First, a little about our company and our ethos:
We at Privamentor Ltd. are a boutique data privacy consulting firm in the UK, headquartered in London.
We are driven by data ethics. Rather than ticking checkboxes, we mentor people and organizations to embrace ethical benchmarks when it comes to data privacy.
So when we educate others to maintain the highest integrity when using personal data, we also walk the walk...
Our global standard of privacy compliance adheres to:
This Privacy Notice serves as part of our privacy promise to you.
We understand that information about data and privacy are often tedious to read so we will try to keep it simple and easy to follow.
1. Purpose:
The reason for this Privacy Notice is to inform you of:
This Notice applies to you if you:
We may amend this Privacy Notice from time to time, so please check regularly to see if you are happy with the changes.
This Notice was last updated on 18th June 2024.
2. Personal data - the types we collect and how:
'Personal Data' is any information relating to you that identifies, or through which you can be identified, directly or indirectly.
We mainly collect data that is business information and we prefer to keep it that way.
However, there are instances when we collect your personal data.
This is when you provide it to us often through use of our website, when you e-mail us, when you give us a call by phone, and when you interact with us directly for example at an event.
The types of personal data we may collect about you include:
We may collect personal data which you have made publicly including information you have published on social media channels and professional networking platforms such as LinkedIn, or which you provide to us at industry events.
Our website does not intentionally collect personal data from you automatically.
We have not enabled any cookies on our website that are not strictly necessary to ensure its function.
Special Note: Please refrain from including personal data in your messages to us, unless it is essential, such as contact information. This practice supports our commitment to the principles of data minimization and limitation, in line with our privacy ethics and responsibilities.
3. Why do we collect, use and share your personal data?
When you contact us via our website or e-mail, we may use your personal data to respond to your request and to keep you updated about any resources or services that may be relevant to you; in order to enter into a contract with you or your organization; or with your consent.
When you seek information about our services or engage us, we will process your personal data to provide you with a quote or proposal, to deliver our advice and services to you, to issue and communicate with you about invoices and payments, and to maintain our accounts and records. We do this to perform our obligations under the contract to which you or your organization are a party.
When communicating with you and managing our day-to-day business operations, we share your personal data with our third-party service providers listed below, so that we are able to perform our contractual obligatations to which you or your organization are a party.
We may also need to share your personal data about you or your organization if:
4. Who do we share your personal data with?
In order for us to manage our website, our communications and our services with you, we need to share your personal date with the following third-party service providers:
Since we place the bar high for data privacy and protection for ourselves, it is also something we require of our third-party service providers.
We do this by ensuring that contractual agreements are in place. These set out to ensure that your personal data and privacy is afforded the same level of protection with our third party service providers, as when it is in our care.
At times, we need to transfer your personal data outside the UK, the EU (European Union) and EEA (European Economic Area). An example is if our servers are located from time to time outside of the EEA. These countries may not have similar data protection laws to the UK.
Should we transfer your personal data to a country outside these areas, we will ensure it is afforded a level of protection equivalent to that provided by the UK GDPR and any other applicable data protection legislation. We do this via the following ways:
If we are required to share your data under any other circumstances, such as a legal obligation or court order, we will take all necessary steps to ensure it remains adequately protected.
As a mentoring and advisory service, our data handling practices are based on the foundation of necessity, purpose, minimization and limitation. We incorporate 'privacy by design' in all our processes and systems, such as restricting access to your personal data in our systems and devices; and maintaining strict confidentiality in our places of work and meetings.
5. How long do we keep your personal data and what do we do to keep it safe?
We will keep your personal data only for as long as required in order to achieve the purposes for which it was gathered, in line with this privacy notice, according to our retention schedules and after which we will safely dispose of it using our secure data deletion processes.
While we try our utmost to honour the pledge we take to protect your personal data, we cannot gurantee the security of data transmitted via the internet.
We advise you to use a secure environment when using the internet and to take extra precaution when sharing and disclosing your personal data online.
6. Your Privacy Rights
6.1 Right to be informed about our collection and use of personal data
You have the right to be informed about the collection and use of your personal data. We ensure we do this with our internal data protection policies and through our external website notice. These are regularly reviewed and updated to ensure these are accurate and reflect our data processing activities.
6.2 Right to access your personal data
You have the right to access the personal data that we hold about you. This is sometimes termed a ‘Subject Access Request’.
If we agree that we are obliged to provide personal data to you (or someone else authorised to receive it on your behalf), we will provide it to you or them free of charge and in most instances do so within one month unless we rely on an extension or exemption available to us under Data Protection Legislation, in which case we will notify you accordingly.
We would ask for proof of identity and sufficient information about your interactions with us that we can locate your personal data.
If you would like to exercise this right, please contact us as set out below.
6.3 Right to have your personal data corrected or deleted
You can ask us to correct the personal data we hold about you, if you believe it is inaccurate or incomplete. Please note that we may have to verify any new data
you provide to us.
In certain circumstances, you may ask to delete your personal data, for example if you withdraw your consent to processing.
6.4 Right to restrict or object to your personal data processing
You can ask us to temporarily restrict our processing of your personal data if you contest its accuracy, prefer to restrict its use rather than having us delete it, or need us to preserve it for you to establish, exercise, or defend a legal claim.
A temporary restriction may apply while verifying whether we have overriding legitimate grounds to process it. You can ask us to inform you before we lift that temporary processing restriction.
You can also object to processing your personal data for particular purposes.
6.5 Right to portablility
In certain circumstances, you have the right to receive personal data you have provided to us as data controller in a structured, commonly used and machine readable format. It also gives you the right to request that we transmit this data directly to another company as data controller, if this is technically feasible.
If you would like to exercise this right, please contact us as set out below.
6.6 Automated decision-making
The law protects your right to to review any decisions made about you based on automated decision-making including profiling, which produce legal effects concerning you or similarly signficantly affected you.
You have the right not to be subject to such decisions, and to request an element of human intervention in the review of these decisions.
6.7 Right to Object to Direct Marketing including Profiling
Unless we expressly obtain your consent, we will not use any personal data you provide us for direct marketing purposes. You can object to our use of your personal data for direct marketing purposes. We may need to retain some information to comply with your request, but this will be limited to the minimum amount necessary. We will action your request immediately, but it may take up to a week for your preferences to be updated across all of our systems.
6.8 Right to Withdraw Consent
You can withdraw consent you have previously given, at any time. If you withdraw your consent, we may not be able to provide certain services to you, but we will always inform you if this is the case.
6.9 Right to Complain
You have the right to complain to the relevant data protection supervisory authority in your jurisdiction. We will always welcome the chance to deal with any concerns or complaints you may have in the first instance.
We may need to request additional information from you to help us verify your identity, and to ensure your right to access, or to exercise any other rights.
This helps us to ensure we don’t disclose your personal data to any person who has no right to receive it.
We will respond to your request within the timeframe required by law, and we will not charge you a fee to process your request, unless your request is clearly unfounded or excessive.
In certain circumstances, we may be unable to comply with your request, for example:
• where we are unable to confirm your identity;
• where information requested is of a confidential commercial nature; or
• where granting you access would harm the privacy of other individuals.
We will always notify you in writing of our reasons for not being able to comply with your request.
You can exercise your privacy rights at any time, by making a request using the contact details below.
7. Data Privacy & Protection Queries
If you wish to exercise your privacy rights, or if you have any questions or concerns about our handling of your personal data, you can contact us at any time via email at info@privamentor.com
You can also write to us via post, at our company address below:
Att: Privamentor Ltd.
Unit 3, 102 Camley Street
London, N1C 4PF
United Kingdom
PRIVAMENTOR
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