PRIVACY POLICY HOMEPRIVACY POLICY PRIVACY POLICY Field Marketing Services Ltd understands the importance of protecting the personal information that we obtain during the course of our business activity, and we also know how important it is to you. We will only collect and use personal information in the ways that are described here, and in a way that is consistent with our obligations and your rights under the law. In respect of the personal data collected on behalf of one of Field Marketing Services Ltd’s clients, the client’s privacy policy, rather than this Privacy Policy, will apply to our processing of your information. Information about us Field Marketing Services Ltd, registered in England under company number 05143940. Registered address: 85 Great Portland Street, First Floor, London W1W 7LT For data protection enquiries, please contact Emma Benson by writing to her at the address above or emailing her at enquiries@fms-group.co.uk. Field Marketing Services Ltd is a member of the Direct Marketing and Data Association and an ICO Certificate holding company. What does this policy cover? This Privacy Policy applies only to you if you visit our website or contact us. Please be aware that our website may contain links to other websites. Please note that we have no control over how your personal information is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them. What is personal information? Personal information is, in simple terms, any information about you that enables you to be identified. Personal information covers obvious information, such as your name and contact details, but it also covers less obvious information, such as identification numbers, electronic location data, and other online identifiers. Personal information or data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’. What personal information do we collect? This will vary depending on the reason we have your personal information. Please click on the on link below that best describes you: Website visitor Person contacting us (e.g. via our helpline, to provide feedback or make a complaint) Job applicant with Field Marketing Services Ltd What are your rights? Under the GDPR, you have the following rights, which we will always work to uphold: 1. The right to be informed about our collection and use of your personal information. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details listed under Contact us. 2. The right to access the personal information we hold about you. The section ‘How can you access your personal information?’ will tell you how to do this. 3. The right to have your personal information corrected if any of your personal information held by us is inaccurate or incomplete. Please contact us using the details listed under Contact us to find out more. 4. The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal information that we have. Please contact us using the details listed under Contact us to find out more. Please be aware that, under certain conditions, we may not be able action your request in full – for example, where we have a legal obligation to continue to process your personal information. 5. The right to restrict (i.e. prevent) or object to us using your personal information for a particular purpose or purposes. For more information about our use of your personal information or exercising your rights as outlined above, please Contact us. Further information about your rights can also be obtained from the Information Commissioner’s Office (ICO). If you have any cause for complaint about our use of your personal information, you have the right to complain to the Information Commissioner’s Office. How can you access your personal information? If you want to know what personal information we have about you, you can ask us for details of that personal information and for a copy of it (where any such personal information is held). This is known as a ‘subject access request’. All subject access requests should be made in writing and sent to the email or postal addresses shown in the Contact us section on this page. To make this as easy as possible for you, we can send you a Subject Access Request Form. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible. There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests), a fee may be charged to cover our administrative costs in responding. We will respond to your subject access request within one month and, in any case, not more than one month after receiving it. Normally, we aim to provide a complete response, including a copy of your personal information within that time. In some cases, however, particularly if your request is more complex, more time may be required, up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress. How do we ensure the security of your information? We take appropriate measures to ensure that all personal information is kept secure, including security measures to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way . We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We require our staff and all third parties to maintain high standards of safety and protection of information, including contractual obligations under which they undertake the protections of all personal information and apply strict information transfer measures. We also have procedures in place to deal with any suspected personal information security breach. We will notify you and any applicable regulator of a suspected personal information security breach, where we are legally required to do so. Right to data portability You have the right to move, copy or transfer your personal data from one IT environment to another. This right applies to data that you have provided to us and that we are processing on the legal basis of consent or in the performance of a contract and that processing is by automated means. We will respond to your request within 28 days of receipt of your request. If you want to exercise this right, please contact the DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-data-portability/ Rights relating to automated decision making including profiling You have the right in respect of automated decision making, including profiling. Where we carry out solely automated decision making, including profiling, which has legal or similarly significant effects on you, we can only do this if it is in connection with a contract with you, we have a right under law or you have provided your explicit consent. We will tell you if this happens and tell you how you can request human intervention or challenge the decision. If you want to exercise this right, please contact the DPO at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/rights-related-to-automated-decision-making-including-profiling/ Contact us To contact us about anything to do with your personal information and data protection, including to make a subject access request, please use the following details (marking it ‘For the attention of Emma Benson’). Email address: enquiries@fms-group.co.uk Postal Address: 85 Great Portland Street, First Floor, London W1W 7LT Changes to this Privacy Policy We may change this Privacy Policy from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal information protection. Any changes will be immediately posted on our website and you will be deemed to have accepted the terms of the Privacy Policy on your first use of our website following the alterations. We recommend that you check this page regularly to keep up to date. INDIVIDUAL WHO CONTACT US What personal information do we collect? When a person contacts us either through our helpline in relation to a product or service, or to give us feedback, or perhaps make a complaint, we capture the details of the person making contact and the nature of the contact or complaint. Complaints normally contain the identity of the complainant and any other individuals involved in the complaint. How do we use your personal information? Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. We will only use your personal information to: allow us to action your request allow us to properly investigate any complaint contact you in relation to any further information we require from you to action your initial request or complaint communicate with you, which may include responding to emails or calls from you review our training and processes in order to make improvements How long will we keep your personal data? We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept): Where you have entered into an agreement with one of the clients who we represent then we will normally refer you directly to them and will then not retain your personal information. If you are registering a complaint we may retain that record for up to 6 years. We will, however, minimise your personal information so that we only retain what is absolutely necessary to comply with our contractual obligations and liabilities. How and where do we store or transfer our personal data? We will only store or transfer your personal data in the UK on our protected systems. This means that it will be fully protected under the GDPR. Do we share your personal data? We may sometimes contract with the following types of third parties to supply services. In some cases, those third parties may require access to some of your personal information that we hold: Clients of Field Marketing Services Ltd based in the UK. Personal information will only be shared with a client if you are contacting us in relation to the product or service offering you have taken up with them via us. Suppliers of Field Marketing Services Ltd where their actions have caused you to contact us If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law. In some limited circumstances, we may be legally required to share certain personal information, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority. WEBSITE VISITOR What personal information do we collect? When visiting our website, tracking technologies may automatically record information about your visit. These are called ‘cookies’. We may collect the following information: IP address Web browser type and version Operating system A list of URLs starting with a referring site, your activity on our Site, and the site you exit to How do we use your personal information? Under the GDPR, we must always have a lawful basis for using personal information. This may be because you have consented to our use of your personal information, or because it is in our legitimate business interests to use it. Your personal information is used for analysing your use of our website and gathering feedback to enable us to continually improve it and your user experience. How long will we keep your personal information? We use Google Analytics to help us improve our website and we will only retain your information for 14 months from your last site visit. How and where do we store or transfer your personal information? We use Google Analytics, which may transfer your personal information to their servers based in the USA, and is protected under EU-US Privacy Shield. This requires that third party to provide data protection to standards similar to those in Europe (for more details on this and the security measures taken by Google, please go to: https://support.google.com/analytics/answer/6004245?hl=en) More information is available from the European Commission. Do you share my personal information? We will not share any of your personal information with any third parties for any purposes, subject to one important exception. In some limited circumstances, we may be legally required to share certain personal information, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority. How do we use cookies? Our website may place and access certain first-party cookies on your computer or device. First-party cookies are those placed directly by us and are used only by us. We use cookies to facilitate and improve your experience of our website and to provide and improve our products and/or services. We have carefully chosen these cookies and have taken steps to ensure that your privacy and personal information is protected and respected at all times. All cookies used by and on our website are used in accordance with current Cookie Law. Before cookies are placed on your computer or device, you will be shown a pop up requesting your consent to set those cookies. By giving your consent to the placing of cookies, you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of cookies; however certain features of our website may not function fully or as intended. Certain features of our website depend on cookies to function. Cookie Law deems these cookies to be ‘strictly necessary’. These cookies are shown in the table below. Your consent will not be sought to place these cookies, but it is still important that you are aware of them. You may still block these cookies by changing your internet browser’s settings as detailed below, but please be aware that our website may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them. Our website uses analytics services provided by Google Analytics. Website analytics refers to a set of tools used to collect and analyse anonymous usage information, enabling us to better understand how our website is used. This, in turn, enables us to improve our website and the services offered through it. The analytics service used by our website uses cookies to gather the required information. You do not have to allow us to use these cookies. However, while our use of them does not pose any risk to your privacy or your safe use of our website, it does enable us to continually improve our website, making it a better and more useful experience for you. In addition to the controls that we provide, you can choose to enable or disable cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all cookies or only third-party cookies. By default, most internet browsers accept cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device. You can choose to delete cookies on your computer or device at any time, however you may lose any information that enables you to access our website more quickly and efficiently including, but not limited to, login and personalisation settings. It is recommended that you keep your internet browser and operating system up to date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings. CONTACT US About FMS Group FMS Group is the UK’s No.1 Field Marketing Agency that represents a diverse range of clients in multiple industry sectors. Contact FMS Group Email: enquiries@fms-group.co.uk Phone: +44 (0) 207 748 5220 Our Services FMS Group offers bespoke marketing campaigns which achieve brand awareness, sales and new customer acquisition. FMS Group Company Information Company Name: Field Marketing Services Limited Company Number: 05143940 Registered Address: 85 Great Portland Street, First Floor, London W1W 7LT Registered with The Information Commissioner’s Office. Data Protection Registration Number ZA424798 © 2019 Field Marketing Services Limited All right reserved. Privacy Policy | Website Visitor +44 (0) 207 748 5220 enquiries@fms-group.co.uk