Internal Privacy Policy

Updated Internal Privacy Policy May 2018

Background – SciVisum is B2B not B2C

SciVisum does not offer our services to individuals

Rather, we offer Businesses and Organisations our services (we are B2B not B2C)

  • The individuals we are in contact are therefore employees/ agents of our Clients or potential Clients; and we deal with them concerning the projects their employer may pursue.
  • In the pursuit of delivering and marketing our services, we do not collect or use any private information about individuals (DoB, home address, family, finances etc.)

Regards personal data held by our Clients:

The services we offer  are technological, to do with the performance of our Clients’ websites and web systems:

  • So Clients never pass us personal information about the individuals who are their own customers.

Background: SciVisum as Employer

As an employe we do collect personal information about our staff, and applicants to job roles here.  This is the only truly private personal information we hold in the company.

See Appendix ‘SciVisum as Employer’ for details of personal information in this regard, which is quite different to data we collect in delivering and promoting our services.

Privacy statement

At SciVisum we are committed to protect and respect your privacy in compliance with EU- General Data Protection Regulation (GDPR) 2016/679, dated April 27th 2016. This privacy statement explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure. This Privacy Statement applies to the use of our products and to our sales, marketing and customer contract fulfilment activities. It also applies to individuals seeking a job at SciVisum.

Who are we?

SciVisum is a B2B company that develops and delivers web applications testing tools and services to organisations running significant websites. Our company’s headquarters is located at Charter House, St. Georges Place, Canterbury, Kent, England, CT1 1UT

SciVisum is the data controller and we can be contacted for matters specific to privacy by email privacy@scivisum.co.uk

Definition of the Personal Data we collect

In promoting and delivering our services, the information we collect about individuals is limited to information about them in their professional work capacity: eg

  • Employer’s name
  • Work Email addresses
  • Work telephone numbers
  • Job title
  • Work address
  • Logs of contacts we have had : eg emails

It also includes information that is publicly available:

  • Information that they have themselves created and made public g. their LinkedIn public profile of their career past and present
  • Statements they make about their Employer’s eCommerce activity that are in the media or public online.

We collect the above for eCommerce employees or agents of Clients or potential Clients – and also for B2B channel partners.

For the rest of this section, Personal Data is referring to the above.

When do we collect Personal Data about you?

  • When you are using our services
  • When you interact with us in person, through correspondence, by phone, by social media, or through our website.
  • When we are promoting our services.

Why do we collect and use Personal Data?

To deliver our B2B services and to promote them.

For purposes such as:

  • Follow up on incoming requests (sales questions, customer support, emails, chats, or phone calls).
  • Reply to a ‘Contact me’ or other web forms you have completed on one of our website (e.g. to download a whitepaper).
  • Provide you with access and pro-active support for the services that your organisation has purchased from us,
  • Send you relevant information about the services that your organisation has purchased from us, or the associated eCommerce practises, (and providing an ‘unSubscribe’ link in every case).
  • Provide you content and venue details on a webinar or event you signed up for.
  • Perform direct sales and marketing activities in cases where legitimate and mutual interest is established – ie your organisation could benefit from our services.
  • Marketing communications: information about our products and services, matters of wider eCommerce practise, events, activities, or promotions that are of potential value to your organisation; (and providing an ‘unSubscribe’ link in every case)
  • Perform contractual obligations such as order confirmation, license details, invoice, reminders, and similar.
  • Notify you about any disruptions to our services (system messages).
  • Contact you to conduct surveys about your opinion on our products and services.

How long do we keep Personal Data?

We store it  for as long as we find it necessary to fulfill the purpose for which it  was collected, while also considering our need to comply with legal requirements under applicable laws, and to attend to any legal claims/complaints.

This means that we may retain your Personal Data for a reasonable period of time after your last interaction with us. When it  is no longer required, we will delete it in a secure manner.

Your rights to your personal information

The right to:

  • request a copy of your personal information that SciVisum holds about you.
  • request that SciVisum corrects it, if inaccurate or out of date.
  • request that it is deleted, when it is no longer necessary for SciVisum to retain such data.
  • withdraw consent to personal data processing
    • g e-marketing, use UnSubscribe links included in our communications.

Any query about your Privacy Rights should be sent to privacy@scivisum.co.uk

The use of cookies and beacons

Like every website: we use cookies and web beacons (‘Website Navigational Information’ WNI ) to collect information as you navigate the company’s websites.

WNI includes standard information from your web browser, such as browser type and browser language; your Internet Protocol (“IP”) address; and the actions you take, such as referring page, path through site, web pages viewed and the links clicked etc

Do we share your data with anyone?

We do not sell, rent, or trade your Personal Data with any third parties.

If required by law:

We will disclose your Personal Data  if required by law or if we, as a company, reasonably believe that disclosure is necessary to protect our company’s rights and/or to comply with a judicial proceeding, court order or legal process. However, we will do what we can to ensure that your privacy rights continue to be protected.

Use of sub-contractors (processors and sub-processors)

In pursuit of our regular business activities, such as delivering email marketing, we may use sub-contractors to process elements of your Personal Data on our behalf.

We are responsible for making sure they commit themselves to adhere to this Privacy Policy and applicable data protection legislation by signing a Data Processing Agreement.

If the sub-contractor processes Personal Data outside the EU/EEA area, such processing must be in accordance with the EU Privacy Shield Framework, EU Standard Contractual Clauses for transfer to third countries, or another specifically stated lawful basis for its transfer to a third country.

Changes to this Privacy Statement

SciVisum reserves the right to amend this Privacy Statement at any time. The current version will always be found on our websites.

Your right to complain

If you are unhappy with the way in which your personal data has been processed, you may, in the first instance, contact privacy@scivisum.co.uk

If you remain dissatisfied, then you have the right to apply directly to your national supervisory authority for a decision.

In the UK this is the Information Commissioner’s Office (ICO)

Legitimate Interest Assessment

We have a legitimate interest in processing individuals’ information in order to market our services to existing and potential customers to increase sales. We believe business contacts are likely to reasonably expect the processing of their personal data in a business context, and the processing is less likely to have a significant impact on them personally.

The information about an individual that is being processed consists of name and email, company telephone contact details and company address on a business-to-business basis only.

Purpose

We believe the individuals we are contacting with sales and marketing materials about our services have a legitimate business interest in what we’re marketing on the basis of relevant individuals at existing clients or individuals.

We believe the individuals we are contacting with sales and marketing materials about our services have a legitimate business interest in what we’re marketing on the following basis:

  • They are individuals with relevant job roles at existing SciVisum client companies
  • They are individuals with relevant job roles and in the same industry sectors as clients we work with

Necessity

We use people’s data in ways they would reasonably expect and which have a minimal privacy impact. We only contact individuals when there is no other less intrusive way to do so.

Balancing

We believe our communications with these individuals is balanced and is not compromising their rights.

We provide an opt out on first contacting the individual when we obtain their information and during any further contact. We process information on a secure platform.

Appendix ‘SciVisum as Employer’

As an employer we collect personal information about our staff, and applicants to job roles here.  This is the only truly private personal information we hold in the company.

Definition of the Personal Data we collect

As an employer we collect the following data about staff and applicants

  • Name
  • DOB
  • Home address and other personal contact information
  • Proof of ID and right to work in the UK
  • Emergency Contact Details of a spouse or other person
  • Such information as is provided on job applications/CVs
  • Employment dates, holiday and sick leave
  • Pay, Tax and Pension records
  • Bank Account Details

For the rest of this section, Personal Data is referring to the above.

When do we collect Personal Data about you?

  • When a job application is made
  • During the course of your employment with the company
  • Upon leaving the company

Why do we collect and use Personal Data?

Personal Data about applicants and employees is used for purposes such as:

  • Processing job applications
  • Paying salaries
  • Keeping company accounts
  • Submitting information returns to HMRC and other statutory bodies as required by the law
  • Contacting a relative or other person in case of emergency
  • Enrolling staff into the company pension
  • Logging holiday, sick pay etc

How long do we keep Personal Data?

We store it  for as long as we find it necessary to fulfill the purpose for which it  was collected, while also considering our need to comply with legal requirements under applicable laws, and to attend to any legal claims/complaints.

This means that we may retain your Personal Data for a reasonable period of time after your last interaction with us. When it  is no longer required, we will delete it in a secure manner.

Your rights to your personal information

The right to:

  • request a copy of your personal information that SciVisum holds about you.
  • request that SciVisum corrects it, if inaccurate or out of date.
  • request that it is deleted, when it is no longer necessary for SciVisum to retain such data.
  • withdraw consent to personal data processing
    • g e-marketing, use UnSubscribe links included in our communications.

Any query about your Privacy Rights should be sent to privacy@scivisum.co.uk

Do we share your data with anyone?

Employee data will be shared with HMRC and our Pensions provider.

If required by law:

We will disclose your Personal Data  if required by law or if we, as a company, reasonably believe that disclosure is necessary to protect our company’s rights and/or to comply with a judicial proceeding, court order or legal process. However, we will do what we can to ensure that your privacy rights continue to be protected.

Use of sub-contractors (processors and sub-processors)

We may use sub-contractors to process elements of your Personal Data on our behalf for example to process payroll and to track holiday/sick leave.

We are responsible for making sure they commit themselves to adhere to this Privacy Policy and applicable data protection legislation by signing a Data Processing Agreement.

If the sub-contractor processes Personal Data outside the EU/EEA area, such processing must be in accordance with the EU Privacy Shield Framework, EU Standard Contractual Clauses for transfer to third countries, or another specifically stated lawful basis for its transfer to a third country.

We only process the data necessary to contact an individual with relevant business information including their name, job role, business email address and business address.

 

 

 

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