Introduction
Hello and welcome to our Privacy Notice!
At Ideavate, maintaining the security of your information and the protection of your privacy is paramount.
This notice describes how we collect and use your information covering all the different ways that you interact with us. This includes things like: browsing one of our websites (like www.ideavate.co.uk), requesting further information from us and applying for a job with us.
The notice has been updated to reflect the new data protection law called GDPR.
Please take note that you don’t have to share or transfer your information with us, but if you choose not to then it may impact your ability to use our services.
The purpose of this privacy notice
The purpose of this privacy notice is to clearly explain how Ideavate meets its legal obligations and follows best practice in order to process your information and ensure the security of your information.
This notice contains the following sections:
What information do we collect?
How and why do we use your information?
What third parties help us process your information?
Who do we share your information with?
Where do we store and process your information?
Your rights
Changes to this Privacy Notice
Contact information
Terms used in this notice
1. What information do we collect?
We may collect the following information about you:
1.1 Information you give us when you communicate with such as via email, live chat, by telephone or social media or when you participate in customer research. For instance, if you require assistance, you may be prompted to enter your email address in order for us to contact you with an answer at a later time. Examples of this information are your name, email address and other contact details;
1.2 Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
1.3 Information about your visit to our website, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); page/screen response times, download/rendering errors, length of visits to certain pages/screens, page/screen interaction information (such as scrolling, clicks, and mouse-overs), and methods used to navigate away from the page/screen;
1.4 Information about the device you are using including information relating to your mobile phone network, which operating system you use and the version of that operating system, information which enables the identification of that device;
1.5 Our website uses cookies to distinguish you from other users of our site. This allows us to give you the best possible experience when using our site and to help us make the site better for you. For detailed information on the cookies that we use please see our Cookie Policy.
1.6 Telephone log information, such as your phone number, time and date of calls, duration of calls, SMS routing information and types of calls, any phone number used to call us and the content of those calls;
1.7. Information you provide when applying for a job with us. Examples of this include your CV and application pack;
1.8 We are also working closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers) and may receive information about you from them;
We do not collect any “Special Categories of Personal Data” about you (e.g. your race, ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinion, trade union membership, information about your health and genetic and biometric information). Nor do we collect information about criminal convictions and offences.
Our site is not aimed at or intended for the use of anyone below the age of 16 years old and we do not knowingly collect information regarding children.
2. How and why do we use your information?
We use your information in the following ways:
2.1 For our operation as a company and for us to provide services including:
2.1.1 To ensure the website works as well as possible and to provide you with the best experience;
2.1.2 To operate our business and further develop our products and services by performing data analysis, research, surveys and keeping the site, our business and your information safe and secure;
2.1.3 To allow us to comply with applicable laws and regulations including for tax, legal, audit and reporting obligations;
2.1.4 Where you have applied for a job for us to assess if you are suitable to join our team;
We process your information for the purposes above on the following grounds: given our legitimate interest in providing access to the site and other products, operating and improving the site and being as efficient as we can about complying with legal duties, obligations and regulations that apply to us and keeping our records up to date.
2.2 To measure or understand the effectiveness of any functionality or access to, or the commerciality of, any products or services we offer or to which we provide access and we use analytics and search engine providers to assist us in the improvement and optimisation of our website, and our business generally;
We process your information for the purposes above on the following grounds: given our legitimate interest in operating and improving our company and providing services
2.3 To send you marketing and promotional communications where you have opted-in;
We process your information for the purposes above on the following grounds: your consent to do so. You can withdraw your consent at any time and unsubscribe from receiving future communications from us.
3. Who do we share your information with?
We may share your information in certain circumstances:
3.1 With third party data processors so that we can do the things set out in the section “How and why do we use your information?” above.
3.2 We may also share anonymised aggregated data (information about our customers that we combine together such that it no longer identifies or references an individual) such as statistical or demographic data for any purpose including market analysis.
3.3 If we are under a duty to disclose or share your information in order to comply with any legal obligation, or in order to protect the rights, property, or safety of Ideavate. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
3.4 In the event that we sell or buy any business or assets, in which case we may disclose your information to the prospective seller or buyer of such business or assets.
3.5 If Ideavate or substantially all of its assets are acquired by a third party, in which case information held by it about its customers will be one of the transferred assets.
4. Where do we store and process your information?
4.1 Your information is stored and processed in secure data centres that are managed by hosting providers and third party data processors.
4.2 Any information is encrypted on being stored. This is also known as encryption “at rest”.
4.3 Where practical the data is stored and processed inside the European Economic Area (EEA) but this is not always possible.
4.4 Where data is transferred to, or stored at, a destination outside of the EEA it is done so in a lawful manner typically using the Privacy Shield framework. As part of this we ensure that appropriate measures are in place before your data is transferred.
4.5 By using the website and accepting this Privacy Notice you agree to the transfer of your information outside of the EEA.
4.6 We only retain your information for as long as is required in order to fulfil the processing activities as described in the “How and why do we use your information?” section above.
5. Your rights
You have certain rights under the law and under this notice to request access to your information, to manage it and to request us to delete or transfer information about you or restrict the way it is used. You also have a right to complain.
In particular, you have the rights to:
5.1 Not share or transfer your information with us. Where the legal basis for the processing described in “How and why do we use your information?” is consent, you can withdraw consent using the method described in that section or by emailing us at info@ideavate.co.uk. In certain circumstances, we can process your information without your consent in line with the lawful processing requirements in GDPR. These include (amongst other reasons) where processing is necessary to comply with a legal obligation, or to protect your vital interests.
5.2 Ask us to rectify inaccurate or incomplete information. We would seek to rectify the information as soon as possible and usually within one month unless the request is complex.
5.3 Ask us to erase your information. This is commonly referred to as the right to be forgotten. This right is only applicable where there is no compelling reason for the continued processing of your information. There are some circumstances where this right to erasure does not apply and in such cases we would notify you of the reason(s) why we need to retain your information (unless prevented to do so by law).
5.4 Restrict processing of your information where, for example, the information is inaccurate, being processed unlawfully or where the information is no longer relevant to the specific purpose for processing. In such cases, we would retain the information but we would not process it further without your consent, or if processing your information is for establishing, exercising or defending a legal claim, or for the protection of rights of other individuals, or for public interest reasons. In such circumstances, we would let you know that we intend to lift the restriction on processing your information.
5.5 Request access to your information via a subject access request. Your request should be made to us in writing and we may ask you for proof of your identity before providing you with the information. There is usually no fee for making such a request however, in limited circumstances, we can charge an administrative fee (which will be based on the administrative cost of providing the information).
5.6 You have the right to ask us not to process your information for marketing purposes (including profiling). We will 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 emailing us at info@ideavate.co.uk.
Please note that our site and email communications 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.
Furthermore, any information you have transmitted to others e.g. via a third party integration will be subject to the privacy policies of those others.
Please check these policies before you submit any information to these websites and services.
6. Changes to this Privacy Notice
We may need to change this Privacy Notice from time to time. For example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be immediately posted on our website and you will be deemed to have accepted the terms of the Privacy Notice on your first use of our website following the alterations. We recommend that you check this page regularly to keep up-to-date.
7. Contact information
If you have any questions, comments or requests regarding this Privacy Notice, please contact our Data Protection Officer: dpo@ideavate.co.uk.
For the purposes of GDPR the data controller is Ideavate Limited company number 09624882 and our registered address is 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ.
If you have any complaints regarding our handling of your information, we would appreciate the chance to deal with your concerns in the first instance. However, if you wish, you may make a complaint directly to the Information Commissioner’s Office, the UK supervisory authority for data protection issues (https://ico.org.uk/concerns/ or 0303 123 1113).