Privacy Statement: Website Visitors & Clients

Mettis Interactive Services (‘Mettis’) is committed to your privacy and adheres to the General Data Protection Regulations (GDPR) and the Data Protection Act 2018 to ensure protection of your personal data. We also adhere to the Privacy and Electronic Communications Regulations (PECR) to protect your privacy rights when carrying out direct marketing activities.

Your personal information will be held by Mettis, registered as Mettis Interactive Services Limited.

Mettis is the Controller of personal data relating to the professional individuals within its client or prospective client firms. We use this data in the process of providing our services to clients and for the purposes of relationship management, direct marketing and business development. This statement relates to personal data used for this purpose only.

Personal Data We Collect

Mettis collects your personal data, including information provided in various ways. Some of this data is obtained directly from you, including:

  • In emails, during telephone calls and conversations, from business cards, when registering for services, as part of providing our services, when participating in surveys and webinars, and when using Mettis’s websites.

Some personal data may also be obtained indirectly, such as:

  • From other organisations and public sources. Mettis may obtain personal data indirectly about you from publicly available sources and via referrals from third party individuals and companies. We may use this data to enrich the data we hold on you from directly acquired sources to build a profile on you. The publicly available sources we may obtain personal data from you include:
    • LinkedIn
    • Your company websites
    • The FCA register
    • The media
  • Your colleagues, associates and acquaintances may pass on your personal data to Mettis’s employees by way of referral because they think Mettis’s services may be relevant to you. Mettis will process this data to contact you. We may process a range of personal work-related data from these sources such as:
    • Names
    • Job title
    • Company
    • Qualifications
    • Email address
    • Phone Number
    • Significant function
    • Company Address
    • Indications of your challenges and interests from your social media posts, likes, comments and shares
    • Indications of your challenges, interests and opinions from media articles
  • From your use of, and interaction with, our website and the devices you use to access them, using technology such as cookies.

The data that we collect will depend upon our interactions with you and the privacy settings and features that you choose. The personal data we collect normally includes names, job title, company, IP addresses, cookie strings and contact details such as phone numbers and email addresses.

The following sets out further detail on the ways in which we will use your data.

Personal data category – Personal identifiable information

  • Example data fields
    • Name, surname, job title/roles, company name, description (containing adhoc information such as biographies, previous names), CF / SM functions, LinkedIn profile link, assistant’s name, IP address, cookies strings.
  • Legal basis for processing
    • Legitimate interest:For evidential purposes to manage and maintain records of client/ prospect relationships/ direct marketing /
      communications
  • How we collect this data
    • Directly from you:you may have voluntarily provided some of this information during the course of our conversations with you or you may have provided it by filling in a form on our website.
    • Indirectly:we may obtain some of this information from referrals from third parties or publicly available information online i.e. LinkedIn.
    • Passively from you:your IP address and cookies are passively provided by your computer when you access our website.

Personal data category – Contact information

  • Example data fields
    • Work phone number, work email address, work mobile number, department, office address, location, assistant’s phone, assistant’s email address.
  • Legal basis for processing
    • Legitimate interest:To contact you by telephone, direct marketing or individual email to arrange meetings with our experts in relation to work or knowledge sharing
  • How we collect this data
    • Directly from you:you may have voluntarily provided some of this information during the course of our conversations with you or you may have provided it by filling in a form on our website.
    • Indirectly:we may obtain some of this information from referrals from third parties or publicly available information online i.e. LinkedIn.

Personal data category – Business development conversations

  • Example data fields
    • Notes of all conversations, email exchanges, meetings and meeting notes, website enquiries relevant to business development activity.
  • Legal basis for processing
    • Legitimate interest:For evidential purposes to manage and maintain records of client/ prospect relationships/ direct marketing/
      communications
  • How we collect this data
    • Directly from you:you may have voluntarily provided some of this information during the course of our conversations with you or you may have provided it by filling in a form on our website.
    • Indirectly:we may obtain some of this information from referrals from third parties or publicly available information online i.e. LinkedIn.

Personal data category – Work and opportunity information

  • Example data fields
    • Brief descriptions, relevant contact information and financial information relating to work won or bid for, including copies of tender responses
  • Legal basis for processing
    • Legitimate interest:For evidential purposes to manage and maintain records of client/ prospect relationships/ direct marketing/
      communications
  • How we collect this data
    • Directly from you:you may have voluntarily provided some of this information during the course of our conversations with you.

Personal data category – Digital communications interaction (website and email)

  • Example data fields
    • Dates and times of forms completed, downloaded content, pages visited and duration, webinars attended/viewed, emails opened/clicked, referral sources, search requests, opt-in/out of email marketing. Some of this data is obtained using cookies. Find out what cookies are and how we use them.
  • Legal basis for processing
    • Legitimate interest:Where the processing enables us to enhance, modify, personalise or otherwise improve our services and direct marketing for the benefit of our customers
    • Legitimate interest:To better understand how people interact with our website and content in order to enhance the customer experience
    • Legitimate interest:To determine the effectiveness of promotional campaigns to inform marketing strategy
  • How we collect this data
    • Directly from you:you may have voluntarily provided some of this information by filling in a form on our website or clicking specific links i.e. opt-out link.
    • Passively from you:your IP address and cookies are passively provided by your computer when you access our website.

Personal data category – Surveys, feedback and questionnaires

  • Example data fields
    • These are specific to the survey.
  • Legal basis for processing
    • Legitimate interest:Where the processing enables us to enhance, modify, personalise or otherwise improve our services and direct marketing communications for the benefit of our customers
    • Legitimate interest:To better understand how people interact with our website and content in order to enhance the customer experience
    • Legitimate interest:To determine the effectiveness of promotional campaigns to inform marketing strategy
  • How we collect this data
    • Directly from you:you may have voluntarily provided this information by filling in a form on our website or a third-party online survey facility.
    • Passively from you:unless the survey is anonymous, cookies and your IP address are passively provided by your computer when you complete the survey.

Personal data category – Intelligence on your interests, challenges and preferences

  • Example data fields
    • These are specific to the data subject.
  • Legal basis for processing
    • Legitimate interest:Where the processing enables us to enhance, modify, personalise or otherwise improve our services and direct marketing communications for the benefit of our customers
  • How we collect this data
    • Directly from you:you may have voluntarily provided this information during our conversations with you.
    • Indirectly: we may obtain some of this information from referrals from third parties or publicly available information online i.e. LinkedIn and the media.

How We Use Your Personal Data

Mettis will only process your data where we have a legal basis for doing so. Mettis uses the data collected to communicate with you, carry out our services and to conduct direct marketing of our services. We will also use your data to improve or maintain the services we offer to you and our website. We will never share your data with any other third party, other than those stated in this policy, nor use your data for any other purpose, unless we firstly obtain your explicit consent to do so.

We may use your data for profiling. This means we may use all the personal data we hold on you from a variety of sources to build up a picture of your interests, behaviours and preferences. This profile may combine personal data such as job title, sector, company with your interactions with our website and marketing communications obtained through cookies. We may also enrich this information with other intelligence derived from social media, conversations we have with you or inferred insights from people similar to you. We use these profiles to segment you into certain audience types to target our direct marketing and this enables us to provide you with information and promotions that are likely to be relevant to you. These profiles are not solely automated (we use both human analysis and technology to form these profiles).

We may also use data such as your name and job title to personalise communications you receive from Mettis and our website.

You have the right to access, rectify, erase, object and restrict the processing of your personal data. You also have the right to object to our profiling and enrichment activities and can opt-out of receiving our marketing communications at any time.

As a data subject on which we process personal data, your various rights that you can exercise are set out below:

Your right – The right to access

  • What this means
    • You have the right to request from us:
      • Whether personal data is being processed
      • The purpose of the processing
      • The categories of personal data
      • To whom the data has been disclosed
      • How long it will be stored
  • How you can exercise
    • You can request this information at no charge from Mettis by emailing dataprotection@mettisinteractive.com. Mettis will provide you with the information requested within one month of your request.

Your right – The right to rectification

  • What this means
    • You have the right to request that we change or update your personal information if it is incorrect
  • How you can exercise

Your right – The right to erasure

  • What this means
    • You have the right to have your data erased from our systems when:
      • It is no longer necessary for the purpose it was processed
      • Our legal basis for processing is no longer applicable
      • Data has been unlawfully processed
      • In compliance with a legal obligation
  • How you can exercise
    • As set out in ‘retention period’, your data will be erased when it is no longer necessary for the purpose it was originally processed or after 12 months.
    • You can request erasure of your information by mailing dataprotection@mettisinteractive.com. Mettis will update your details within one month of your request.

Your right – The right to restrict processing

  • What this means
    • You have a right to restrict us processing your data if:
      • You contest the validity of our data and believe it should be restricted until verified
      • You object to processing and we are considering the request
      • You would prefer your data to be restricted rather than erased when processing has been unlawful
      • Mettis no longer needs the data but you require it to exercise or defend a legal claim.
  • How you can exercise

Your right – The right to object

  • What this mean
    • We use legitimate interest for direct marketing. You have a right to object to us using your personal information for these purposes.
  • How you can exercise
    • You can object to Mettis processing your data for our legitimate interests by emailing dataprotection@mettisinteractive.com. Mettis will cease processing within 1 week of your request being received.
    • To object to Mettis using your personal data for direct marketing by emailing dataprotection@mettisinteractive.com. Opting out will take a maximum of 48 hours.

Your right – Rights related to profiling and enrichment

  • What this mean
    • We use the legitimate interest legal basis for profiling. You have a right to:
      • Request the details of any personal data used for profiling including the categories of data.
      • Request information on the profile or enrichment, the profile itself and details of the segments you have been put into.
      • Request rectification and/or erasure of the personal data used as inputs to the profiling and enrichment and the output data (the profile itself).
      • Object to us using your personal information for these purposes.
  • How you can exercise
    • To request this information or object to Mettis using your personal data for profiling email dataprotection@mettisinteractive.com. Mettis will cease profiling and enrichment with your personal data as soon as the request is received and respond to your access request within one month of your request.

Your right – Rights related to profiling and enrichment

  • What this mean
    • We use the legitimate interest legal basis for profiling. You have a right to:
      • Request the details of any personal data used for profiling including the categories of data.
      • Request information on the profile or enrichment, the profile itself and details of the segments you have been put into.
      • Request rectification and/or erasure of the personal data used as inputs to the profiling and enrichment and the output data (the profile itself).
      • Object to us using your personal information for these purposes.
  • How you can exercise
    • To request this information or object to Mettis using your personal data for profiling email dataprotection@mettisinteractive.com. Mettis will cease profiling and enrichment with your personal data as soon as the request is received and respond to your access request within one month of your request.

Our Legal Basis for Processing Personal Data

Our legal basis for processing your personal data may rely upon our Legitimate Interest or Legal Obligation. Mettis relies upon the following legal bases for processing the personal data obtained from the practices outlined in the clause Personal Data We Collect above.

Legitimate interest

‘Legitimate Interest’ means the interests of our company in conducting and managing our business to enable us to give you the best services and experience. For example, we have an interest in making sure our services are relevant for you, so we may process your personal data to contact you by telephone with discussions tailored to your interests.

When we process your personal information for our legitimate interests, we make sure to consider the balance, and any potential impact, on you (both positive and negative) and your rights under the data protection regulation. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

Our legitimate business interests may include some or all of the following:

  • For evidential purposes to effectively manage and maintain records of our relationships/communications with you;
  • For business development related activity such as contacting you by telephone or email to arrange meetings with our experts in relation to work or knowledge sharing;
  • To enhance, modify, personalise or otherwise improve our services and communications for the benefit of you;
  • To better understand how you interact with our website and content in order to enhance your customer experience;
  • To determine the effectiveness of promotional campaigns to inform marketing strategy.

Recipients of Personal Data

Mettis shares your data with the following third-party service providers. The data storage and processing systems are protected by access controls, to minimise any risk to the integrity or security of your personal data, and the data is stored in servers in the UK, EU and USA.

  • Zoho CRM – customer relationship management and marketing automation software that is necessary to process your data securely.
  • Google Drive – intranet and file storage and management for Mettis projects. This is necessary to store some of your data securely, particularly as part of the services we are providing.
  • KashFlow – financial management platform. Your data may be stored here relating to any invoicing activity undertaken.

Mettis will ensure that any third-party processor has adequate data protection measures in place that align with the requirements of the GDPR by conducting periodic due diligence. METTIS will not share your data with any third-party processor outside of the UK, EU or USA.

Mettis does not sell your personal data or other information to any third-party.

Once Mettis has received your information we are committed to ensuring we have all necessary technical and organisational controls in place to keep your information secure. In order to prevent unauthorised access or disclosure Mettis has put in place suitable physical, electronic and managerial procedures to safeguard and secure the information Mettis collects.

Retention Period

Mettis will only keep your personal data for as long as necessary for the purposes for which it was obtained. Personal data will be retained for the purposes of direct marketing, relationship management and business development, or where we have another legal basis for processing (such as your consent or where we have a contract to provide our services to you). Mettis will review the personal data we hold on you every 12 months to check for accuracy and relevancy and to ensure that we continue to have a legal basis for processing. If the personal data is no longer necessary, or where we no longer have the legal basis for processing, we will delete or fully anonymise the data we hold on you. If your data becomes inaccurate, we will update it accordingly.

Complaints

Mettis will be more than happy to help you should you have any complaints about the processing of your personal data. Please refer to the clause How We Use Your Personal Data to find out how to contact Mettis to exercise your rights.

Under the GDPR, you have the right to lodge a complaint with the Supervisory Authority, the Information Commissioner’s Office (ICO), who are the national authority responsible for the protection of personal data. A complaint can be made to the ICO via their website: ico.org.uk or through their helpline: 0303 123 1113.

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