Privacy notice

Privacy Notice

Introduction

We at effini are committed to protecting your data and respecting your privacy.

Please read this notice if you are an effini client, or just visiting our website, to understand more about how we collect, use and handle your data.

The Privacy Notice applies to all products and services offered by Effini Limited.

Effini Limited is registered in Scotland with registration number SC572471 and with the UK Information Commissioner’s Office (ICO) with registration number ZA744950.

How do we collect personal data?

We collect personal data in a number of different ways:

Directly from individuals: including business card(s), completing our online forms, registering for training, webinars and meetups, attend meetings or events we host, visiting our offices or for recruitment purposes. We may also obtain personal data directly when we are establishing a business relationship or fulfilling a contract.
Indirectly about individuals: We may attach personal data to our customer relationship management records to better understand and serve our business clients, satisfy a legal obligation, or pursue our legitimate interests.
Public sources: we may enhance our information with additional data obtained from public registers (such as Companies House), news articles, and internet searches.
Social media: Social and professional networking sites
Business clients: our business clients may engage us to perform professional services which involves sharing personal data they control as part of that engagement.

What types of personal data do we collect?

We may obtain the following categories of data:

Personal data: here is a list of personal data we commonly collect to conduct our business activities:

Contact details (e.g. name, company name, job title, work and mobile telephone numbers, work and personal email and postal address).
Professional details (e.g., job and career history, educational background and professional memberships, published articles).
Family and beneficiary details for insurance and pension planning services (e.g. names and dates of birth) of our employees.
Financial information (e.g., taxes, payroll, pensions, bank details).

Sensitive personal data: we typically do not collect sensitive or special categories of personal data about individuals other than our own employees. When we do need to process sensitive personal data, it is either on the instructions of a third party, with the express consent of the individuals or as required by law.

Why do we need personal data?

We aspire to be transparent when we collect and use personal data and tell you why we need it, which typically includes:

Providing professional services: our services may include reviewing client files for data analytics which may involve processing personal data for the relevant client.
Promoting our professional services, products and capabilities to existing and prospective business clients.
Acting as a data processor on behalf of our clients in accordance with contractually agreed activities.
Managing our relationship with you, for example, customer support activities.
Administering, maintaining and ensuring the security of our information systems, applications and websites.
Seeking qualified candidates, and forwarding candidate career inquiries to our HR team, which may be governed by different privacy terms and policies.
Processing online requests, including responding to communications from individuals or requests for proposals and quotations.
Contacting journalists regarding company press releases, invitations to annual press parties, highlighting messages that may be of interest on specific industry topics.
Helping support clients to run a series of development programs for education and learning purposes.
Complying with legal and regulatory obligations relating to anti-money laundering, terrorist financing, fraud and other forms of financial crime.

How do we use your personal data in providing our services?

The grounds on which we process your data are:

Your explicit consent: you may have given us permission to use your personal information for a specific purpose. You can change your mind by either unsubscribing or emailing us at hello@effini.com
To allow us to deliver the services we provide to you: to provide you with the services you request from us, customised to your preference.).
To comply with legal obligations: we have duties to prevent crime and cooperate with law enforcement and regulatory agencies.

Do we share personal data with third parties?

Except as set out in this Notice, we will not disclose any of your personal data to other parties without your explicit and freely given consent, unless we are legally required to do so by (for example, a court order, for the purposes of prevention of fraud or other crime, or by a competent regulator).We will not pass on your details to other companies for marketing purposes.

Does the effini website use cookies?

With prior consent, we use Google Analytics to collect information about our visitors. These Google Analytics cookies record:

Which website you came from on your way here
How long you stayed for
The type of computer you are using

This information is collected to help us better understand our audience and inform decisions for the development of our site and marketing efforts.

How do we keep your data secure?

All the information you give us is protected by a secure server. We have appropriate technical and additional organisational security policies and procedures in place to protect personal data (including sensitive personal data) from loss, misuse, alteration or destruction.

We aim to ensure that access to your personal data is limited only to those who need to access it. Those individuals who have access to the data are required to maintain the confidentiality of such information. We may apply pseudonymisation, de-identification and anonymisation techniques in efforts to further protect personal data.

How long do we retain personal data?

We retain personal data to provide our services, stay in contact with you and to comply with applicable laws, regulations and professional obligations that we are subject to. Unless a different time frame applies as a result of business need or specific legal, regulatory or contractual requirements, where we retain personal data in accordance to our Data Retention procedure.

What are your data protection rights?

If you are based within the EEA or within another jurisdiction having similar data protection laws, in certain circumstances you have the following rights:

Access: you can ask us to verify whether we are processing personal data about you, and if so, to provide more specific information.
Correction: you can ask us to correct our records if you believe they contain incorrect or incomplete information about you.
Erasure: you can ask us to erase (delete) your personal data after you withdraw your consent to processing, or when we no longer need it for the purpose it was originally collected.
Processing restrictions: you can ask us to temporarily restrict our processing of your personal data if you contest the accuracy of your personal data, prefer to restrict its use rather than having us erase it, or need us to preserve it for you to establish, exercise, or defend a legal claim. A temporary restriction may apply while verifying whether we have overriding legitimate grounds to process it. You can ask us to inform you before we lift that temporary processing restriction.
Right to object to direct marketing including profiling: you can object to our use of your personal data for direct marketing purposes, including profiling. We may need to keep some minimal information to comply with your request to cease marketing to you.
Right to withdraw consent: you can withdraw your consent that you have previously given to one or more specified purposes to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. It may mean we are not able to provide certain products or services to you and we will advise you if this is the case.

Privacy and Confidentiality

We will treat all your personal data as private and confidential. We comply with and are registered under the data protection laws in the United Kingdom and take all reasonable care to prevent any unauthorised access to your personal data. Other than under the terms of this Notice, we will not disclose any personal data about you. Please be aware however that under certain circumstances we may be subject to a legalobligation to disclose personal data about you, or there may be a public duty to disclose that personal data.

Should you decide to complain about the service we have provided to you, we may be obliged to forward details about your complaint, including your personal data, to the relevant ombudsman. You can be assured that they are similarly obliged to adhere to data protection legislation and to keep your personal data strictly confidential.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office (ICO), as follows:

Serious breaches should be reported to the ICO using its security breach helpline on 0303 123 1113 (open Monday to Friday, 9am to 5pm). Select option 3 to speak to staff, who will record the breach and give you advice about what to do next.

If you would like to report a breach in writing you can send it by post to the office address Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Do we change this Privacy Notice?

We regularly review this Privacy Policy and will post any updates to it on this webpage. This Privacy Policy was last updated on 5th June 2023.

If you have any questions relating to our privacy policy, or, if at any time you believe that effini has not adhered to this privacy policy please let us know by sending an e-mail to dpo@effini.com.

We aim to be as transparent as possible. If you have any feedback on how we could make our privacy notice clearer, please engage with us at hello@effini.com to let us know how we can be even better.