Introduction
Mad Professor are committed to protecting the rights and freedoms of data subjects and safely and securely processing their data in accordance with all of our legal obligations.
We hold personal data about our employees, clients, agents, suppliers and other individuals for a variety of business purposes. This policy sets out how we seek to protect personal data.
This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards – and to comply with the law.
Data Protection Officer (DPO) Contact Details
Angela Crockford
info@madprofessorltd.co.uk
01462 790008
The Purpose of this Policy
This data protection policy ensures that Mad Professor:
- Complies with data protection law and follows good practice
- Protects the rights of staff, customers and partners
- Is open about how it stores and processes individual’s data
- Protects itself from the risk of data breach
Data Protection Law
The Data Protection Act describes how organisations must collect, handle and store personal information. These rules apply whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.
The Data Protection Act is underpinned by eight important principles. These say that personal data must:
- Be processed fairly and lawfully
- Be obtained only for specific, lawful use
- Be adequate, relevant and not excessive
- Be accurate and kept up to date
- Not to be held for any longer than necessary
- Processed in accordance with the rights of data subjects
- Be protected in appropriate ways
- Not to be transferred outside of the European Economic Area, unless that country or territory also ensures an adequate level of protection
What Kind of Data is Collected and How is it Obtained?
We may obtain information via correspondence such as by phone, email, website contact form, meeting or social media.
We may record information about individuals including:
- name, age and gender
- contact details: postal address, telephone numbers and e-mail address
- company name and job role
- marketing and communication preferences
- information relevant to the enquiry
Information We May Hold
We save emails and booking paperwork for administrative purposes, specific to our work and for the purposes of providing good customer service. (For example, it can be useful to see what activities have already been done or venues previously used.)
As a result of this we have on file customers’ name, business address, phone number, email address, company and job role and anything else in the email signature, as well as details of previous enquiries or events.
How We Use Customer Information
- Contacting customers or event agencies to see if we can be of further assistance (anticipation of contract / legitimate interest.)
- Responding to enquiries (legitimate interest)
- Liaising with enquirers regarding their event needs (legitimate interest)
- General event administration such as issuing contracts, invoices, event plans, staff call sheets and feedback forms (contract)
- Event plans – customer contact details will be issued to event staff for the purpose of fulfilling their assigned duties and liaising with the client on the event day (contract)
- Keeping in touch with anyone who has opted in to our newsletter (consent, legitimate interest.) Subscribers to our newsletter have the right to opt out at any time.
How Long We Keep Data
- For data processing for the purposes of enquiries, we will keep personal data for a period of no more than 60 days beyond the proposed event date.
- For data processing for the purposes of contracted events we save emails and booking paperwork from contracted customers for customer service purposes only. We will keep this information for as long as the customer relationship continues or until the customer requests its deletion.
- For data processing for marketing purposes, we will keep data until the subject has unsubscribed from our email communications or withdrawn their consent.
Subject Access Requests
All individuals who are the subject of personal data held by us are entitled to:
- Ask what information the company holds about them and why.
- Ask how to gain access to it.
- Be informed how to keep it up to date.
- Be informed how the company is meeting its data protection obligations.
If an individual contacts the company requesting this information, this is called a subject access request. Subject access requests from individuals should be made by e-mail, addressed to the data controller (Angie Crockford at info@madprofessorltd.co.uk) The data controller will always verify the identity of anyone making a subject access request
before handing over any information.
Where We Store Data and Who Has Access
All information is stored on our secure servers and protected by passwords accessible to the Company Directors. We do not share this data with anyone outside of our organisation.
Printed Information
Printed paperwork is given to the Event Manager and Event Crew which includes customer contact names, phone numbers and details of their events, for the purpose of liaising with the customer on the event day and providing the service employed.
All employees handling personal data will be trained to treat this information with discretion.
All printed paperwork is returned to the office and shredded after the event.
Accuracy and Relevance
We will ensure that any personal data we process is accurate, adequate, relevant and not excessive, given the purpose for which it was obtained. We will not process personal data obtained for one purpose for any unconnected purpose unless the individual concerned has agreed to this or would otherwise reasonably expect this.
Our Website
This site collects personal data from enquirers via web forms, and also via the email address we provide for customers to contact us with their enquiry. Enquirers submit information using these methods voluntarily, and agree to the use of the personal data provided as described in this policy. If we are given personal information about somebody else, such as a colleague, we will assume that their permission was given to do so, and their data will also be subject to this policy.
Website Cookies
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. When you visit our website, we may collect information from you automatically through cookies or similar technology. For further information about cookies, visit www.aboutcookies.org
We use cookies on our site based on the grounds of our legitimate interests, to help us monitor visitor use of our site through Google Analytics.
Google Analytics
We use a third party service, Google Analytics, to collect standard internet log information about visitors to our website and details of their behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site.
This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
Mailing Lists
When subscribers sign up to receive our newsletter we collect personal information. This information is used to tell them about new products or services.
We use a third-party provider, Squeezymail, to deliver our marketing and news / updates. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our mailings. For more information, please see Squeezymail’s privacy notice.
Contacts can unsubscribe at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing our data protection officer Angie Crockford at info@madprofessorltd.co.uk
Changes to our Privacy Policy
We regularly review our privacy policy and update it when necessary.
This Policy was created by: Angela Crockford, Company Director and DPO.