Privacy Policy

 

Our Customers and End Users

 

We collect:

 

• Your name, work email, job title, company name and country of origin. We collect this to take steps to enter in to or to perform the contract in place between us by registering you as a client.

• Your name, email address, password and any additional personal data you provide to us in your messages provide us with feedback and/ or ask us a customer support question. We collect this on the basis of our legitimate interest to allow you to access the Congenica platform, to respond to your queries and ensure our software operates as you reasonably expect it to.

• Information about you that we use for marketing purposes, as set out in detail here.

 

Our Prospects

 

We collect your name, work email, job title, company name and country of origin:

 

• When you request a demo from us, we will use your personal information to complete your request. We may also collect additional personal data from you where you provide us with your feedback on the demo.

• When you attend one of our drop-in sessions at industry events (such as those we hold at conferences, symposia and exhibitions), one of our training sessions.

 

If you contact us over social media or email, we also collect Login information, time zone setting, browser plug-in types and versions, operating system, platform, IP addresses, MAC addresses & social media handles.

We process your personal information in this way because of our legitimate interest to promote our business.

 

Marketing

 

We collect your name, email address, business address, telephone number and sector preferences.

When we send you marketing emails because you have opted-in to receive them, we rely on your consent to contact you for marketing purposes. If you have not opted-in and we send you marketing emails, we do this because of our legitimate interest to promote the success of our business.

Every email we send to you for marketing purposes will also contain instructions on how to unsubscribe from receiving them.

You can tell us that you do not want your personal information to be processed in this way at any time by contacting us at privacy@congenica.com or, where relevant, by following the unsubscribe link shown in every marketing communication you receive from us.

Where we reach out to you as a professional who we reasonably believe would be interested in our services via LinkedIn and other forms of social media, we do this under our legitimate interest to provide you with information about what we do.

 

How do we collect information?

 

• From the interactions we have with you, including via email, telephone and in person.

• Online forms, this is usually when we are running events or if you use our website or support form to contact us with an enquiry.

• Using the cookies on our website and pixels in our emails.

• Analytics and search engine providers to assist us with the improvement and optimisation of our site.

• Via publicly accessible sources including your employer’s website or your social media.

• CCTV footage of you if you attend a session at one of our offices.

• Login information, time zone setting, browser plug-in types and versions, operating system, platform, IP addresses & MAC addresses. If you attend one of our offices and use our free WiFi, we collect this on the basis of our legitimate interest to ensure our WiFi is secure and being used effectively.

• From our distributors, when they identify you as an individual who would be interested in our services.

 

How long do we retain your data?

 

We have set out below our specific retention periods for the various types of data we hold.

 

If you have a particular query about our data retention periods for another kind of data that is not covered below, please get in touch with us by email at privacy@congenica.com.

 

Type of Data	Duration (unless legally required to retain for longer)
Financial Records	6 years after our last interaction with you
Sales Records	6 years after our last interaction with you
Purchase Orders	6 years after our last interaction with you
CVs and unsuccessful job applications	6 months from the date of notification that the application was unsuccessful
VAT/Tax records	6 years after our last interaction with you

 

Who do we share your data with?

 

• Business partners, suppliers and sub-contractors in order to support us in the performance of your contract.

• Analytics and search engine providers to assist us with the improvement and optimisation of our site, software and sales strategy.

• Credit reference agencies to assess your credit where that is a condition of us entering into a contract with you.

• Promotional events and marketing organisations, we do not sell data for marketing purposes, but we may share your data with an event organiser. We will always tell you before we do this (usually on the event registration form) and you will be given the chance to opt-out beforehand.

• Prospective buyers of and investors in our business, under our legitimate interest to ensure our business can be continued by the buyer.

• Regulators/ Authorities/ Enforcement Agencies if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of our clients, our experts or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit.

• Legal, financial and other professional advisers in order to service our business operations.

 

What are your rights?

 

You have various rights under data protection law. If you wish to exercise these rights or have any questions, the easiest way for you to do this is to contact us at privacy@congenica.com.

 

• ACCESS: You have the right to access your personal data and obtain a copy of it;

• RECTIFICATION: You can correct incomplete or inaccurate data we hold about you;

• ERASURE: You can ask us to erase the personal data we hold about you;

• RESTRICT: You can ask us to restrict our handling of your personal data;

• PORTABILITY: You can ask us to transfer your personal data to a third party;

• OBJECT: You can object to how we are using your personal data; and

• COMPLAIN: You always have the right to lodge a complaint with us or the Information Commissioner’s Office, the supervisory authority for data protection issues in England and Wales.

 

If you are based outside of England and Wales, you can find your relevant supervisory authority here.

 

Please keep in mind that privacy law is complicated – these rights will not always be available to you all of the time.

 

We’ve worked hard to create a privacy policy that’s easy to read and clear. But if you feel that we have overlooked an important perspective or used language which you think we could improve, please let us know by email at privacy@congenica.com.

 

This privacy policy was last updated on 25 March 2021.