Prism Ideas is committed to protecting the privacy and security of your personal information.
This Privacy (‘the Policy’) (together with any other of our terms and conditions, and any other documents referred to in them) sets out the basis on which any personal data we collect from you, or that you provide, will be processed by us. Please read this Policy carefully to understand our views and practices regarding your personal data and how we will treat it.
We will only use your personal data in the manner set out in this Policy and in a way that is fair to you. We will only collect personal data where it is necessary for us to do so and where it is relevant to our dealings with you. We will only keep your personal data for as long as it is relevant to the purpose for which it was collected or for as long as we are required to keep it by law.
The Policy sets out (1) who we are and describes (2) the information we collect (3) how we use your information (4) where we store your information and (5) the lawful basis of processing.
Who we are
For the purpose of the General Data Protection Regulations (the “Regulations”), the data controller is Prism Ideas Limited, a company registered in England and Wales under company number 04094123, whose registered office is, Unit 2 Morston House, Princes Court, Beam Heath Way, Nantwich, Cheshire, England, CW5 6GD
We will refer to Prism Ideas Limited as (‘the Company’, “us”, “we”, or “our”) which operates www.prismideas.com, the “Site”.
The user of our Site and other business or personal contacts that we deal with as clients, third parties or suppliers are referred to as ‘you’ or ‘your’.
We are registered with the Information Commissioner’s Office under registration number ZA148173.
This Policy explains what happens to any personal data that you provide, or that is collected from you as part of our usual business, marketing and/or accessing our Site.
We use your personal information to provide clients and third parties with quotes on our services and to ensure that we keep in touch with our client and contact base with targeted emails and marketing content.
Data protection principles
We will comply with data protection law. This says that the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
Information we collect
The majority of the data that we collect and store will be business data relating to the clients, suppliers and third parties we are dealing with. However, as part of our business and marketing processes we will be collecting and using limited personal data (‘Personal Data’) to include names, email addresses, addresses and mobile phone numbers (where applicable). If you contact us, we will keep a record of that correspondence.
We use your Personal Data to provide you with information, proposals and quotes regarding our business and the services that we offer. We may from time to time keep in touch with our contact base with targeted information-based emails. We are aware that clients and contacts will also be accessing our Site and that by accessing the Site, you agree to the collection and use of information in accordance with this Policy.
While using our Site and undertaking business with the Company with the view to supplying or purchasing our expertise, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you.
How we use your information
We use your information to provide you with our business. We may also use your information in the following ways:
- To provide you with information regarding our business, quotations and proposals.
- To deal with our clients, suppliers and third parties.
- To carry out our obligations arising from any contracts entered into between you and us as well as assisting us in negotiations prior to entering into a contract.
- To provide you with billing information in relation to our business.
- To notify you of news and changes to our business.
- To manage the Site, detect fraud or Site abuses, send you information relevant to the Site and in case we have any queries.
- To ensure that content from the Site is presented in the most effective manner for you.
- To assist with any aspect of the Site (including, without limitation, providing customer support, preventing or investigating prohibited activity, enforcing our terms and conditions, and verifying information).
- In a collective way not referable to any particular individual, for the purpose of quality control and improvement of the Site.
Where we store your Personal Data
- All information you provide to us is stored on our secure servers. We use industry standard security and firewalls on our servers.
- We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of your information. Our security procedures mean that we may occasionally request proof of identity before we disclose personal information to you.
- Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your Personal Data, we cannot guarantee the security of your data transmitted to the Site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
- Only authorised personnel and contractors have access to your information.
- We will keep your information secure by taking appropriate technical and organisational measures against its unauthorised or unlawful processing and against its accidental loss, destruction or damage.
Lawful basis of Processing
We will generally process Personal Data regarding clients, suppliers, third parties and people that we provide our services to as we are under contract. The processing of such Personal Data is necessary for the contract or we have been asked to take specific steps before entering into a contract.
We may also process limited Personal Data of contacts for the purposes of the legitimate interests of the Company. We have a legitimate interest in keeping in touch with our clients and contacts which may include sending targeted emails regarding news about our business. We have balanced this legitimate interest of the Company against the rights of the individual and do not conclude this is unreasonable, as at all times the data subject has a right to be forgotten and their Personal Data to be deleted. As part of sending targeted marketing emails about our business we may seek consent from you and you have the right to withdraw such consent at any time.
Clients: we need to keep your Personal Data to allow us to ensure compliance with the contract. We keep a record of client work for at least 6 years after the contract, although we have a legitimate business interest to keep details of client work for longer than this period in order to provide the best possible service to our clients. We will keep limited Personal Data of clients to include contact details and transactional history for longer than this 6 years period as many of our clients return to us and we need to retain such data to assist us provide this service.
Contractors: we will retain relevant Personal Data for a period of up to 7 years from the end of the tax year following the termination of a contractor agreement, in order to comply with our obligations to keep records for certain legal reasons.
Third parties: we will keep certain Personal Data on third parties to allow us to comply with our contractual obligations and provide our services for at least 6 years after a contract or project has finished. We will keep limited Personal Data of third parties for longer than this 6 year period, where relevant, as we may need to contact third parties or refer to projects where they were involved.
Recruitment: If you apply for a job with us, we may use your information for the purposes of recruitment and selection, corresponding with you and equal opportunities monitoring. We will not store your Personal Data for more than 12 months if you are not successful.
Where we are a Data Processor and not a Data Controller
There may be circumstances where we act as a data processor only and in such cases we will process data on the instructions of the client, as the data controller. It may be in such circumstances we process, in addition to the categories of Personal Data above, special categories of data and data relating to employment. In these circumstances all relevant safeguards will apply to such data and processing will only be used for the purposes it is collected for. However, most of the client work that we deal with will not involve Personal Data.
We collect information you give us when you register or use our Site, including asking us to contact you. We require only the information we need to provide a service to you, such as your name, address, telephone number and email address. Where we would like more information to help us improve our services, over and above the basic required information, it will be clear that your response is voluntary and you are free not to provide us with more information if you would prefer not to do so.
Like many site operators, we collect information that your browser sends whenever you visit our Site (“Log Data”). This Log Data may include information such as your computer’s Internet Protocol (“IP”) address, browser type, browser version, the pages of our Site that you visit, the time and date of your visit, the time spent on those pages and other statistics.
In addition, we may use third party services such as Google Analytics that collect, monitor and analyse this.
Cookies are files with small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a web site and stored on your computer’s hard drive.
Like many sites, we use “cookies” to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Site.
The Right to deletion and correction
We try to ensure we have the correct Personal Data on you, you may ask us to remove you from our email alert lists at any time by emailing the email address provided below.
We will also offer you the option of correcting your details and of being removed from future email alerts. You can ask to stop receiving emails by using the unsubscribe links contained within the acknowledgement emails when you register on the site, request quotations, speak to a member of our team or request a brochure. You also have the right to access information held about you by emailing our contact email address.
When we share your information
We may need to disclose your Personal Data to third parties (including relevant business partners we work with, contractors and our IT provider), without obtaining your prior consent, in order to comply with our legal obligations as required to do so by law and because we are under contract with these providers.
We may share your information with another organisation that buys our company or our assets, or with another organisation from which we acquire a company or business, and in the course of any preceding negotiations with that organisation, which may or may not lead to a sale.
We may share your information with our funders or potential funders, such as our bank and with our professional advisors who have a reasonable need to see it.
We may share your information with any group companies of ours so that they can provide you with information about our products and services available from them. We may provide anonymous aggregated data to reputable third parties on a commercial basis.
Transfers of Data in Europe
Data protection legislation is harmonised throughout the European Economic Area (‘EEA’) which comprises the EU member states, Norway, Iceland and Liechtenstein. Countries outside the EEA do not generally have the same level of protection for personal information as those within the EEA. If there is an occasion when we need to transfer data to comply with a project we will ensure we have procedures in place to comply with data protection legislation in the EEA.
The Site may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of those websites, please note that those websites have their own privacy policies and that we do not accept any responsibility or liability for those policies. Please check those policies before you submit any Personal Data to those websites.
- By submitting data to us and using the Site, you consent to our use of your data, including Personal Data, and of anyone you represent in the manner set out in this Policy (as amended from time to time, as described below) and you are responsible for ensuring that you have authority to consent on behalf of anyone about whom you submit data to us.
- You can revoke any consent you have given us under this Policy at any time by contacting the email address set out below and referencing this Policy in the email subject line, using the body of the email to say what consent you are revoking.
Changes to This Policy
This Policy is effective as of 10th December 2018 and will remain in effect except with respect to any changes in its provisions in the future, which will be in effect immediately after being posted on this page.
We reserve the right to update or change this Policy at any time and you should check this Policy periodically. Your continued use of our business after we post any modifications to this Policy will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Policy.
If we make any material changes to this Policy, we will notify you either through the email address you have provided us, or by placing a prominent notice on our Site.
If you have any questions about this Policy, please contact us.
If you have any queries about the information we hold on you, please email: firstname.lastname@example.org
Last updated: 10th December 2018
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Whilst every care has been taken in producing this website, Prism Ideas can accept no liability for any inaccuracies or omissions. You may use the Prism Ideas website subject to the Terms and Conditions set out on this page. You should visit this page regularly to check the latest version of these Terms and Conditions. Access and use by you of this site constitutes acceptance by you of the Terms and Conditions in force at the time of use.
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