Privacy

ING MEDIA LIMITED – PRIVACY NOTICE

 

INTRODUCTION

ING MEDIA LIMITED (“ING”, “we”, “us”, or “our”) is a PR and communications agency working in architecture, property, development, design and the built environment

We are strongly committed to protecting personal data and this privacy notice describes why and how we collect and use personal data and provides information about individuals’ rights.

It applies to personal data provided to us, both by individuals themselves or by others.

We may use personal data provided to us for any of the purposes described in this privacy statement or as otherwise stated at the point of collection.

When collecting and using personal data, our policy is to be transparent about why and how we process personal data.  

 

COLLECTING PERSONAL DATA?

We process personal data in order to carry out our business efficiently, effectively and professionally. This includes:

– managing our relationships with clients and suppliers

– developing our businesses and services (such as identifying client needs and improvements in service delivery);

– compiling a database of  ING business contacts and suppliers

– hosting or facilitating the hosting of events

 

Unless we are asked not to, we use business contact details to provide information that we think will be of interest about ING and our services.  For example, industry updates and insights and invites to events.

ING processes personal data about contacts (existing and potential ING clients and/or individuals associated with them), business and media contacts, suppliers, staff, professional bodies and industry organisations using a secure, password-protected customer relationship management system (CRM) called Highrise.

Highrise participates in the EU-US and Swiss-US Privacy Shield programs to protect EU and Swiss personal data processed in the United States. Its current terms of service here and privacy policy can be found here.

Contacts can be imported into the CRM system from Outlook, Gmail, and Excel and tagged so that they can be organized, filtered, and searched. Users can also add notes and comments to contact details and utilize custom data fields for people and companies.

The collection of personal data about contacts and the addition of that personal data to the CRM system are initiated by ING users and will include name, employer name, contact title, phone, email and other business contact details.

We collect personal data received directly from individuals by email, telephone call or via business cards.

Data is also collected from publicly available source such as corporate websites and corporate social media.

 

USE OF PERSONAL DATA

Personal data relating to business contacts may be visible to and used by ING for the following purposes:

  • Making contact information available to ING users
  • Administering, managing and developing our businesses and services
  • Identifying clients/contacts with similar needs
  • Describing the nature of a contact’s relationship with ING

 

ING does not sell or otherwise release personal data we gather to third parties for the purpose of allowing them to market their products and services without consent from individuals to do so.

However, personal data held by us may be transferred to:

  • Third party organisations that provide applications/functionality, data processing or IT services to us. For example, providers of information technology, cloud based software as a service providers, identity management, website hosting and management, data analysis, data back-up, security and storage services.  The servers powering and facilitating that cloud infrastructure are located in secure data centres around the world, and personal data may be stored in any one of them.
  • Auditors and other professional advisers

 

DATA RETENTION

Personal data will be retained on ING’s CRM system for 15 years or no longer than is necessary for the purposes for which we collected your information and the purposes set out in this policy (e.g. for as long as we have a legitimate reason or need to keep a record of, a relationship with a business contact).  

 

Staff

We collect personal data concerning our own personnel as part of the administration, management and promotion of our business activities.

Partners should refer to section 5.0 of their employment contract for further information of why and how personal data is collected and used.

 

VISITORS TO THE ING WEBSITE

Visitors to our websites are generally in control of the personal data shared with us. We may capture limited personal data automatically via the use of cookies on our website.  Please see the section on Cookies below for more information.

Visitors are able to send an email to us through the website. Their messages will contain the user’s screen name and email address, as well as any additional information the user may wish to include.

Use of Cookies

Cookies are sometimes used to improve the website experience of a visitor to a website. We may sometimes use cookies on this website to record aggregate statistical information about the visitors to our site and the use that our visitors make of the website. When collected, this information is used by us to improve our website and further enhance the visitor experience and, may be shared with advertisers. Please note that no personally identifiable information is recorded.

Where used, these cookies are downloaded to your computer automatically. This cookie file is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive and then stored there and transferred to us where appropriate to help us to improve our website and the service that we provide to you.

All computers have the ability to decline cookies. You can easily decline or remove cookies from your computer using the settings within the Internet Options section in your computer control panel. However, please note that some of our website features may not function if you disable cookies.

Use of personal data

When a visitor provides personal data to us, we will use it for the purposes for which it was provided to us as stated at point of collection (or as obvious from the context of the collection). Typically, personal data is collected to:

The information we collect is used for our own internal purposes in developing and improving our website. In addition, we may use the information for the following purposes:

  1. To provide you with information relating to our website, products or our services that you request from us.
  1. To meet our contractual obligations to you.
  2. To consider employing you if you have submitted an application for employment to us.
  3. To aggregate data for website analytics and improvements.

Unless we are asked not to, we may also use your data to contact you with information about ING’s business, services and events, and other information which may be of interest to you.

Should visitors subsequently choose to unsubscribe from mailing lists or any registrations, we will provide instructions on the appropriate webpage or in our communication to the individual.

Alternatively you may wish to contact us by email:  Data Protection Officer email address

Our website does not collect or compile personal data for the dissemination or sale to outside parties for consumer marketing purposes or host mailings on behalf of third parties.  

 

SECURITY

We take the security of all the data we hold very seriously and we take a series of steps to ensure that it is treated securely and protected both on and offline from unauthorised access or improper and improper use. We also regularly review the appropriateness of the measures we have in place to keep the data we hold secure.

Please note that the transmission of information via the internet is not completely secure and therefore we cannot guarantee the security of data sent to us electronically and transmission of such data is therefore entirely at your own risk.

Links to other websites

You may find links to third party websites on our website, which are not within our control. These websites should have their own privacy policies which you should check. Once you have left our website, we cannot be responsible for the protection and privacy of any information which you provide

Changes to this privacy statement

We recognise that transparency is an ongoing responsibility so we will keep this privacy statement under regular review.

This privacy statement was last updated on DATE 2018.

If you have any questions about this privacy statement or wish to access or amend any of your personal data that we may hold, please contact us at:

 

Data Protection Manger

ING Media Limited

44/46 Scrutton Street

London

EC2A 4HH

 

Email: DataProtection@ing-media.com  

Phone: 020 7 247 8334

 

COMPLAINTS

We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to ING email address.  We will look into and respond to any complaints we receive.

You also have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”) (the UK data protection regulator).  For further information on your rights and how to complain to the ICO, please refer to the ICO website.