Privacy Policy
Introduction
Welcome to EY Seren’s Privacy Notice.
EY Seren respects your privacy and is 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 (regardless of where you visit it from), or agree to participate in our interviews or research, and will tell you about your privacy rights.
Important information and who we are
Purpose of the Privacy Notice
This privacy notice aims to give you information on how EY Seren collects and processes your personal data through your use of this website, when you sign up to our weekly or other newsletter, or agree to participate in our interviews or research.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. These include the Consent Form which you will be asked to sign in order to participate in an interview. This privacy notice supplements these other notices and is not intended to override them.
Controller
EY Seren Limited is the controller and responsible for your personal data (collectively referred to as “EY Seren”, “we”, “us” or “our” in this privacy notice).
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.
FULL NAME OF LEGAL ENTITY:
EY Seren Limited
UK Company Number:
4151569
NAME OR TITLE OF DATA PRIVACY MANAGER
Joash Howard
PHONE NUMBER
EMAIL ADDRESS
POSTAL ADDRESS
1 More London Riverside,
London
SE1 2AF
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues ( www.ico.org.uk). We would, however, 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
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
- Identity Data includes name, username or similar identifier, marital status, title, date of birth and gender.
- Contact Data includes home or other address, email address and telephone numbers.
- Financial Data includes bank account and payment card details, and details of any transactions with you.
- Technical Data includes internet protocol (IP) address, any login data you use on our website, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website, and how you use this website.
- Interview Data includes video, audio and photographic recordings of your participation in interviews with us, as described on the Consent Form you will be asked to sign before you participate..
- Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences].
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate Interview Data to report to our client in connection with the research we are carrying out for them. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice and any Consent Notice. We do not collect any Special Categories of Personal Data about you without your express permission (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
How is your personal data collected?
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
- Direct interactions. You may give us your Identity, Contact, Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you subscribe to our service or newsletters, request marketing to be sent to you, request marketing information about our services to be sent to you or agree to participate in our interviews or research. You will be asked if you agree to provide your Interview Data, such as transcripts or recordings of interviews, to us before participating in an interview by signing a Consent Form.
- Automated technologies or interactions. As you interact with our website, we do not currently collect any Technical Data about your equipment, browsing actions and patterns.
- Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below:
- Technical Data from web analytics providers, (such as Google);
- Identity and Contact Data from our client, where you have agreed with them to participate in our interviews or research;
- Identity and Contact Data from publicly availably sources such as Companies House and the Electoral Register based inside the EU.
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. This includes carrying out an interview, as described in any Consent Form you have signed.
- Where it is necessary for our legitimate interests (or those of a third party, such as the performance of our research for our clients) 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 our Data Privacy Manager.
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 plan to 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.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact our Data Privacy Manager if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
|---|---|---|
| To register you as a new participant and contact you to arrange interviews | 1. Identity 2. Contact | Performance of a contract with you Necessary for our legitimate interests (to arrange interviews in order to perform research for our clients) |
| To manage our relationship with you which will include: 1. Notifying you about changes to our terms or Privacy Notice 2. Asking you to leave a review or take a survey or to participate in our interviews | 1. Identity 2. Contact 3. Interview 4. Marketing and Communications | 1. Performance of a contract with you 2. Necessary to comply with a legal obligation (to perform research for our clients) 3. Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services and to perform research for our clients) |
| To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | 1. Identity 2. Contact 3. Technical | 1. 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) 2. 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 | 1. Identity 2. Contact 3. Usage 4. Marketing and Communications 5. 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 | 1. Technical 2. 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 | 1. Identity 2. Contact 3. Technical 4. Usage 5. Interview | Necessary for our legitimate interests (to develop our products/services and grow our business) |
| To report to our clients on our research and interviews | 1. Interview | 1. Necessary to comply with a legal obligation (to perform research for our clients) 2. Necessary for our legitimate interests (to keep our records updated and to study how customers use our clients’ products/services and to perform research for our clients, including providing Interview Data to them) |
Marketing - promotional offers from us
We may use your Identity, Contact, Technical, Usage and Interview 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 or research may be relevant to you (we call this marketing).
You will receive marketing communications from us if you have requested information from us, subscribed to our newsletters, purchased services from us, or if you provided us with your details when you participated in an interview with us 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 the EY Seren Ltd group of companies for marketing purposes.
Opting out
You can ask us or third parties to stop sending you marketing messages at any time contacting our Data Privacy Manager at any time.
Where you opt out of receiving these marketing messages, this will not apply to Interview Data provided to us for which you have signed a Consent Form.
Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. We do not currently set or use any cookies.
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 you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please refer to paragraph 10.1.
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 the parties set out below for the purposes set out in the table in paragraph 4 above.
- Our clients for which we are carrying out interviews or research for which you have signed a Consent Form.
- Third parties such as Google who provide analytic reporting services relating to your use of our website.
- Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
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 do not transfer your personal data outside the European Economic Area (EEA).
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
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements, including reporting the results of our research to our clients.
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 of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Details of retention periods for different aspects of your personal data can be requested from us by contacting our Data Privacy Manager.
In some circumstances you can ask us to delete your data: please see [Request erasure] below for further information.
In some circumstances 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.
Interview Data for which you have signed a Consent Form and from which we have removed your name may be used by us or our clients indefinitely without further notice to you, in connection with the research for which it was obtained.
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please refer to [Your Legal Rights] below for further information.
If you wish to exercise any of the rights set out above, please contact our Data Privacy Manager.
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.
Glossary
Lawful basis
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting our Data Privacy Manager.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
Your legal rights
You have the right to:
10.1 Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
10.2 Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
10.3 Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
10.4 Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
10.5 Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
10.6 Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
10.7 Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.