Privacy Statement for Europa Clients
- Europa takes data protection seriously
- We take General Data Protection Regulation (GDPR) seriously and we strive to ensure data processes are always in line with current regulations.
- We keep to a minimum the information we hold about you
- We use your data to provide our services to you, meet our legal obligations, and improve our website
- We delete your data when it is no longer needed for these things
- Generally, we do not give your information to third parties, but there are some exceptions
- You have privacy rights as an individual
- We take security seriously
- We are happy to talk to you about how we process and protect your data
About the data we hold
As one of our clients, we will hold the following personal information about you for the length of time that we consider you to be an existing client:
- The information that is needed to fulfil our contract with you. In terms of personal data, this will just be the contact information for our contact in your organisation
- Your contact details will also be held on the device of the account manager and agent who looks after you or work on your campaign. This is so they can respond quickly to you when they are away from the office, maintaining a relationship with clients being a legitimate thing for a business to do. This data is remotely wiped in the unlikely event that a device is lost or stolen
- Because you are an existing client, we will contact you from time to time to let you know about our goods and services that may be of interest to you. We do this because we think you would benefit from this, and we might too. We will always give you the option to opt out of receiving marketing emails from us and if you do that we promise we won’t send you marketing emails again. This data is stored in the secure servers of our CRM system
- If you call us or make contact by email, we will follow up on your enquiry and explore your needs with you. We keep a record of enquiries received, so that we know what we have said to whom. This is a legitimate thing for a business to do to ensure that both parties are happy with the service levels between them
- Technical personal data is also captured if you use our website and that is processed to protect our users from cyber-attacks and also for us to monitor which parts of our website are being used the most, which in term helps us with our strategy planning – a legitimate thing for companies to do.
Details of the technical personal data that we process is below:
- We generate log files from various servers when you visit our website. This will include an IP address assigned to you or, more likely, to someone who provides you with Internet access
- The cookies we use only contain anonymous information to improve the services we offer, and do not contain personal information
- Our website, like many others, uses Google Analytics – a web analytics tool provided by Google, to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. Google can provide more details about their cookies
We use the logs from our servers to assist in our firm’s security, as well as to determine visitor behaviour and help us plan our strategy (e.g. such as working out which pages on the site are most popular, or whether particular events have caused an increase in traffic). We have legal and regulatory obligations to protect our clients and their information and strategy planning is a legitimate thing for a business to do.
Transfers of your data outside of the EEA
We only transfer data outside of the EEA if you request us to use processors who are based outside the EEA. Only your name and contact details would be shared.
We also have a small number of companies providing services to us. These are our processors and we have confirmed that they all meet the requirements of EU data protection laws. They are mentioned in the relevant parts of our privacy statement so you are aware of when we use them.
Protecting your data
As an organisation, Europa Communications is committed to protecting personal data. This includes technical security measures (e.g. intrusion, detection, firewalls, monitoring), encryption of personal data, restricted access to personal data, protection of our physical premises and hard assets, maintaining security measures for our team members (e.g. pre-screening), a data-loss prevention strategy and regular testing of our security procedure.
When we hold briefing calls with our clients, these may be recorded. This is to ensure that we are accurately capturing the requirements of a particular brief. This will then be used to support the creation of future agreements with you. We will always tell you when we are recording a briefing call. We consider this a legitimate process, that benefits both parties.
You have numerous rights in respect of our processing of your personal data. The relevant rights are, that you can request on demand:
- A copy of your personal data and information about our processing of it
- That we delete information on you if we do not need to hold it
- That we correct any personal data that we hold on you
- That we stop processing your data, for certain things, eg marketing although we can still hold it
- That we move your data to another organisation’s IT system electronically
If you want to exercise any of these rights, please just contact us on email@example.com
You also have the right to lodge a complaint about our processing with a supervisory authority — in the UK that is the ICO whose details are here: https://ico.org.uk/global/contact-us/postal-addresses/
If you want to talk to us about data privacy and how we manage your data, you can contact us on firstname.lastname@example.org