Specific purposes and legal basis for processing your information.
We will always have a legal basis for processing personal data and we have methodically assessed our purposes and legal bases. Here is a breakdown of our purposes and legal bases: –
|Processing type||Data category||Our legal basis||Specific purpose, safeguarding and the respect of individual’s data rights|
|Individual or small-group communication via email, post or telephone||Contact data||Contractual Obligation||In order to fulfil the service, product or project that you have enquired about, where we have been contracted to fulfil a service, product or project and to facilitate our relationship with you, your business or colleagues. You can of course ask us not to contact you, but it’s likely to affect our ability to fulfil our obligations to you.|
|CRM system data capture, storage and analysis.||Identity & Contact data||Legitimate Interest||We collect and store information about our engagements with customers, project plans and business opportunities which may include personal data belonging to staff, customers and other third parties. It is in our legitimate interest to process data in our CRM and project management systems to ensure the smooth operation of our business, effective planning and an efficient customer experience. You may request access to, rectification of or erasure of details we have stored on you.|
|Customer service tickets||Identity, Contact, Financial, Technical & Usage data||Contractual Obligation||We collect, process and store information for the specific purpose of fulfilling our support services, which may include personal data belonging to staff, customers and other third parties. We process data in this way to ensure the smooth operation of our business, effective planning and to deliver a great customer experience. You may request access to, rectification of or erasure of details we have stored on you, where appropriate.|
|Training and other corporate events||Identity, Contact, Special category health data||Contractual Obligation / Consent||The information you provide will be used to communicate with you about your attendance at the event and to follow-up on your experience post-event. The personal information we may process could include your name, job title and employer, address and phone number, email address, dietary requirements, access requirements. We will ask for your consent to process health related data.|
|Email marketing to other businesses||Identity & Contact data||Legitimate Interests||Where we are looking to have, or we already have a business to business relationship with you or your organisation, we will look to provide you with interesting and relevant services, products and projects. You are more than welcome to opt out of receiving our marketing information by using the Unsubscribe feature in our emails or by contacting us.|
|Email marketing to consumers||Identity & Contact data||Consent||Where we would like to let our customers know about our services, products or projects we will obtain the consent of those individuals. It’s important to make clear that consumers have the right to withdraw consent at any time or to opt out of direct marketing.|
|Postal marketing to businesses and consumers||Identity & Contact data||Legitimate Interest||We only ever aim to provide customer or potential customers with well designed, relevant and interesting products and so our marketing material should be the same. We’re not fans of spam, so we won’t be spamming anyone with lots of unnecessary postal marketing material. Recipients may ‘opt-out’ of postal marketing via contact details provided. In any case we will make it our business to check the Mail Preference Services before undertaking marketing materials.|
|Telephone marketing to other businesses||Identity & Contact data||Legitimate Interest||We’re not fans of nuisance phone calls, so we won’t be spamming anyone with lots of unnecessary calls. Recipients may ‘opt-out’ of telephone marketing by either letting our team members know or by contacting us at any point. In any case we will make it our business to check the Telephone Preference Services before undertaking marketing activities.|
|Promotional Images and film footage||Identity Data||Consent||We may take photographs and / or video footage at our offices or an event we host, which could capture personal data of staff, customers, visitors and other third parties. We will always notify participants when a photographer or filmmaker is present at our offices or events. Written consent will always be obtained, and we will respect the wishes of anyone who signals their desire not to have their image taken and will always ask for consent where photos are to be published alongside a name or other personal identifier. You have the right to withdraw consent at any time or to opt out of this processing activity.|
|Collection/analysis of statistical information about website usage and other marketing engagement metrics.||Technical & Usage data||Legitimate Interest||To manage and improve how people engage with our public-facing channels..|
|Sharing information with Companies House, Accountants, legal advisors, HMRC and Statutory authorities||Identity, Contact, Financial & Special category data||Legitimate Interest / Legal Obligation||As a registered UK business, we are subject to UK company law and therefore have specific legal obligations. We process our accounts in accordance with UK law and therefore use external accountants, which is our legitimate interest, to submit our statutory accounting records. We are subject to audits and assessments from industry standard bodies and in the protection of our interests and to comply with UK law, we may be obligated to share information with the statutory authorities.|
|Undertaking DBS checks||Identity, Contact data & data deserving special protection data||Legal Obligation / Legitimate Interest||Where a member of staff is to be placed within a customer that works with either children or adults at risk, we will undertake checks with the Disclosure Barring Service as is our legal obligation. There may also be a balanced and reasonable legitimate interest to conduct checks DBS checks on our wider team.|
|Administrative purposes||Identity, Contact & Financial data||Legitimate Interest||We may disclose your personal data to third parties who provide services to us, including our service providers and data processors (providing services such as hosting and maintenance services, analysis services, e-mail messaging services, delivery services, handling of payment transactions, marketing, human resources, and professional services) and our consultants and professional advisors (such as accountants, compliance, lawyers, auditors).|
|Fulfil job roles and recruitment||Identity, Contact, Special category health data||Contractual Obligation / Legitimate Interest||If you are a job seeker, in addition to the specific position which you have applied for, we may disclose your personal data to departments within GB3 for the purpose of offering additional employment opportunities.|
|Security and Safety||Identity, Contact, Technical & Usage data||Legal Obligation / Legitimate Interest||We may process personal data for the specific purposes of security and safety. This is in connection with the buildings that we own and/or rent, or events organised by us or conducted at the buildings we own and/or use; and through the systems that we operate throughout the organisation.|
Use permitted under applicable laws.
We may also collect, use, disclose and process your personal data, without your knowledge or consent, where this is required or permitted by law.
Using your personal data to contact you.
When we contact or send you information for the purposes described above, we may do so by post, e-mail, SMS, telephone or such other means provided by you. If you do not wish to receive any communication or information from us or wish to restrict the manner by which we may contact or send you information, you can let us know by contacting our Data Protection Office.
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