arewethereyet.work Privacy Notice - Updated 28/02/2020
We may update this policy from time to time, so please ensure you regularly check back to review it. The main reason we will collect and process your information is to provide a good customer experience, to contact you to discuss Project Intelligence service requirements and also where necessary, to perform the services you have requested from us effectively.
Who we are
When we say ‘we’ or ‘us’ in this notice we are referring to arewethereyet.work Ltd (registered office: First Floor, Telecom House, 25-135 Preston Road, Brighton, East Sussex, BN1 6AF | company no: 11828902 | VAT no: 326906100)
Please contact the arewethereyet.work Data Protection Officer to make a request under the Data Protection Act or EU data protection regulation or if you have any questions about your personal information:
Or you can write to us using the below address:
Data Protection Officer
In the event that you are not satisfied with the response from the arewethereyet.work Data Protection Officer you may contact the Information Commissioner directly - https://ico.org.uk/global/contact-us/
What information do we collect?
Information you have provided to us about the necessary contacts from your organisation such as Forenames, Surnames, Office address, Billing address, Email addresses and phone numbers.
If you contact us (either via Contact Us, direct email or via post) we may keep a copy of that correspondence.
Upon agreeing to work with us, we will establish a light commercial agreement under which we will specify how we will exchange sanitised data. There is no requirement for Personally Identifiable Information and only business to business data is necessary for us to conduct our services.
If you decide not to provide relevant information this may hinder our ability to respond efficiently to your visit to our website and may mean that we will not be able to take any further action to support your enquiry.
Why we collect this information and how we use it
We collect information from you so we can engage with your queries and, or manage services on your behalf. Only where you have specifically requested will we use any information collected to contact or update you with marketing communications relating to our services. When you submit an order with us, your business contact details may be shared internally with our sales staff, online consultants and data analysts.
Where you have specifically requested to join our email marketing list, your details may be shared with our third party email service provider(s). When you request to receive email marketing from arewethereyet.work in the form of newsletters, service updates and information, promotional offers and discounts etc we will not share your email address with any other third parties for marketing purposes.
Our legal basis for collecting and processing your business contact information is generally that we either have your explicit consent, that we require this information in order to perform a contract with you or that we have a legitimate business interest to do so.
How long we store the information we collect
Where we process your information in order to fulfil an order for services, we will securely store your information as long as is necessary for warranty, financial and tax storage requirements. Once we no longer have a legitimate business need to store or process your information we will delete or remove it at the earliest opportunity.
Where we process your information in order to keep you updated about services, we will retain and process that information indefinitely unless you notify us that you no longer wish to receive these communications.
The information we collect may be stored and processed in various locations, this will not include locations outside the European Economic Area (EEA).
Who we may share your personal information with
In order to fully process and deliver services we may share relevant information with third parties where required. Where you have opted-in to our marketing updates we will share relevant information with third parties for marketing purposes.
Your information may be shared with:
Email service providers that enable us to send relevant marketing email communications.
Server management and data storage providers that host and manage our secure website and business software applications.
Suppliers and/or Distributors to facilitate delivery of our services.
Where we use any third-party to process information on our behalf, we have drafted compliant processor agreements and due diligence procedures for ensuring that they (as well as we) meet and understand their/our Data Protection Legislation obligations. These measures include reviews of the service provided, the necessity of the processing activity, the technical and organisational measures in place and compliance with Data Protection Legislation.
Your rights under Data Protection Law
Under Data Protection Legislation you have the following rights in certain circumstances as an individual:
The right of access - you have the right to be told what data we hold about you on our database and how we process that data. You also have the right to be provided with a copy of all data we hold (in a format and time frame that is reasonable to request, not exceeding 1 month), we will not charge for providing this information.
The right to request rectification - you have the right to request to have any inaccurate data rectified or completed if incomplete.
The right to request erasure - you have the right to request to have data erased, also known as the ‘right to be forgotten’. Where appropriate requests have been made, deletion of data will be processed within 1 month.
The right to request to restrict processing - you have the right to request restriction or suppression of your data although this only applies in certain circumstances.
The right to request data portability if data you have provided is processed using automated means - you have the right to obtain and reuse the data we hold for your own purposes across different services. This would generally involve a copy or transfer of the data we hold in an electronic format from one IT environment to another.
The right to object - you have the right to object to processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling), direct marketing (including profiling) and processing for purposes of scientific/historical research and statistics.
Rights related to automated decision making including profiling.
For further information on your Individual rights please visit the Information Commission’s Office website - https://ico.org.uk/for-organisations/guide-to-data-protection/principle-6-rights/
If you wish to exercise any of the rights listed above please contact our Data Protection Officer.