How we use your information

The Jamieson Consultancy (TJC) acts as both a Controller of data (i.e. we determine how and why personal data is processed) and as a Processor of data (we process data provided by, or on behalf of a client, who is the Controller of that data).

As a data controller we are registered with the Information Commissioner’s Office: Registration Number: Z6564986. For more information on the Information Commissioner’s Office please visit the ICO website – www.ico.org.uk

We understand your personal information is important and we are committed to protecting your privacy.

This Privacy Notice tells you how, why and what to expect when TJC collects personal information. It applies to:

• Visitors to our website
• People who use our services, e.g. those who employ TJC to handle campaigns (as a processor of data), which involve processing personal data on behalf of their company
• Call recording/monitoring
• Job applicants and our current and former employees

Lawful basis for processing data

As a controller, TJC act under Article 6(1) (a), (b) and (c) and (f). As a processor and depending on the client campaigns, TJC act under Article 6(1) (a) consent and Article 6 (1) (f) + Recital 47 legitimate interests pursued by a controller, in relation to direct marketing.

Direct Marketing

You can ask TJC to stop processing your personal data at any time. You can do this by telephone or in writing using the contacts details listed below.

Visitors to our website

When someone visits our website, we use Google Analytics to collect standard internet log information and details of visitor behaviour patterns. This information is processed in a way which does not identify any individual, we use it therefore to find out the number of visitors to our site, how long and how often they visit and what they view. We then use this information to help us improve the site.

We also use a third-party application, CANDDi, to highlight visitors from identified, specific IP addresses, which may let us know which companies or organisations have visited our site and, where an individual is already known to us (a customer or someone we send information to, for example), when they visit our site, what pages they view and how much time they spend viewing those pages. This helps us to identify which sections of our site are most popular, how we can best market ourselves and also which of our services are of interest. We do not supply this information to any other company for sales or marketing purposes. For more information please see CANDDi’s privacy notice - Privacy Notice.

Online Systems

HubSpot

We use a third-party CRM provider, HubSpot, to help us manage customer and prospect contact information. This includes the names, phone numbers, email address and address details of our predominantly business-to-business clients. We do not customarily record any details which relate to anyone’s home address although we may retain mobile numbers and non-work email addresses where we are specifically asked to use them. We do not gather any other personal information and information we never pass on this information to anyone else for sales or marketing purposes.

This information enables us to manage our sales and service processes productively and on time. For more information, please see HubSpot’s privacy notice - Privacy Notice.

SurveyMonkey

We use SurveyMonkey to undertake occasional online research on behalf of clients. Where a survey is emailed to a respondent, we will use their email address to despatch the survey but neither individual names, nor any personal information is used or stored in the system.

Once the survey is completed, we only show the aggregated results and any anonymised comments to our clients, we do not share the names of respondents, nor any of their details. Please see SurveyMonkey’s privacy notice – Privacy Notice.

Emails

TJC use Microsoft Office 365 to host and store TJC related emails. For more information, please see Microsoft’s privacy notice – Privacy Notice.

CANDDi

We use a third-party provider, Canddi, to monitor TJC-specific emails to gather statistics around email opening using standard technologies. We do not share this information with any third parties. For more information please see CANDDi’s privacy notice - Privacy Notice.

Ecasts

We use a third-party provider, Adestra, to deliver ecasts (electronic magazine delivery, promotional email, newsletters) on TJC’s behalf and on behalf of our clients. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our ecasts. For more information, please see Adestra’s privacy notice – Privacy Notice.

Blog

We use a third-party product, WordPress, to publish our blog on our website. If a reader of our Blog submits a comment, we will see whatever information that individual choses to supply, which typically might consist of their name, email address and their company name or location. We may use this information in order to be able to respond to them, but we do not supply this information to any third-party.

People who use our services

As a Data Processor we process personal information to enable us to produce and distribute printed and electronic material on behalf of our clients. The information is only used by the client - the Data Controller - and authorised third parties (authorised by the client) for the purpose of printing and distributing requested material.

It may sometimes be necessary to transfer personal information overseas. When this is necessary, information is only shared within the European Economic Area (EEA). Any transfers made will be in full compliance with all aspects of the GDPR.

Call Recording/ Monitoring

As part of our commitment to providing the best possible service to our customers we may record and/or monitor in-bound and out-bound telephone calls. This helps us to identify ways that we can provide a better service.

We record calls:

• For staff training purposes, helping us to improve the quality of our customer service and to ensure the information we provide is consistent and accurate.
• To ensure that the requests of the individuals we contact are recorded and can be adhered to.
• To ensure that our quality standards and targets are met.
• To report on the types and numbers of calls we make and receive.
• To ensure that we comply with regulatory procedures.
• To ensure we have an accurate record of a call, which may be needed to support any transactions that take place over the phone and /or if there is a dispute.

TJC uses Twilio, a cloud communications company, to store call data statistics and recordings of calls. These recordings are held for a period of 36 months and then deleted. Where a recording is required as part of an ongoing transaction, or if there is a dispute, the recording will be held for a period of 24 months from the date of conclusion of the transaction/dispute. Only authorised TJC Management have access to the call data statistics and recorded calls.

Here is a link to their Privacy Notice

Access to Personal Information

Individuals can find out if TJC hold any personal information by making a ‘Subject Access Request’; If we do hold information about you we will:

• Give you a description of it;
• Tell you why we are holding it;
• Tell you who it could be disclosed to ; and
• Provide you with a copy of the information in an intelligible form.

To make a request to TJC for any personal information we may hold you need to put the request in writing addressing it to the DPO at address below, you can call our offices on the number provided below. TJC do not charge for providing this information.

If we do hold information about you, you can ask us to correct any mistakes by contacting us at the address given below.

Links to other websites

This privacy notice does not cover links within this site linking to other websites. TJC encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep our policy notice under regular review. The privacy notice was last updated in May 2018.

How to contact us

The Jamieson Consultancy
DPO
Unit 5 North Ridge Park
Haywood Way
Hastings
East Sussex
TN35 4PP

Email: DPO@tjcuk.co.uk

Telephone: 01424 757600