Privacy Policy
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use, and share your personal information. It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event you have a complaint.
We collect, use, and are responsible for certain personal information about you. When we do so, we are subject to the UK Data Protection Act 2018 and the General Data Protection Regulation (GDPR), which applies across the European Union (including the United Kingdom). We are responsible as the 'controller' of that personal information for the purposes of those laws.
Key Terms
It would be helpful to start by explaining some key terms used in this policy:
- We, us, our: Perceptura Limited (Company Number 15726887), trading as Perceptura.
- Our data protection officer: Jonas Skackauskas, [email protected]
Personal Information
- Personal information: Any information relating to an identified or identifiable individual.
- Special category personal information: Personal information revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs, or trade union membership, genetic and biometric data, data concerning health, sex life, or sexual orientation.
Personal Information We Collect About You
We may collect and use the following personal information about you:
- Your name and contact information, including email address and telephone number
- Company details
- Billing information, transaction, and payment card information
- Your professional online presence, e.g. LinkedIn profile
- Information about how you use our website, IT, communication, and other systems
- Your responses to surveys, competitions, and promotions
This personal information is required to provide our services to you. If you do not provide personal information we ask for, it may delay or prevent us from providing services to you.
How Your Personal Information is Collected
We collect most of this personal information directly from you—in person, by telephone, text, or email, and/or via our website and apps. However, we may also collect information:
- From publicly accessible sources, e.g., Companies House or HM Land Registry
- Directly from a third party, e.g., credit reference agencies, customer due diligence providers
- From a third party with your consent, e.g., your bank or building society
- From cookies on our website (see our cookies policy for more information)
- Via our IT systems, e.g., automated monitoring of our websites and other technical systems, communications systems, email, and instant messaging systems
How and Why We Use Your Personal Information
Under data protection law, we can only use your personal information if we have a proper reason for doing so, such as:
- To comply with our legal and regulatory obligations
- For the performance of our contract with you or to take steps at your request before entering into a contract
- For our legitimate interests or those of a third party
- Where you have given consent
A legitimate interest is when we have a business or commercial reason to use your information, provided this is not overridden by your own rights and interests.
| What we use your personal information for | Our reasons |
|---|---|
| To provide services to you | For the performance of our contract with you or to take steps at your request before entering into a contract |
| To prevent and detect fraud against you or Perceptura | For our legitimate interests or those of a third party, i.e., to minimize fraud that could be damaging for us and for you |
| Ensuring business policies are adhered to, e.g., security | For our legitimate interests or those of a third party, i.e., to make sure we follow our own internal procedures |
| Operational reasons, such as improving efficiency | For our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service for you at the best price |
| Statistical analysis to help us manage our business | For our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service for you at the best price |
| Preventing unauthorized access and modifications to systems | For our legitimate interests or those of a third party, i.e., to prevent and detect criminal activity that could be damaging for us and for you |
| Updating customer records | For the performance of our contract with you or to take steps at your request before entering into a contract; to comply with our legal and regulatory obligations |
| Marketing our services to existing and former customers | For our legitimate interests or those of a third party, i.e., to promote our business to existing and former customers |
| External audits and quality checks | For our legitimate interests or those of a third party, i.e., to maintain our accreditations so we can demonstrate we operate at the highest standards |
Promotional Communications
We may use your personal information to send you updates (by email, text message, telephone, or post) about our services, including exclusive offers, promotions, or new services. We have a legitimate interest in processing your personal information for promotional purposes. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat your personal information with the utmost respect and never sell it to other organizations for marketing purposes.
You have the right to opt-out of receiving promotional communications at any time by:
- Contacting us at [email protected]
- Using the 'unsubscribe' link in emails or 'STOP' number in texts
Who We Share Your Personal Information With
We routinely share personal information with:
- Third parties we use to help deliver our services to you, e.g., payment service providers, warehouses, and delivery companies
- Other third parties we use to help us run our business, e.g., marketing agencies or website hosts
- Third parties approved by you, e.g., social media sites you choose to link your account to or third-party payment providers
- Credit reference agencies
- Our insurers and brokers
- Our bank(s)
We only allow those organizations to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We also impose contractual obligations on service providers to ensure they can only use your personal information to provide services to us and to you.
We may also share personal information with external auditors, e.g., in relation to ISO or Investors in People accreditation and the audit of our accounts.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We may also need to share some personal information with other parties, such as potential buyers of some or all of our business or during a restructuring. Usually, information will be anonymized, but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.
Where Your Personal Information is Held
Information may be held at our offices and those of our third party agencies, service providers, representatives, and agents as described above.
Some of these third parties may be based outside the European Economic Area. For more information, including on how we safeguard your personal information when this occurs, see the section below: 'Transfer of your information out of the EEA'.
How Long Your Personal Information Will Be Kept
We will keep your personal information while you have an account with us or we are providing services to you. Thereafter, we will keep your personal information for as long as is necessary:
- To respond to any questions, complaints, or claims made by you or on your behalf
- To show that we treated you fairly
- To keep records required by law
We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal information.
When it is no longer necessary to retain your personal information, we will delete or anonymize it.
Transfer of Your Information Out of the EEA
We may transfer your personal information to countries that are outside the European Economic Area (EEA). Such countries do not have the same data protection laws as the United Kingdom and EEA. However, when we transfer your personal information outside the EEA, we will ensure it is protected by:
- Ensuring the country to which personal data is transferred has been deemed to provide an adequate level of protection for personal information by the European Commission
- Using standard data protection contract clauses that have been approved by the European Commission with the third party, when the country does not provide adequate protection
If you would like further information, please contact us (see 'How to contact us' below).
Your Rights Under the GDPR
You have the following rights, which you can exercise free of charge:
- Access: The right to be provided with a copy of your personal information
- Rectification: The right to require us to correct any mistakes in your personal information
- To be forgotten: The right to require us to delete your personal information—in certain situations
- Restriction of processing: The right to require us to restrict processing of your personal information—in certain circumstances, e.g., if you contest the accuracy of the data
- Data portability: The right to receive the personal information you provided to us, in a structured, commonly used, and machine-readable format, and/or transmit that data to a third party—in certain situations
- To object: The right to object:
- - At any time to your personal information being processed for direct marketing (including profiling)
- - In certain other situations to our continued processing of your personal information, e.g., processing carried out for the purpose of our legitimate interests.
For more information on each of those rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner's Office (ICO) on individuals' rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
- Email, call, or write to us—see below: 'How to contact us'
- Let us have enough information to identify you (e.g., your full name, address, and customer or matter reference number)
- Let us have proof of your identity and address (a copy of your driving license or passport and a recent utility or credit card bill)
- Let us know what right you want to exercise and the information to which your request relates
Keeping Your Personal Information Secure
We have appropriate security measures to prevent personal information from being accidentally lost, or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to Complain
We hope that we can resolve any query or concern you raise about our use of your information.
The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live, or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at:
- First Contact Team, Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
- https://ico.org.uk/concerns
- Telephone: 0303 123 1113
Changes to This Privacy Policy
This privacy notice was published on [insert date] and last updated on [insert date].
We may change this privacy notice from time to time—when we do, we will inform you via our website or other means of contact such as email.
How to Contact Us
Please contact us by post, email, or telephone if you have any questions about this privacy policy or the information we hold about you.
- Address: 124 City Road, London EC1V 2NX
- Email: [email protected]
Do You Need Extra Help?
If you would like this notice in another format (for example audio, large print, braille), please contact us (see 'How to contact us' above).