visitors

Legitimate interests 

We use personal data relating to website visitors where necessary for the purposes of legitimate interests pursued by us or the organisations we work with.  Our legitimate interests include the operation, development and promotion of our services, our websites and our wider business.  We will not use personal data for our legitimate interests if there is an undue impact on individuals’ privacy or other rights.

Consent 

Our legal ground for sending website visitors direct marketing is consent.  Our legal ground for non-essential Cookies is consent.  Consent for direct marketing or non-essential Cookies may be withdrawn at any time (please see Cookies section below).  

People we work with

Contract 

Where we have a contract in place with an individual we work with, our legal ground for the use of personal data relating to that individual is mainly the performance of the contract.  

Legitimate interests 

Where we do not have a contract directly with an individual or we need to use personal data outside the performance of a contract, we will use personal data where necessary for the purposes of legitimate interests pursued by us or the organisations we work with.  Our legitimate interests include the operation, development and promotion of our services, our websites and our wider business.  We will not use personal data for our legitimate interests if there is an undue impact on individuals’ privacy or other rights.

Prospective colleagues

Legitimate interests 

We use personal data relating to prospective colleagues where necessary for the purposes of legitimate interests pursued by us or the organisations we work with.  Our legitimate interests include the identification and engagement of those colleagues best placed to effectively operate, develop and promote our business.  We will not use personal data for our legitimate interests if there is an undue impact on individuals’ privacy or other rights.

Consent

Where a person has expressed an interest in working with us, we may also rely on the consent of that person (such as when seeking references) as the legal ground for our use of personal data relating to that individual.

Automated decision-making

We do not make any decisions that have significant legal consequences solely by using automated decision-making. 

Sharing personal data

Members

When we are acting as a controller, we share members’ personal data with our relevant client, our staff and the following types of service providers:

IT providers and developers 

Group companies and affiliates 

Business partners providing services to the same client

Professional service providers (for example, accountants and lawyers)

We also share personal data relating to members where necessary with:

Regulators and other official authorities

Law enforcement and fraud prevention agencies

Independent adjudication services 

Website users 

We share personal data relating to website users with our staff and the following types of service providers:

Payment processors

Marketing and advertising partners 

Analytics service providers 

IT providers 

Group companies and affiliates 

Business partners working on the same projects or services

Professional service providers (for example, accountants and lawyers)

People we work with

We share personal data with our staff and the following types of service providers:

Payment processors

Marketing and advertising partners

IT providers

Group companies and affiliates

Business partners

Professional service providers (for example, accountants and lawyers)

Prospective colleagues

We share personal data relating to prospective colleagues with our staff and with the following categories of third parties:

Marketing, advertising and recruitment partners

IT providers

Group companies and affiliates

Business partners

Professional service providers (for example, accountants and lawyers)

Background checking agencies and relevant governmental authorities

The prospective colleague’s current or former employers

Reorganisation and legal 

We may share any personal data we hold with potential buyers, group companies and/or business partners where necessary and appropriate for a reorganisation, restructuring, merger, sale or transfer of assets involving Xplor or our services.  

We will share personal data where necessary to establish, exercise or defend our legal rights.  

Regulatory and legal responsibilities 

We will also share personal data where required by the courts, official authorities or law.

Cookies and similar technologies

Cookies and similar technologies (Cookies) allow us to track how people interact with our websites.  We also use Cookies to advertise our services.  The types of Cookies we use are described below: 

Essential cookies 

Our websites will not work properly without essential Cookies.  For example, we and our service providers may use essential Cookies to identify and authenticate visitors.  We also use essential Cookies to enforce our terms of use and maintain security.   

Non-essential performance or analytics cookies

Non-essential performance or analytics Cookies collect information and analytics about how people use our website.  For example, we track which pages users visit most often and error messages received by users from web pages.  

We use non-essential Cookies provided by Google, Hotjar and New Relic. 

Advertising cookies

Advertising Cookies are used to deliver advertisements relevant and measure the effectiveness of advertising campaigns.  These Cookies are usually placed by advertising networks with our permission.  They remember that you have visited the website and this information is shared with other organisations such as advertisers.  

We use advertising Cookies provided AdRoll, Google, LinkedIn, Facebook, Pardot and Marketo.

We always seek consent for advertising Cookies.  

Children 

We only use personal data relating to children under 13 with appropriate adult consent.  If you think that we incorrectly hold personal data relating to a child, please let us know immediately. 

International transfers 

We routinely transfer personal data from the European Economic Area (EEA) and United Kingdom (UK).  Where we transfer personal data outside the EEA or UK to a country that has not been recognised as providing an adequate level of data protection, we use approved standard contractual clauses unless we have identified another appropriate safeguard or a relevant exemption.

Where other jurisdictions have similar restrictions on international transfers of personal data, we implement similar safeguards or exemptions. 

Data retention 

We only keep personal data relating for as long as necessary for our business purposes and for up to a further seven years where necessary to protect our legal interests.

We will only keep personal data for longer periods where necessary for our regulatory obligations or other legal purposes.  

Rights

Exact rights will vary depending on jurisdiction and circumstances but individuals present in the UK, EEA, California and New Zealand will generally enjoy the following rights to:

Information about how we use personal data (which is what this notice is for)

Access to personal data

Object to the use of personal data (including the sale of personal data to other companies)

Erasure of personal data (also known as the ‘right to be forgotten’)

Portability of personal data

Withdraw consent where our use of personal data is based on consent

Rectification of personal data

Restriction of personal data

Complain to a supervisory authority

Please be aware that these rights are not absolute and there may be some situations in which they cannot be exercised or are not relevant.

You will not be treated differently or discriminated against for exercising any of your rights. 

If you do not provide personal data

Where we need personal data for an agreement with an individual or we need consent to use personal data and we do not receive either the required personal data or consent, we may not be able to perform our agreement or provide the individual with the relevant services.  In some cases, we may have to cancel access an agreement we have with you. 

Our contact 

If you would like to contact us or our DPO regarding any data protection issue, please email privacy@transactionservices.global

Xplor companies 

Xplor has a global presence with core Group companies in different territories: 

Asia Pacific

Clubware Limited (Company no. 874046) is a company incorporated in New Zealand, with its registered office in Auckland.

Clubware Pty Limited (ACN 115 985 905) is a company incorporated in Queensland, with its registered office in Brisbane, Queensland 4000. 

Debitsuccess Limited (Company no.620358) is a company incorporated in New Zealand, with its registered office in Auckland.

Debitsuccess Pty Ltd (ACN 095 551 581) is a company incorporated in Queensland, with its registered office in Brisbane, Queensland 4000.

Links Modular Solutions Pty Ltd (ACN 104 429 923) is a company incorporated in Queensland, with its registered office in Brisbane, Queensland 4000.

MyXplor Pty Ltd (ACN 604 322 910) is a company incorporated in Victoria with its registered office in Melbourne, Victoria 3000.

Paysmart NZ Limited (Company no.5691727) is a company incorporated in New Zealand, with its registered office in Auckland.   

Paysmart Pty Ltd (CAN 117 597 010) is a company incorporated in Queensland, with its registered office in Brisbane, Queensland 4000.

QK Technologies Pty Ltd (ACN 119 998 122) is a company incorporated in Queensland, with its registered office in Brisbane, Queensland 4000.

TSG Japan KK is a company incorporated in Japan with its principal place of business at Shibuya Scramble Square, 2-21-12, Shibuya, Shibuya-ku, Tokyo, Japan.

UK and EEA 

Debit Finance Collections plc (UK Company no. 3422873) is a company incorporated in England, with its registered office at 16 Davy Avenue, Knowlhill, Milton Keynes, Buckinghamshire, MK5 8PL.

Harlands Group Limited (UK Company no. 2982917) is a company incorporated in England, with its registered office at Rockwood House, 9-17 Perrymount Road, Haywards Heath, West Sussex, RH16 3TW.

Lodecom SAS (French Company no. 514 274 299) is a company incorporated in France with its registered office at 2, rue du Château, 81370 Saint-Sulpice, France.

Synodia SAS (French Company no. 479490898), with its principal place of business at no. 41, rue du Général de Gaulle, 59110 La Madeleine, France.

Transaction Services Group Limited (UK Company no. 9766556) is a company incorporated in England, with its registered office at Rockwood House, 9-17 Perrymount Road, Haywards Heath, West Sussex, RH16 3TW.

TSG Payments NDL BV (Dutch Company no. 861555648) is a company incorporated in the Netherlands with its registered office at Strawinskylaan 411, 1077XX Amsterdam, Netherlands.

USA and Canada

Adaptive Analytics, LLC is a company incorporated in New Hampshire with its principal place of business at 1 Charles Drive, Stratham, NH, 03885, USA.

Backtell LLC (dba Service Autopilot) is a company incorporated in Texas with its principal place of business at 1201 Richardson Drive, Richardson, TX 75080, USA.

Brandbot, LLC is a company incorporated in Massachusetts with its registered address at 283 Andover Street, Georgetown, MA 01833, USA.

Clearent, LLC is a company incorporated in Missouri with its principal place of business at 11330 Olive Blvd., Suite 200 Creve Coeur, MO 63141, USA.

dESCO, LLC (dba FieldEdge) is a company incorporated in Delaware with its principal place of business at 3495 Piedmont Rd NE, Building 12, Suite 110, Atlanta, GA 30305, USA.

DWI, LLC is a company incorporated in Delaware with its principal place of business at 3495 Piedmont Rd NE, Building 12, Suite 110, Atlanta, GA 30305, USA.

ISV1, LLC (dba Spot Business Systems) is a company incorporated in Missouri with its principal place of business at 12345 South 300 East, Draper, UT 84020, USA.

Mariana Tek Corporation is a company incorporated in Florida with its principal place of business at 1717 K St NW, Suite 1100, Washington DC 20006, USA.

PerfectMind Inc. is a company incorporated in British Columbia with its principal place of business at 4333 Still Creek Dr, 2nd Floor, Burnaby, BC V5C 6S6, Canada.

Triib, Inc. is a company incorporated in Delaware with its registered office at 1209 Orange St, Wilmington, New Castle, DE 19801, USA.

Truecoach, Inc. is a company incorporated in Delaware with its principal place of business at 1825 33rd Street, Boulder, CO 80301, USA.

Zingfit LLC is a company incorporated in Delaware with its principal place of business at 2051 Dogwood St #110, Louisville 80027, USA.