How we collect your information
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- You enquired about or purchased products or services from us.
- You requested information or assistance from us.
- You used any other features of our website, client portal or other services that may be offered from time to time, if your personal information isneeded to use these services.
- You are representing your organisation.
- You have applied for a job with us.
- You have made an information request to us.
- You requested white papers or Element updates.
- You wish to attend, or have attended, an event.
- You requested marketing material.
We may also collect information indirectly, in the following scenarios:
- We are provided with your details from third parties such as industry or trade bodies.
- We are provided with your contact details due to your role in your organisation.
- We are provided with your contact details as you are an emergency contact or a referee for one of our employees.
- Where your contact information is publicly available via sources such as your organisation’s website, the press, the electoral register, company registers and online search engines.
- Where your information is publicly available on social media sites such as LinkedIn, Facebook, Twitter.
If it is not disproportionate or detrimental, we’ll contact you to let you know we are processing your personal information.
The information we process
We may collect and process your personal information in connection with our products or services at the start of, and for the duration of, your relationship with us and beyond. We will limit the collection and processing to information necessary to achieve one or more legitimate purposes, as identified in this notice.
Personal information may include:
- Basic personal information about you including your name and address, telephone number, email address and the fact you are our customer.
- Information about your business including your company name, company contact details and business sector.
- Financial information including payment amounts and credit or debit card details.
- Visual images and personal appearance including copies of passports or CCTV images.
- Online profile and social media information and activity, based on your interaction with us and our websites including Internet Protocol (IP) address, smart device information, location coordinates, searches and site visits.
- Information that we gather through cookies or similar tracking tools (e.g. pixels) when you use our websites. Advertising, targeting cookies or similar technologies may also be used to track your responses to particular adverts, messages or forms, which helps us to ensure we present you with the most relevant content in the future. When running email campaigns, we also track delivery and log when emails are opened. For example, when you open the email a small image file may be downloaded to your web browser or email programme. You can restrict or block this type of technology through your web browser or email programme settings by preventing automatic downloading. Cookies may also be set if you click on a link within the email.
- Information that we gather from the technology which you use to access our services (for example device data location data from your device, or an IP address or telephone number) and how you use it (for example pattern recognition).
Sharing your information
We will not share your information with any third parties for the purposes of direct marketing and Element does not sell personal information.
To help us provide our products and services to you and to run our website we may share your information where it is necessary for us to lawfully carry out our business activities. We may share your information with:
- Other group companies where it is necessary to do so, and where we have a legal basis to share the information.
- Our third-party service providers and advisors who process information on our behalf to provide our Services or to run some of our internal business operations including email distribution, IT services, business support and customer services.
- Independent debt recovery agencies, service providers, solicitors, or other agents in the event of non-payment for Products or Services and where a debt remains outstanding after a specified timeframe for payment, no payment plan is in place or an agreed payment plan is not being adhered to, we may initiate formal proceedings to recover the full amount of the unpaid debt. We may share your information with litigation and recovery specialists to undertake recovery action through the courts.
- Law enforcement and regulatory bodies as in some circumstances we are legally obliged to share information with law enforcement bodies, for example to comply with a court order or legal obligation. We will satisfy ourselves that we have a lawful basis on which to share the information and document our decision making.
If we share your information with a third party acting on our behalf as a data processor, we will put contracts in place setting out how your personal data is to be processed.
Data Processors we use:
- Will not process your personal data in any way other than what’s set out in the contract, unless instructed by us.
- Will not share your personal information with any other organisation, unless instructed by us, or there is a legal obligation to share the information.
- Will store personal data securely
- Will retain personal data for the period instruct.