Privacy Policy

1         Introduction

Welcome to the Privacy Policy for Pixalytics Ltd, we are the data controller for the personal information held and we are based at Plymouth Science Park, 1 Davy Road, Plymouth, Devon, PL6 8BX, United Kingdom (referred to as “Pixalytics”, “we” or “us” in this policy).

Pixalytics respects your privacy and we pledge to handle your personal data fairly and legally. We are committed to being transparent about the data we collect about you, how we process it, and how we protect it. This notice explains this and tells you about your privacy rights and how the law protects you. We will never sell or rent your personal information.

To contact us with a data protection query regarding the processing of your personal data, please email info@pixalytics.com.

2         Personal Information This Website Collects & Why We Collect It

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). This website collects and uses personal information for the following reasons:

2.1       Clients

As a client, we hold the following information about you:

  • Name and contact information including address, telephone numbers, email addresses and Skype contacts;
  • Information about your business activities;
  • Contracts and other legal documents relating to our relationship;
  • Social Media profiles;
  • Information and documents relating to the products or services we are providing including quotes, tender bids, reports and deliverables;
  • Communications with, or involving, you which may include emails, notes or discussions or minutes or meetings;
  • Invoices and payment information.

We use your personal information to meet our contractual requirements to provide you with the products and service you have contracted for, to invoice you for work completed and to meet the legal obligations of running our company.

We use the legal basis of contract, and where relevant legal obligation, for the processing of your personal information. We retain your information as long as specified in the contract, if it is not specified we hold information for 2 years after the end our relationship. However, we retain financial records for 6 years, following the end of the current financial year as per the requirement of the Companies Act 2006 and associated legislation.

To process your information, we currently use a number of third party tools:

  • Microsoft 365: This is our email provider, and all our data is stored within the UK.
  • Microsoft Skype: We use this for teleconferencing, videoconferencing and telephone calls. Skype uses servers that are based in the US, and therefore some personal information is transferred outside the European Economic Area (EEA). For information, see Microsoft‚Äôs privacy policy.

2.2       Prospective Clients

As a prospective client, we hold the following information about you:

  • Name and contact information including address, telephone numbers, email addresses and Skype contacts;
  • Information about your business activities;
  • Social Media profiles
  • Information and documents relating to the potential products or services we may provide including quotes, tender bids and sample information;
  • Communications with, or involving, you which may include emails, notes or discussions or minutes or meetings.

We use your personal information to follow up your enquiry and to see if we can help you. We use the legal basis of legitimate interests for processing your information and we retain it for one year after the enquiry if you do not become a client.

To process your information, we currently use a number of third party tools:

  • Microsoft 365: This is our email provider, and all our data is stored within the UK.
  • Microsoft Skype: We use this for teleconferencing, videoconferencing and telephone calls. Skype uses servers that are based in the US, and therefore some personal information is transferred outside the European Economic Area (EEA). For information, see Microsoft‚Äôs privacy policy.

2.3       Prospective Employees or Work Placement Students

As a prospective employee or work placement student who has contacted us about the opportunity to work with us, we hold the following information about you:

  • Name and contact information including address, telephone numbers, email addresses and Skype contacts;
  • Date of birth;
  • Curriculum vitae;
  • References;
  • Legal documents showing you have the right to work in the UK;
  • Interview notes.

We use your personal information to follow-up your enquiry and determine whether we are able to offer you a position or a placement. We use the legal basis of legitimate interests for processing your information. For prospective employees or workplace students, we retain your information for six months after your request or the relevant recruitment process; although the information will form part of your employee record should you join us.

To process your information, we currently use a number of third party tools:

  • Microsoft 365: This is our email provider, and all our data is stored within the UK.
  • Microsoft Skype: We use this for teleconferencing, videoconferencing and telephone calls. Skype uses servers that are based in the US, and therefore some personal information is transferred outside the European Economic Area (EEA). For information, see Microsoft‚Äôs privacy policy.

2.4       Website Visitors

When someone visits www.pixalytics.com, like most websites, we collect standard internet log data about the people using our site, to better understand how they use our site and help us understand how to improve its effectiveness for users.

There are three types of information we collect:

  • Technical Data such as your geographic location, device, browser, operating system and your IP address.
  • Usage Data such the pages that you visit within the site, how long you spend on each page and which onward links you click.
  • Blog Comments: If you chose to comment on our blog, we will collect your name, email address and your IP address. By commenting, you give consent for us to publish your name to identify you as the contributor, and your comment, on the blog.

To gather this information we use third party services:

  • WordPress.com: Our website is built using the WordPress system and we use the standard WordPress service, known as JetPack, to collect anonymous information about user‚Äôs activity. For more information about how WordPress.com processes data, please see their privacy notice.
  • Google Analytics: We also use Google Analytics to collect anonymous technical and usage data about how you use the website. For more information about how WordPress.com processes data, please see their privacy notice. To opt-out of being tracked by Google Analytics, please visit¬†http://tools.google.com/dlpage/gaoptout.
  • iThemes Security: This plug-in is for WordPress which enables us to ensure the website is secure and protected from fraudulent or illegal use.¬†For more information about how iThemes Security processes data, please see their privacy policy.

We use legitimate interests as the legal basis for processing the technical and usage information on the website, and your consent as the legal basis for processing blog comments.

3         How is your personal data collected?

We use different methods to collect data from and about you including through:

  • Direct interactions: We may collect information about you directly from you, through either paper, telephone or electronic communications, and we update the information we hold about you through any of these methods.
  • Cookies: We use cookies on this website to provide you with a better user experience. We do this by placing a small text file on your device to track how you use the website, what pages you visit and to keep you logged into the website, where applicable. You can see more details about the cookies we use in our Cookie Policy.

4         Disclosures and International Transfers of Your Personal Data

Pixalytics will not sell, rent or trade your personal information to anyone.

We will only disclose your personal information to:

  • Our employees, who are all based in the UK, where they need to know this information to undertake work to provide, or support to:
    • the provision of, products and services to you;
    • responding to requests in relation to working with us; or
    • managing our website.
  • Our service providers, where they need to know the information in order to provide services in relation legal and accountancy support, website or IT support. All of these service providers are based within the UK.
  • Law or regulatory authorities where we have a legal requirement to do so.

We require everyone who has access to your personal data to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We don’t transfer any identity personal information outside of the European Economic Area (EEA). For technical and usage data, we do use some providers based in the US and we may transfer data to them as they are part of the Privacy Shield which requires them to provide similar protection to personal data to countries within the EEA.

5         How long will you use my personal data for?

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected. When assessing what retention period is appropriate for your personal data, we take into consideration:

  • the requirements of our business and the services provided;
  • any statutory or legal obligations;
  • the purposes for which we originally collected the personal data;
  • the lawful grounds on which we based our processing;
  • the types of personal data we have collected;
  • the amount and categories of your personal data; and
  • whether the purpose of the processing could reasonably be fulfilled by other means.

6         Data security

We have put in place appropriate security measures, including an off-site back-up facility based in the UK, to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7         Your legal rights

As an individual whose personal data is processed by Pixalytics you have these rights

  • The right to be informed, which is what this privacy policy is for.
  • The right of access to the data we hold about you.
  • The right to data rectification.
  • The right to erasure.
  • The right to restrict processing.
  • The right to data portability.
  • The right to object to processing.
  • The right not to be subject to automated decision-making including profiling.

If you wish to exercise any of the rights set out above, please email info@pixalytics.com.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues if you feel there is a problem with the way we are handling your data. We would, however, appreciate the chance to deal with your concerns in the first instance and so would grateful if you contact us.

8         Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

9         Contact Us

We have a Data Protection Officer who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to verify, update or amend, delete or receive a copy of the information we hold about you, please email info@pixalytics.com.

10    Changes to this privacy notice

We keep our privacy notice under regular review. You should check back to this page from time to time to ensure that you are happy with any changes.

This privacy notice was last updated on 20th May 2018.