Privacy Policy

This privacy policy sets out how Awards Intelligence Ltd collects, processes, uses and protects your personal data when you use this website and also (if you are a client) where we provide you with a service or (if you are our service provider) where you have provided. In the context of the law and this policy, “process” means collect, store, transfer, use or otherwise act on information.

Awards Intelligence Ltd is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified (“personal information”) when using this website, then you can be assured that it will only be used in accordance with this privacy statement. We take seriously the protection of your confidentiality and privacy.

Awards Intelligence Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 25 May 2018. Our policy complies with UK law, including that required by the EU General Data Protection Regulation (GDPR) 2016/679.

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.

Controller

Awards Intelligence Limited is the controller and responsible for your personal data (collectively referred to as “Awards Intelligence Ltd”, “we”, “us” or “our” in this privacy notice).

Security

Awards Intelligence Ltd is fully committed to ensuring that your information is secure and to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We will follow procedures that aim to ensure that all personnel with access to any personal data held by the company are aware of and abide by their duties under the regulations of the EU General Data Protection Regulation (GDPR) 2016/679. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

If you have any questions regarding this Privacy Policy you can contact us on enquiries@awardsintelligence.co.uk or call us on +44 (0) 1444 230130.

We may collect the following information:

• Identity Data including name, title and job title
• Contact Data including email address, phone, Skype ID, postcode and address
• Marketing Data including preferences and interests related to our individual services and other information relevant to surveys and assessments
• Transaction Data including financial and payment details, details of services you have purchased from us or that we have purchased from you
• Technical Data including internet protocol (IP) address, your login data, 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 websiteUsage Data including information about how you use our website, products and services

How is your personal data collected?

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity, Contact and 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:
  • order services from us (where you are our customer);
  • provide goods or services to us (where you are our supplier of goods or services)
  • request marketing to be sent to you; or
  • give us some feedback.
• technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.

Lawful basis on which we process your information

We must establish a lawful basis for processing data. At least one of the following conditions must apply whenever we process personal data:

• Contractual Obligation
• Legal Obligation
• Consent
• Legitimate Interest
• Vital Interest
• Public Function

Contractual Obligation

When you appoint us to carry out a service for you, or we appoint you to provide services to us, or you opt in to our email services, or otherwise agree to our terms and conditions, a contract is formed between us. In order to fulfil our contractual obligation we must process the information you give us, some of which may be your personal information.

We process the information on the basis of an existing contract, or you have requested we use the information before entering into a legal contract. We will continue to process the information until the contract ends or is terminated by either party under the terms of our Conditions of Business.

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.

If we collect your information in relation to employment it will be used only for purposes directly relevant to your employment, including complying with our contractual obligations, our legal obligations, managing the employment relationship, internal record-keeping, payroll and tax information (HMRC). At the end of your term of employment we will keep HMRC data for a period of 7 years.

Legal Obligation

Sometimes we will process your information in order to comply with a statutory obligation, for example when giving information to legal or tax authorities in relation to authorisation such as a search warrant or court order.
Consent

When there is no contractual relationship between us, certain actions, such as when you browse our website, or request information about our services, indicate that you provide your consent to us to process information, some of which may be your personal information. You may give your consent by implication, for example when you email us and would reasonably expect us to reply to you. Whenever you fill in a form or download information from our website, you will be prompted to give your consent to be contacted. You can unsubscribe from any of our services at any time and you may withdraw any consent given at any time.

Legitimate Interest

We may process your information where it relates to our legitimate interests, on an appropriate basis. We will use your data in ways that you would reasonably expect, for example when you make an enquiry about any our services, and we wish to keep you informed of news directly related to that services, the other services we offer, or regarding changes to the services we offer, then we will contact you on the basis of legitimate interest. We will not process information wherever there is a good reason to protect your personal information that overrides the legitimate interest.

Public Function

This applies when the processing of data is necessary to carry out a public function, a task of public interest or the function has a clear basis in law. This condition is not applicable to Awards Intelligence Ltd.

Vital Interests

This is where the processing of data is necessary to protect a person’s life or in a medical situation. This condition is not applicable to Awards Intelligence Ltd.

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 us 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.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

View our full cookie policy here

Call Tracking and Recording

We use telephone tracking numbers to link a user’s call to the marketing channel that they originated from. This is done using cookies; you can choose to decline cookies if you would prefer not to be tracked.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information that you provide whilst visiting such sites, and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Retention Period

Except as otherwise mentioned in this Privacy Policy, we will keep your personal information only for as long as required by us to
• Provide you with our services, or details of the services we offer
• Comply with Statutory law, including for the period stipulated by the tax authorities (HMRC)
• support a claim or defence in court

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.

We keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for seven years after they cease being customers for tax reporting purposes and in case of any dispute.

We keep basic information about our suppliers (including Contact, Identity, Financial and Transaction Data) for seven years after we purchase goods or services form them so that we can contact them if. For example, there are any issues with our previous purchase or to order further goods or services from them in the future.

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.

Access to information

You may request details of personal information that we hold about you. If you would like a copy of the information held on you, please write to:
Awards Intelligence Ltd, 8 Danworth Farm, Uckfield Road, Hurstpierpoint, West Sussex, BN6 9GL
Alternatively you can send us a request at enquiries@awardsintelligence.co.uk.

On receipt of your request we will advise you of a timeframe in which you can expect to receive the information.

Your right to rectification

If you believe that any information we are holding on you is incorrect or incomplete, please write to us at the above address or email us at enquiries@awardsintelligence.co.uk as soon as possible. We will promptly correct any information found to be incorrect.

Your right to removal of your information

If you wish us to remove your personal information, please write to us at the above address or email us at enquiries@awardsintelligence.co.uk.

Your right of objection to processing

You have the right to object to the 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.

Your right to request restriction of processing

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.

Right to request the transfer of personal data

You may 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.

Marketing

We may use your Identity, Contact, Technical, Usage and Profile 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 products, services and offers may be relevant for you. We call this marketing.
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and, in each case, you have not opted out of receiving that marketing.
We will get your express opt-in consent before we share your personal data with any company outside the Network Aviation Group of companies for marketing purposes.

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing messages sent to you or by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.

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 contact us.

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 third parties for the purposes set out in the table above, such as service providers, professional advisers, HM Revenue & Customs or any 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.

In addition to those mentioned above, external third parties that we may share your personal data with include:

• Cloud Direct (3rd Party GDPR-compliant Cloud Storage Service)
• GoogleDrive (3rd Party GDPR-compliant Cloud Storage Service, accessible only by Data Controller)
• Xero (3rd Party GDPR-compliant Cloud Accounting Service)
• Mailchimp (3rd Party GDPR-compliant e-marketing Service)
• WayTime Technologies (3rd Party GDPR-compliant IT Support Service)
• Pixal Marketing (3rd Party GDPR-compliant Pay-Per-Click Agency)

International transfers

Some of our external third parties are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries: https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/adequacy-protection-personal-data-non-eu-countries_en.
• Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries: https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/model-contracts-transfer-personal-data-third-countries_en.
• Where we use providers based in the US, we may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield: https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/eu-us-privacy-shield_en or visit https://www.privacyshield.gov/welcome.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Complaints

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.