Privacy Policy

The purpose of this notice is to be transparent about how and why we use your personal data and to ensure that you are aware of your rights under data protection legislation (General Data Protection Regulation (EU 2016/679 (GDPR)), Personal Data Act, Marketing Control Act). 

The purpose for processing your data and our basis for doing so.

We process personal data so we can engage with prospective clients, maintain our relationship with existing clients, administer our contracts, collect payment and pay suppliers. In processing your data, we must establish our legal basis for doing so and the legal basis can be different depending on the purpose we use it for.

If you are a prospective corporate client and the relevant contact person, we will process personal data, such as name and contact details so we can maintain a dialogue. We may also wish you send you material relevant to your business including our newsletter or marketing materials, or process data for the purposes of developing new products or enhancing existing products and services.

We may also collect and use personal data such as name and billing address to provide you with the services you requested, to administer your contact record, identify you and to communicate with you. We also interact with you via our general enquiry sections or responding to complaints or general feedback given by you on our services or because we had or have a contract with you in place. 

How Personal Data is collected.

We and our service providers collect Personal Data in a variety of ways, including:

Through Services

- We collect Personal Data through our Services, for example, when you sign up for a newsletter, or register an account.

Offline

- We collect Personal Data from you offline, e.g., attend one of our trade shows, or correspond with us by phone or otherwise.

From Other Sources

- We receive your Personal Data from other sources, for example:

• publicly available databases
• joint marketing partners when they share the information with us.

- If you connect your social media account, you will share certain Personal Data from your social media account with us, for example, your name, email address, photo, list of social media contacts, and any other information that may be or you make accessible to us when you connect your social media account to your Services account.

We need to collect Personal Data in order to provide the requested Services to you. If you do not provide the information requested, we may not be able to provide the Services. If you disclose any Personal Data relating to other people to us or to our service providers in connection with the Services, you represent that you have the authority to do so and to permit us to use the information in accordance with this Privacy Policy.

 Recipients of your data.

As a general principle, we will not transfer your personal data to other recipients without your permission. There are some exceptions to this: 

• To business partners, suppliers, subcontractors and other third parties as necessary for the performance of any contract we enter with you, such as the delivery of an order or processing of a credit card payment
• To business partners, suppliers and subcontractors and other third parties as necessary for the performance of any contract we have with them, for example we use a third-party supplier to send marketing emails
• In the event of a competition or promotion where we give you the opportunity to opt-in to news and offers from a third party. If you do opt-in, we will pass the relevant details, typically just your name and email address, to the third party
• 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, under the protection of a non-disclosure agreement
• To protect our website from fraud and theft we may pass on personal information that is required to make identity checks and personal information that we obtain from making identity checks (including information relating to your age, name and location), together with account information to organisations, including law enforcement agencies, involved in fraud prevention and detection and credit risk reduction. Please note that these third parties may retain a record of the information that we provide to them for this purpose.
• If we are under a duty to disclose or share your personal information in order to comply with any legal obligation
• It is possible, though unlikely, that we might be forced to disclose your information in response to a court order or other legal requirement. 
• In the event of a sale, reorganisation, merger or joint venture, we may need to disclose or transfer your Personal Data to a third party. 

Data processed by third parties on our behalf. 

We use the services of other organisations in the processing your data. We use cloud-based platforms for email, document storage, accounting and video conferencing purposes. 

Those organisations that process personal data on our behalf are subject to a data processing contract as required by Article 28 of the GDPR. This ensures that your data is handled in accordance with the GDPR.

Retention periods. 

We will retain your data only for the time we require it for the purposes stated and / or where we have a legal obligation or other legitimate purpose.

If you are a client then we will keep your contact data for all the time you are a customer and for 7 years following for our accounting purposes.

If you are a prospective client, we will keep your information for 2 years from the last contact you made, unless you have asked us to stop contacting you.

Your rights 

The GDPR provides you with several rights in relation to the data we process. The rights relevant to our activities are:

• You have the right to get access to and copies of your personal data.
• You can ask us to rectify any inaccurate information we may be holding. 
• You can object to us processing your data where it is conducted under a legitimate interest basis.
• You can restrict our processing of your data
• You have the right to request erasure of your personal data but please note this is not an absolute right.
• You have the right of data portability.

We do not conduct any automated decision making or profiling.

If you want to exercise any of these rights, contact us on the above email address.