Intelligentsia

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PRIVACY NOTICE

Introduction

Welcome to Intelligentsia Worldwide’s privacy notice. We respect your privacy and are committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website and tell you about your privacy rights and how the law protects you.

Purpose of this privacy notice

This privacy notice aims to give you information about how Intelligentsia Worldwide collects and processes your personal data when you request information from our company through our website or by corresponding with us. This privacy notice will supplement any other privacy notices that we may provide you and is not intended to override them.

Controller

Intelligentsia Worldwide Ltd (collectively referred to as the “Company”, “we”, “us” or “our” in this privacy notice) is the controller and is responsible for your personal data.

We have appointed a Data Privacy Manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

Contact details

Intelligentsia Worldwide Ltd
Data Privacy Manager
info@intelligentsia.net
82, St John Street, London EC1M 4JN, UK
+44 (0)20 7460 3090

You have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Changes to the privacy notice and your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

Our website includes links to third-party websites. We do not control these third-party websites and are not responsible for their privacy statements.

The data we collect about you

So that we may respond efficiently and effectively to your enquiries and provide you with an excellent service, we may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data which may include (your first name, maiden name, last name, user name or password, gender, marital status, title and date of birth.)
  • Contact Data which may include (your employer, sole trader trading name, job title, work address, home address, work email address, private email address, telephone numbers.)
  • Marketing and Communications Data which may include (your marketing and communications preferences)
  • Technical Data which may include (your internet protocol (IP) address, your log in data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other devices you use to access his website.)
  • Usage Data which may include (how you use our website, products and services.)
  • Financial Data which may include (your bank account, credit card or PayPal details.)
  • Transaction Data which may include (the services you have purchased from us or we have purchased from you, and payments made or received.)
  • Profile Data which may include (your interests, professional associations, social media details, curriculum vitae, birthday, contracts, services that you buy from us or we buy from you, feedback and survey responses, and other correspondence.)

How is your personal data collected?

  • Direct interactions. We collect data from and about you when you fill in the form on our website or correspond with us by post, phone, email or otherwise.
  • Automated technologies or interactions. As you interact with our website, we may automatically collect Technical and Usage Data about you. We do this by using cookies and similar technologies.
  • Third parties. We may receive Technical and Usage Data about you from analytics providers (such as Google) or search information providers. We may receive your Identity and Contact Data from data brokers or aggregators.

How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we may use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To register you as a new customer or supplier

(a) Identity
(b) Contact

Performance of a contract with you

To process and deliver your order or invoice including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us

(a) Identity
(b) Contact
(c) Financial
(d) Transaction
(e) Marketing & Communications

(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us)

To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy
(b) communicating with you about your or our requirements or contracts
(b) Asking you to leave us feedback.

(a) Identity
(b) Contact
(c) Profile
(d) Marketing & Communications

(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity
(b) Contact
(c) Technical

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

(a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing & Communications
(f) Technical

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)

To use data analytics to improve our website, products, services, marketing, customer relationships and experiences

(a) Technical
(b) Usage

Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

To make suggestions and recommendations to you about goods or services that may be of interest to you or us

(a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile

Necessary for our legitimate interests (to develop our products/services and grow our business)

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly for marketing and advertising.

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you.

You will receive marketing communications from us if you have requested information from us or purchased services from us or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any company outside Intelligentsia Worldwide for marketing purposes.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies some parts of our website may become inaccessible or not function properly.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosures of your personal data

We may have to share your personal data with external third parties. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions

International Transfers

We share your personal data within the Company and ensure all our group companies follow the same rules when processing personal data. These rules are called the “binding corporate rules”.

We may transfer your personal data outside the EEA. We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.

We may transfer your personal data to the US. We will only use an external third party in US to store and transfer personal data which is compliant with the EU-US Privacy Shield which provides similar data protection for personal data shared between Europe and US.

Where we use certain service providers outside the EEA, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements. By law we are obliged to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process your personal data and whether we can achieve those purposes through other means, as well as the legal requirements.

We may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your legal rights

Under certain circumstances, you have rights under Data Protection laws to access, correct or erase your personal data. You also have rights to object to or restrict the processing of your personal data; or to request the transfer of your personal data and the right to withdraw consent. If you wish to exercise any of these rights, you should contact the Data Privacy Manager at Intelligentsia Worldwide.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.