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Privacy Statement

Conversis is strongly committed to protecting personal data.  This privacy statement describes how and why we collect and use personal data and provides information about individuals’ rights. It applies to personal data provided to us, both by individuals themselves or by others.  We may use personal data provided to us for any of the purposes described in this document or as otherwise stated at the point of collection.

Personal data is any information relating to an identified or identifiable living person.  

When collecting and using personal data, our policy is to be transparent about why and how we process personal data.  To find out more about our specific processing activities, please go to the relevant sections of this statement.  

THE PRINCIPLES

Conversis shall so far as is reasonably practicable comply with the Data Protection Principles (the Principles) to ensure all data is:

CONVERSIS PROCESSING ACTIVITIES

BUSINESS CONTACTS

Collection of personal data

Conversis process personal data about contacts (existing and potential Conversis clients and/or individuals associated with them) using a customer relationship management system (the “Conversis CRM”).

The collection of personal data about contacts and the addition of that personal data to the Conversis CRM is initiated by a Conversis user and will include name, employer name, contact title, phone, email and other business contact details. In addition, the Conversis CRM may collect data from Conversis email (sender name, recipient name, date and time) and calendar (organiser name, participant name, date and time of event) systems concerning interactions between Conversis users and contacts or third parties.  

Use of personal data

Personal data relating to business contacts may be visible to and used by Conversis users to learn more about an account, client or opportunity they have an interest in, and may be used for the following purposes:

Conversis does not sell or otherwise release personal data contained in the Conversis CRM to third parties for the purpose of allowing them to market their products and services without consent from individuals to do so.

Data retention

Personal data will be retained on the Conversis CRM for as long as it is necessary for the purposes set out above (e.g. for as long as we have, or need to keep a record of, a relationship with a business contact).  

CORPORATE CLIENTS (and individuals associated with our corporate clients)

Collection of personal data

Our policy is to collect only the personal data necessary for agreed purposes and we ask our clients to only share personal data where it is strictly needed for those purposes. Where we need to process personal data to provide professional services, we ask our clients to provide the necessary information to the data subjects regarding its use.  Our clients may use relevant sections of this privacy statement or refer data subjects to this privacy statement if they consider it appropriate to do so.

Generally, we collect personal data from our clients or from third parties acting on the instructions of the relevant client.  

Use of personal data

We use personal data for the following purposes:

We are continually looking for ways to help our clients and improve our business and services.  Where agreed with our clients, we may use information that we receive in the course of providing professional services for other lawful purposes, including analysis to better understand a particular issue, industry or sector, provide insights back to our clients, to improve our business, service delivery and offerings and to develop new Conversis technologies and offerings.  To the extent that the information we receive in the course of providing professional services contains personal data, we will de-identify the data prior to using the information for these purposes. 

Data retention

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).   

In the absence of specific legal, regulatory or contractual requirements, our baseline retention period for records and other documentary evidence created in the provision of services is 6 years.

OTHERS WHO GET IN TOUCH WITH US

We collect personal data when an individual gets in touch with us with a question, complaint, comment or feedback (such as name, contact details and contents of the communication).  In these cases, the individual is in control of the personal data shared with us and we will only use the data for the purpose of responding to the communication.

STAFF

We collect personal data concerning our own personnel as part of the administration, management and promotion of our business activities. Staff should refer the Staff Data Policy to understand how their data is processed.

RECRUITMENT APPLICANTS

When applying online for a role at Conversis via the Conversis website, applicants should refer to the information on our careers page made available when applying for a job for details about why and how personal data is collected and processed.  

For more detail about our recruitment processes, please visit our careers page.

SUPPLIERS (including subcontractors and individuals associated with our suppliers and subcontractors)

Collection of personal data

We collect and process personal data about our suppliers (including subcontractors and individuals associated with our suppliers and subcontractors) in order to manage the relationship, contract, to receive services from our suppliers and, where relevant, to provide professional services to our clients.

Use of personal data

We use personal data for the following purposes:

We process personal data in relation to our suppliers and their staff as necessary to receive the services

Where a supplier is helping us to deliver services to our clients, we process personal data about the individuals involved in providing the services in order to administer and manage our relationship with the supplier and the relevant individuals and to provide such services to our clients.

Administering, managing and developing our businesses and services

We process personal data in order to run our business, including:

Security, quality and risk management activities

We have security measures in place to protect our and our clients’ information (including personal data), which involve detecting, investigating and resolving security threats.  Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans to identify harmful emails.  We have policies and procedures in place to monitor the quality of our services and manage risks in relation to our suppliers.  We collect and hold personal data as part of our supplier contracting procedures.  We monitor the services provided for quality purposes, which may involve processing personal data.

Providing information about us and our range of services

We do not use business contact details to provide information that we think will be of interest about us and our services without specific permission.  

Complying with any requirement of law, or regulation

As with any provider of services, we are subject to legal, and regulatory obligations.  We need to keep certain records to demonstrate that our services are provided in compliance with those obligations and those records may contain personal data.

Data retention

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).   Personal data may be held for longer periods where extended retention periods are required by law or regulation and in order to establish, exercise or defend our legal rights.

VISITORS TO OUR OFFICE

We have security measures in place at our offices, including CCTV and building access controls.

There are signs in our office showing that CCTV is in operation. The images captured are securely stored and only accessed on a need to know basis (e.g. to look into an incident).  CCTV recordings are typically automatically overwritten after a short period of time unless an issue is identified that requires investigation (such as a theft).

We require visitors to our offices to sign in at reception and keep a record of all visitors.

VISITORS TO OUR WEBSITE

Collection of personal data

Visitors to our websites are generally in control of the personal data shared with us.  We may capture limited personal data automatically via the use of cookies on our website.  Please see the section on Cookies below for more information.

We receive personal data, such as name, title, company address, email address, and telephone and fax numbers, from website visitors; for example when an individual subscribes to updates from us.

Visitors are also able to send an email to us through the website. Their messages will contain the user’s screen name and email address, as well as any additional information the user may wish to include in the message. 

We ask that you do not provide sensitive information (such as race or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; physical or mental health; genetic data; biometric data; sexual life or sexual orientation; and, criminal records) to us when using our website; if you choose to provide sensitive information to us for any reason, the act of doing so constitutes your explicit consent for us to collect and use that information in the ways described in this privacy statement or as described at the point where you choose to disclose this information.

Cookies

We use small text files called ‘cookies’ which are placed on your hard drives to assist in personalising and enriching your browsing experience by displaying content that is more likely to be relevant and of interest to you. The use of cookies is now standard operating procedure for most websites.  However, if you are uncomfortable with the use of cookies, most browsers now permit users to opt-out of receiving them.  You can find out more details regarding our use of cookies on our Cookies page.

Use of personal data

When a visitor provides personal data to us, we will use it for the purposes for which it was provided to us as stated at point of collection (or as obvious from the context of the collection).  Typically, personal data is collected to:

Our websites do not collect or compile personal data for the dissemination or sale to outside parties for consumer marketing purposes or host mailings on behalf of third parties.  If there is an instance where such information may be shared with a party that is not a Conversis member firm, the visitor will be asked for their consent beforehand.

Data retention

Personal data collected via our websites will be retained by us for as long as it is necessary (e.g. for as long as we have a relationship with the relevant individual).