Privacy Policy

ELICYON WEBSITE PRIVACY NOTICE

Who we are

We are registered as a data controller with the Information Commissioner’s Office under registration reference: ZA507673

Company name: Elicyon Limited

Company number: 9081186

Registered office address: First Floor, Avon House, Avonmore Road, Kensington Village, London, W14 8TS

Our Privacy Notice explains the way in which we collect, use, maintain, protect and disclose the personal information of the users of our website and all the products and services offered by Elicyon Ltd.

This privacy notice tells you what to expect when Elicyon collects personal information.

This notice applies to information we collect about:

  • Visitors to our website
  • People who use our services

For information on what data we process on those who apply to work for us please email studio@elicyon.com

What type of personal data do we collect and how do we collect it

To undertake these goals we may process the following categories of personal information:

If you are a visitor to the Site or make contact with us via email:

  • Name and job title.
  • Contact information including email address.
  • Demographic information such as postcode, preferences and interests.
  • Other information relevant to provision of Services.

 

If you are an individual customer in receipt of our Services or prospective individual customer we collect information about you when you complete one of the forms on the site.

We collect your name and email address, along with any other information you choose to provide in the comments. The information will be used to respond to your enquiry, or contact you about a subject that you have shown an interest in. The information will include:

  • Name and job title.
  • Contact information including email address.
  • Payment information.
  • Information that you provide to us as part of our providing the Services (including information about your home, lifestyle, needs and design preferences)
  • Other information relevant to provision of Services.

This information will normally come from you, however third parties that refer or introduce you to us may provide us with small amounts of data (i.e. contact information)

How do we use your personal information

We use your personal information for the following purposes. The following are examples of the data we process, why, and to whom it may be disclosed. The examples cannot of course be exhaustive.

Customer enquiries

Our Site allows you to contact us to request information about our Services. When you do this, contact information may be requested in each case, together with details of other personal information that is relevant to your Service enquiry. This information is used in order to enable us to respond to your requests. We may also request feedback on our service on an ad-hoc basis.

What is our legal basis?

It is in our legitimate interest or a third party’s legitimate interest to use your personal information in such a way to ensure that we provide the very best client service we can to you or others.

Fulfilment of Services

We collect and maintain personal information that you voluntarily submit to us during your use of the Site and/or our Services to enable us to perform our Services. Please not also that our Terms of Business also apply when we provide the Service.

What is our legal basis?

It is necessary for us to use your personal information to perform our obligations in accordance with any contract that we may have with you or it is in our legitimate interest or a third party’s legitimate interest to use personal information in such a way to ensure that we provide the Services in the best way that we can.

Business administration and legal compliance

We may use your personal information for the following business administration and legal compliance purposes:

  • to enforce our legal rights;
  • protect rights of third parties; and
  • in connection with a business transition such as a merger, acquisition by another company, or sale of all or a portion of our assets.

What is our legal basis?

Where we use your personal information in connection with a business transition, to enforce our legal rights, or to protect the rights of third parties it is in our or a third party’s legitimate interest to do so. For all other purposes described in this section, it is our legal obligation to use your personal information to comply with any legal obligations imposed upon us.

Client insight and analysis

We analyse your contact details with other personal information that we observe about you from your interactions with our Site, our email communications to you, our social media pages, and/or with our Services such as the Services you have viewed.

Where you have given your consent (where lawfully required), we use cookies, log files and other technologies to collect personal information from the computer hardware and software you use to access the Site, or from your mobile. This includes the following:

  • an IP address to monitor Site traffic and volume;
  • a session ID to track usage statistics on our Site;

Our web pages and e-mails contain “cookies” “web beacons” or “pixel tags.” (“Tags”). Tags allow us to track receipt of an e-mail to you, count users that have visited a web page or opened an e-mail and collect other types of aggregate information. Once you click on an e-mail that contains a Tag, your contact information may subsequently be cross-referenced to the source e-mail and the relevant Tag. In some of our e-mail messages, we use a “click-through URL” linked to certain website administered by us or on our behalf.

Please see our cookie policy for further information.

By using this information, we are able to measure the effectiveness of our content and how visitors use our Site and our Services. This allows us to learn what pages of our Site are most attractive to our visitors and which parts of our Site are the most interesting

We may also use this information for marketing purposes (see the marketing section below for further details).

What is our legal basis?

Where your personal information is completely anonymised, we do not require a legal basis to use it as the information will no longer constitute personal information that is regulated under data protection laws. However, our collection and use of such anonymised personal information may be subject to other laws where your consent is required. Please see our Cookie Policy for further details.

Where your personal information is not in an anonymous form, it is in our legitimate interest to use your personal information in such a way to ensure that we provide the very best products and services to you and our other clients.

Surveys and feedback

From time to time, we will invite you to provide feedback about us or our Site and our Services. We will collect and process your name and contact details (including email address, postal address and telephone number, as applicable) and any other personal information you choose to volunteer in your response or other feedback. We use this information to help us improve the quality of service provided by our personnel. We also use your feedback to monitor and improve the quality of our Site, and our Services and to assist with the selection of future Services.

Our legal basis for processing

It is in our legitimate interest to use the personal information provided by you in your feedback and any complaint form you submit for the purposes described above.

Marketing communications

We may carry out the following marketing activities using your personal information:

  • Postal marketing.
  • Email marketing

We use information that we observe about you from your interactions with our Site, our email communications to you and/or with Services (see the Client Insight and Analysis section above for more details of the information collected and how it is collected) and/or your address details, to send you marketing communications by post or email where you have consented to receive such marketing communications, or where we have another lawful basis to do so.

What is our legal basis?

Where your personal information is completely anonymised, we do not require a legal basis to use it as the personal information will no longer constitute personal information that is regulated under data protection laws. However, our collection and use of such anonymised information may be subject to other laws where your consent is required. Please see our Cookie Policy for further details.

Where your personal information is not in an anonymous form, such as your postal address, it is in our legitimate interest to use your personal information for marketing.

Online personalised advertising

We may use information that we observe about you from your interactions with our Site, our email communications to you and/or with Services (see the Client Insight and Analysis section above for more details of the information collected and how it is collected) to provide you with personalised online advertising.

What is our legal basis?

Where your personal information is completely anonymised, we do not require a legal basis to use it as the personal information will no longer constitute personal information that is regulated under data protection laws. However, our collection and use of such anonymised personal information may be subject to other laws where your consent is required. Please see our Cookie Policy for further details.

Where your personal information is not in an anonymous form, it is in our legitimate interest to use your personal information for marketing purposes.

Social media remarketing

We may use information that we observe about you from your interactions with our Site, our email communications to you and/or with Services (see the Client Insight and Analysis section above for more details of the information collected and how it is collected) to provide you with personalised advertising on social media channels operated by Facebook and/or Google where you are a registered user of such services. This may be done via providers such as Facebook Client Audiences and/or Google Client Match. Please note that such activity is also subject to the privacy choices you have elected to make on such services.

What is our legal basis?

Where your personal information is completely anonymised, we do not require a legal basis to use it as the personal information will no longer constitute personal information that is regulated under data protection laws. However, our collection and use of such anonymised personal information may be subject to other laws where your consent is required. Please see our Cookie Policy for further details.

Where your personal information is not in an anonymous form, it is in our legitimate interest to use your personal information for marketing purposes.

We will only engage in social media remarketing where you have consented to us using your email address and sharing your email address in an encrypted format with Facebook and/or Google respectively for marketing purposes.

Social media insight

Where you are a registered user of Facebook, or of a Google service, we may use your email address in an encrypted format to enable Facebook and Google to find other registered users of their services that share similar interests to you based on information that we observe about you from your interactions with our Site, our email communications to you and/or Services (see the Client Insight and Analysis section above for more details of the information collected and how it is collected) and the information Facebook and/or Google hold about you.

We may do this using providers such as Facebook Lookalike Audiences and/or Google Similar Audience respectively. Please note that such activity is subject to the privacy choices you have elected to make on such services.

What is our legal basis?

Where your personal information is completely anonymised, we do not require a legal basis to use it as the personal information will no longer constitute personal information that is regulated under data protection laws. However, our collection and use of such anonymised personal information may be subject to other laws where your consent is required. Please see our Cookie Policy for further details.

Where your personal information is not in an anonymous form, it is in our legitimate interest to use your personal information for marketing purposes.

Sharing personal information

We will only share personal information with others when we are legally permitted to do so. When we share personal information with others, we put contractual arrangements and security mechanisms in place to protect the personal information shared and to comply with our data protection, confidentiality and security standards and obligations.

When processing your personal information, we may need to share it with third parties as follows:

Third-party organisations that provide applications/functionality, data processing or IT services: We share personal information with third parties who support us in providing our Services and help provide, run and manage our internal IT systems. Such third parties may include, for example, providers of information technology, cloud-based software as a service providers, identity management, website hosting and management, data analysis, data back-up, security and storage services. The servers powering and facilitating that cloud infrastructure are located in secure data centres around the world, and personal information may be stored in any one of them. We also share your personal information with third-party service providers to assist us with insight analytics. These providers are described in our Cookie Policy.

Payment providers and banks: We share personal information with third parties who assist us with the processing of payments and refunds.

Third-party email marketing and CRM specialists: We share personal information with specialist suppliers who assist us in managing our marketing database and sending out our email marketing communications and membership-related communications.

[Suppliers of postal and courier services: We share personal information with suppliers who assist us in sending out our postal marketing communications and membership-related communications.]

Auditors, lawyers, accountants and other professional advisers: We share personal information with professional services firms who advise and assist us in relation to the lawful and effective management of our organisation and in relation to any disputes we may become involved in.

Law enforcement or other government and regulatory agencies and bodies: We share personal information with law enforcement or other government and regulatory agencies or other third parties as required by, and in accordance with, applicable law or regulation.

Sharing with other third parties: Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal information, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, or to establish, exercise or defend legal rights. We will only fulfil requests for personal information where we are permitted to do so in accordance with applicable law or regulation.

This list is non-exhaustive and there may be circumstances where we need to share personal information with other third parties in order to operate our Sites and to provide our Services.

Extra EEA Transfers

If you are based within the EEA, please note that where necessary to deliver the Services we will transfer personal information to countries outside the EEA.  When doing so we will comply with our legal and regulatory obligations in relation to the personal information including but without limitation having a lawful basis for transferring personal information and putting in place appropriate safeguards to ensure an adequate level of protection. If you want more information as to our safeguard mechanism please contact us.

How long do we keep your personal information for?

Regarding visitors to the Site, we will retain relevant personal information for at least three years from the date of our last interaction with you and in compliance with our obligations under the EU General Data Protection Regulation  (or for longer as we are required to do so according to our regulatory obligations or professional indemnity obligations).

Regarding personal information we have processed as part of providing the Services to any client, we will retain relevant personal information for at least six years from the date of our last interaction with that client and in compliance with our obligations under the EU General Data Protection Regulation (or similar legislation around the world) (or for longer as we are required to do so according to our regulatory obligations or professional indemnity obligations). We may then destroy such files without further notice or liability. If you request your files and documents we may charge you for the costs of copying a duplicate.

If personal information is only useful for a short period, e.g for specific marketing campaigns, we may delete it.

 

Your Rights

You have the following rights in relation to the personal information we hold about you:

  • Your right of access.

If you ask us, we’ll confirm whether we’re processing your personal information and, if necessary, provide you with a copy of that personal information (along with certain other details). If you require additional copies, we may need to charge a reasonable fee.

  • Your right to rectification.

If the personal information we hold about you is inaccurate or incomplete, you’re entitled to have it rectified. If you are entitled to rectification and if we’ve shared your personal information with others, we’ll let them know about the rectification where possible. If you ask us, where possible and lawful to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.

  • Your right to erasure.

You can ask us to delete or remove your personal information in some circumstances such as where we no longer need it or if you withdraw your consent (where applicable). If you are entitled to erasure and if we’ve shared your personal information with others, we’ll let them know about the erasure where possible. If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.

  • Your right to restrict processing.

You can ask us to ‘block’ or suppress the processing of your personal information in certain circumstances such as where you contest the accuracy of that personal information or you object to us. If you are entitled to restriction and if we’ve shared your personal information with others, we’ll let them know about the restriction where it is possible for us to do so. If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.

  • Your right to data portability. For more information click here.

With effect from 25 May 2018, you have the right, in certain circumstances, to obtain personal information you’ve provided us with (in a structured, commonly used and machine readable format) and to reuse it elsewhere or to ask us to transfer this to a third party of your choice.

  • Your right to object.

You can ask us to stop processing your personal information, and we will do so, if we are:

  • relying on our own or someone else’s legitimate interests to process your personal information, except if we can demonstrate compelling legal grounds for the processing; or
  • processing your personal information for direct marketing.
  • Your rights in relation to automated decision-making and profiling.

You have the right not to be subject to a decision when it’s based on automatic processing, including profiling, if it produces a legal effect or similarly significantly affects you, unless such profiling is necessary for entering into, or the performance of, a contract between you and us.

  • Your right to withdraw consent.

If we rely on your consent (or explicit consent) as our legal basis for processing your personal information, you have the right to withdraw that consent at any time.

You can read more about your individual rights on the Information Commissioner’s Office website.

 

Protecting your information

Your information is only accessed by people who need it to perform their role. Your personal data is encrypted at rest and in transit as far as possible. We will retain personal information only for so long as the information is necessary to fulfil your request, or until you exercise one of your rights.

Complaints or queries

Elicyon tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Elicyon’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

You may also complain to the supervisory authority in the UK, the ICO.

Various contact details are listed on their Report a concern page.

Links to other websites

This privacy notice does not cover the links within this site to other websites. We encourage you to read the privacy statements on other websites you visit.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 15th April, 2019.

How to contact us

If you want to request information about our privacy policy you can email us at: studio@elicyon.com