Privacy and security are of utmost importance to Menas Associates and we strive to ensure that our technical and organisational measures in place respect your data protection rights.
In filling in a contact form on our website - www.menas.co.uk - (and us responding to you and holding your data) and in using our services, you agree and accept that we may gather, process, store and/or use the personal data submitted in accordance with the rules set forth below. For our existing clients (including those who may have signed up on our website) we process your personal data for the performance of the contract between us to provide our services.
By giving your consent to us, you also retain the right to have your personal data rectified, to be forgotten and/or to be erased.
Personal Data Collected
Identity and contact details of the data processor
Personal data is collected on our website by Menas Associates Limited, registered under the laws of England & Wales under number 6456915 with the Registrar of Companies, and having its registered office at The Paris Partnership, Russell House, 140 High Street, Edgware, Middlesex HA8 7LW, UK.
Data Protection Authority Declarations
Declarations on the automated processing of data are in the process of being registered with the Information Commissioner’s Office (ICO).
You retain the right to lodge any complaints on data protection with this supervisory authority.
Data collected on the site or in correspondence with us
Some or all of the following data is collected and managed by us: email, title, first name, last name, VAT number where applicable, login & password, postal address, telephone number, IP address(es), log-on data and browsing data where you authorise it, orders and payments history, events attendance history, subscriptions history, complaints, incidents, information on subscriptions and messages via email or on our site (all called here “verifications”). Some data is collected automatically by reason of your activity on the site (see paragraph on cookies below).
Any data submitted by you should not include any sensitive personal data, such as Government identifiers (i.e. social security, driving licence, or taxpayer identification numbers), complete credit card or complete personal bank card numbers, medical records or particulars connected with applications for care or treatment associated with private individuals.
Purposes of processing and legal basis
The principal purpose of collecting your personal data is to offer you a safe, optimum, efficient and personalised service. To this end, you agree and accept that we may use your personal data to:
- provide our services and facilitate performance, including verifications relating to you;
- resolve any problems so as to improve the use of our site and services;
- personalise, assess, and improve our services, content and materials;
- analyse the volume and history of your use of our services;
- inform you about our services and/or promotional offers;
- prevent, detect and investigate any activities that are potentially prohibited, unlawful or contrary to good practice and ensure compliance with our terms and conditions;
- comply with legal and regulatory obligations.
We use the personal data submitted to us only in accordance with the applicable data protection legislation.
For our publications, consultancy services and marketing material sign ups, we process your personal data based on the express consent you provide for this specific purpose.
Newsletter and marketing emails
An unsubscribe link should be included in every newsletter and marketing email sent to you.
For those of you who receive our newsletter, you are easily able to unsubscribe by following the “unsubscribe” links included in every email.
Without systematically doing so, we may analyse and track the various rates (for example: click, open, bounce rates) and the number of emails sent which you open to assess performance rates on your emailing campaigns.
We publishes a list of Customers & Testimonials on our site with information on our customers’ names and job titles. We undertake to obtain the authorisation of every customer before publishing any testimonial on our website. If you wish to be removed from this list, you can send us an email to email@example.com and we will delete your information promptly.
Third party disclosures
Personal data relating to you collected on our website are destined for our own use.
We ensures that we have in place clear data protection requirements for all of our third party providers.
We do not sell or rent your personal data to third parties for marketing purposes whatsoever.
We do not disclose your personal data to third parties, except if:
- you register for an event (Breakfast Briefings) on our website (we will share you first name, last name, and company with our event hosting partner)
- you request or authorises disclosure thereof
- the disclosure is required to process transactions or supply services which you have requested
- we are compelled to do so by a government authority or a regulatory body, in the case of a court order, a summons to appear in court or any other similar requisition from a government or the judiciary, or to establish or defend a legal application
- the third party is a subcontractor or sub-processor of Menas Associates in the carrying out of services (for example: we use the services of an Internet provider or a telecommunications company).
Your data protection rights
In accordance with the UK Data Protection Bill and the European General Data Protection Regulation (GDPR) you have a right of access, correction and removal of your personal data which you may exercise by sending us an email to firstname.lastname@example.org. Your requests will be processed within 30 days. We may require that your request be accompanied by a photocopy of proof of identity or authority.
You are also able at any time to modify personal data by logging into your account and clicking on Account or My privacy.
You can choose to decline acceptance of all cookies, but your ability to browse certain pages of the site may be reduced. The cookies used by us are intended to enable or facilitate communication, to enable the services requested by users to be supplied, to recognise users when they re-visit the site, to secure payments which users may make, to register the language spoken by users or other preferences necessary for the services requested to be supplied.
We also uses analytics and tracking tools to measure website and digital data to gain customer insights, to carry out analyses on browsing experience so as to improve content.
By default, cookies are not installed automatically (with the exception of those cookies needed to run the site and Menas Associates services, and you are informed of their installation by a banner). In accordance with the regulations that apply, we will require your authorisation before implanting any other kind of cookie on your hard drive. To avoid being bothered by these routine requests for authorisation and to enjoy uninterrupted browsing, you can configure your computer to accept our cookies or we are able to remember your refusal or acceptance of certain cookies. By default, browsers accept all cookies.
Data Retention Periods
We collect your personal data for the requirements as set out above, as well as information about how and when you use our services; and we retain this data in active databases, log files or other types of files.
Aside from where you have provided your consent, for example for marketing purposes, we only store your data for the time needed to provide to you our services, and in no event no longer than 12 months after no activity on our site or through email or closing your account (unless otherwise required by law). You are able to access your personal data for as long as you hold an active account with us and for a period of up to 12 months thereafter.
Location of data storage and transfers
The host servers on which Menas Associates processes and stores its databases are located exclusively within the European Union.
We will inform you immediately, to the extent we are legally authorised to do so, in case of any application or order originating from an administrative or judicial authority relating to your personal data.
Within the framework of its services, we attribute the very highest importance to the security and integrity of its customers’ and users personal data.
Thus and in accordance with the GDPR, we undertake to take all pertinent precautions in order to preserve the security of the data and, in particular, to protect them against any accidental or unlawful destruction, accidental loss, corruption, unauthorised circulation or access, as well as against any other form of unlawful processing or disclosure to unauthorised persons.
To this end, we implement industry standard security measures to protect personal data from unauthorised disclosure.
Moreover, in order to avoid in particular all unauthorised access, to guarantee accuracy and the proper use of the data, we have put the appropriate electronic, physical and managerial procedures in place to safeguard and preserve the data gathered through our services.
Notwithstanding this, there is no absolute safety from piracy or hackers. That is why in the event a breach of security were to affect you, we undertake to inform you thereof without undue delay and to use its best efforts to take all possible measures to neutralise the intrusion and minimise the impacts. Should you suffer any loss by reason of the exploitation by a third party of a security breach, we undertake to provide you with every assistance necessary so you are able to assert your rights.
You should keep in mind that any user, customer or hacker who discovers and takes advantage of a breach in security renders him or herself liable to criminal prosecution and that Menas Associates will take all measures, including filing a complaint and/or bringing court action, to preserve the data and the rights of its users and of itself and to limit the impacts.
Account Passwords. In adopting the ICO recommendations on the level of security of passwords, your account password must contain at least 8 characters, 1 letter, 1 number and 1 special character.
Visit our contact page at menas.co.uk/contact if you have questions or you can email our Data Protection Officer directly at: email@example.com.