PRIVACY POLICY

Privacy notice

 

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as: 

“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

In accordance with the General Data Protection regulation, it is our obligation as ‘Data Controller’ of this website to inform you of your rights as a data subject.

This policy may change from time to time and if it does, the up-to-date version will always be available on our website and becomes effective immediately.  

 

What information we may collect

 

We may collect and process information about you through various means including:

 

• Via our website, e.g. When you submit an enquiry via the ‘contact us’ page or email from you.

• By telephone 

• By email or other electronic correspondence 

• In the course of carrying out work for you

 

The personal data you give to us may include:

 

Personal data type: 

 

Name and title 

                                Directly from you

Email address

                                Directly from you

Telephone number

                                Directly from you

Address 

                                Directly from you

Employment and job application details 

                                Directly from you

The content of any inquiry submitted over our website 

                                Directly from you 

Information about your computer (IP address, cookies) 

                                Directly from you 

Any further information you choose to disclose

                                Directly from you

We don’t request any special categories of personal data.

 

How we use your personal information ?

 

We may use your information for the following purposes:

 

• To respond to any queries that you may submit to us 

• To manage our relationship with you

• To complete our contractual obligations to you

• To process any job application you (or your representative) has submitted

• To ensure that our website’s content is presented in the most effective manner for you and your device.

• To customise our website according to your interest 

• As part of our efforts to keep our website safe and secure

• To comply with any other professional, legal and regulatory obligations which may apply to us

• As we feel necessary to prevent illegal activity or to protect our interests

 

Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of these rights.  You have the right to object to this processing if you wish. Please bear in mind that if you object this may affect our ability to carry out tasks for your benefit. 

SQUARETAIL STUDIO will not use your personal data for marketing purposes without first seeking additional consent. 

 

Cookies 

Our site uses cookies to be able to identify your computer when you visit our site.  

 

Legal ground for processing your information

 

We will rely on the following legal bases for processing your personal data:

 

• Performance of, or entry into a contract – The personal data that we are required to collect in order for us to perform a contract or to answer any enquiries regarding our services prior to entering into a contract.  

• Compliance with a legal obligation to which we are subject off.

• We have a legitimate interest (where our legitimate interests are not overridden by your own interests or fundamental rights or freedoms).  These legitimate interests will include our interest in managing our relationship with you, personalisation of our website for you, and ascertaining achievements of proper standards/compliance with policies, practices or procedures.  

 

Disclosure of your information 

 

We may share your personal data with third-party service providers contracted to SQUARETAIL STUDIO in the course of dealing with you for the purposes of storage.  Any third parties that we may share your data with are obliged to keep your details securely and are only permitted to process your personal data for the specified purpose and in accordance with our instructions.   We may share your personal data for the following reasons:

 

• Where we outsource any of our business functions under which we collect or store your data

• Where we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.

• If we are under duty to disclose or share your personal data in order to comply with any legal obligations, or in order to enforce or apply any other agreements, or to protect our rights, property, or safety of our employees, clients or others.  This includes exchanging information with other companies and organisations for the purposes of fraud protection

• We may also disclose information to other third parties should you instruct us to do this

 

We will not share or sell your data with third parties for marketing purposes.

 

Security

 

We are committed to protecting the security of your personal data.  We use a variety of security technologies, procedures and staff awareness training to help protect your personal data from unauthorised access, use or disclosure.  

 

This includes:

 

• 2-step authentication process 

• Restricted access control on a need to know basis

• Encryption when transmitting data over the internet

• Regular reviews of information collected, processing practises and security measures

• Security patches and Anti-Malware 

We also store all personal data on computer systems that have limited restricted access and are in controlled facilities.  Whilst we take as many precautions to protect personal information, no security system is impenetrable. 

 

Retention period

 

SQUARETAIL STUDIO will process/store personal data for no longer than is necessary, taking into account the following: 

• The purpose for which we are processing personal information, such as whether it is necessary to continue to store that information in order to perform our obligations under a contract with you  

• Whether we have any legal obligations to continue to process personal information, such as record-keeping obligations imposed by law

• Whether we have legal basis to continue to process your personal information

 

Where you have submitted an enquiry via the website, email or telephone and services are then not proceed, this data will then be deleted with 4 months.

Where you have submitted any personal data for the purposes of recruitment, this may be stored for upto 4 months.  After this time if will be deleted from our systems. 

Should you request for your information to be deleted or you decide to leave our services, all information is securly removed entirely from our network within 30 working days, unless we are legally required to keep it.

In some circumstances, we may anonymise your personal data so that it can no longer be associated with you, in which case we may use such information without further notice to you.

 

Your rights as a data subject

 

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

 

• Right of access – you have the right to request a copy of the information that we hold about you.

• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.

• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.  

• Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.

• Right of portability – you have the right to have the data we hold about you transferred to another organisation.

• Right to object – you have the right to object to certain types of processing such as direct marketing.

All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.

Should you wish to exercise any of the above rights you can do so via email.

 

Can I find out what personal data SQUARETAIL STUDIO holds about me?

 

At your request, we can confirm what information we hold about you and how it is processed. If we do hold personal data about you, you can request the following information: 

• The purpose of the processing 

• If the processing is based on the legitimate interests of us or a third party, information about those interests.

• The categories of personal data collected, stored and processed.

• Recipient(s) or categories of recipients that the data is/will be disclosed to.

• How long the data will be stored.

• Details of your rights to correct, erase, restrict or object to such processing.

• How to lodge a complaint with the supervisory authority.

• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.

• The source of personal data if it wasn’t collected directly from you.

All requests must be made in writing and be made clear that it is a subject access request.  Upon receiving your request SQUARETAIL STUDIO may require you to provide ID to confirm your identity.  SQUARETAIL STUDIO will accept the following types of ID:

 

• A full current passport or overseas passport 

• Photocard driving license 

• National identity card 

• Birth certificate 

• Council tax bill 

• Utility bill dated within the last 3 months

The period for responding will begin once the additional information (ID) has been received.  

 

What is SQUARETAIL STUDIO policy towards Children’s data?

 

We do not knowingly solicit personal information from children or send them requests for personal information.

Although visitors of all ages may navigate through our website, we do not intentionally collect personal information from those who are under the age of sixteen.  If following a notification by a parent or guardian, or discovered by other means a child under sixteen has been improperly registered on this site by false information we will remove the child’s data from our records immediately.  

 

Complaints

 

In the event that you wish to make a complaint about how your personal data is being processed by SQUARETAIL STUDIO, or how your complaint has been handled, you have the right to lodge a complaint directly to us.