How We Use Your Information
This privacy notice tells you what to expect when we collect and store personal information about you. It applies to information we collect about:
- Visitors to our websites;
- People and companies who use our services, eg who work with us, subscribe to our newsletter or request a publication from us;
- Job applicants and our current and former employees.
Complainants and other individuals in relation to a data protection or freedom of information matter;
Visitors to our websites
When someone visits our web site [www.clive.co.uk] we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Our website search and decision notice search is powered by a third party. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either Clive Agency Limited or any third party.
We use a third party provider, Dotmailer, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please refer to Dotmailer’s privacy notice.
Security and performance
We use a third party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to our web site.
We use a third party service, WordPress, to publish our blogs and newsletters, and some of our project specific microsites. These sites are hosted at either Pixel Internet and/or Heart Internet depending on the nature of the specific project. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, or to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address which may be forwarded to us. For more information about how WordPress processes data, please refer specifically to their privacy notice.
People who contact us via social media
We deal with all our social media interactions in-house. If you send us a private or direct message via social media the message will be stored by us for up to three months. It will not be shared with any other organisations.
People who email us
We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with our Cyber Essentials Accreditation. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who make a data security related request to us
When we receive a request from a person or company relating to the collection of data and personal information we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and maintain statistics showing information like the number of complaints we receive, but not in a form that identifies anyone.
We would usually need to disclose the identity of the requestor to whoever the request is about. This is inevitable where, for example, the accuracy of a person’s records is in dispute. If a requestor doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle such a request on an anonymous basis.
We will keep personal information contained in these files in line with our retention policy. This means that information relating to a request will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent matters and to check on the level of service we provide.
People or companies who use our services
Clive Agency Limited offers various services to businesses and on occasion to the public. We sometimes use a third party to deal with some of our registration platforms, but they are only allowed to use the information collected in connection with the registration process that they may be running.
We have to hold the details of the people who have given information to us in order to provide it to third parties as we go about the fulfilment of our duties as an event management agency. However, we only use these details to provide the service that the company or person has requested and for other closely related purposes. For example, we might use information about people who have requested to be on our mailing list to carry out a survey to find out if they are happy with the level of service they received. Or we might provide personal information to a hotel or airline in order to make reservations on behalf of our clients or their employees or guests.
When people do subscribe to our newsletters or blogs, they can cancel their subscription at any time and we will always provide an easy way of doing this.
People who register (notify) under the Data Protection Act 1998
Many businesses are required by law to ‘notify’ certain specified information to the Information Commissioner. This may contain personal information, for example where the business is a sole trader. If we were required to do this, the information would be included into a register that the ICO is required by law to make publicly available. We cannot therefore give any guarantees as to how the information that we might be required to provide and is contained on the register will be used by those accessing it.
When a client appoints us to work with them we will ask for the contact details of a relevant member of staff. We will use this information for our own purposes, for example where we have a query about a particular or require personal information relating to the project that we are running on that client’s behalf, or to keep them updated about news and developments within our business, We will not put this information in the public domain. We will also provide an easy way for anyone whose details we hold, to be removed from our systems.
When we request information as part of a registration process or as part of a project we run on behalf of one of our clients, we will make it clear where the provision of information is required by us as we carry out our service to our client and where it is provided voluntarily.
If would like more information about the information we hold about you, would like to amend that data or require us to delete that data please contact us by emailing us at the following address:
Alternatively you can call us or write to us using the following contact information: