Privacy Statement and Cookies Policy

Contents

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1 Introduction

Adapta Consulting is committed to ensuring that your privacy is protected and that we comply with all relevant data protection legislation, including the EU General Data Protection Regulation 2016/679 (GDPR) and the Data Protection Act 2018. This Privacy Statement and Cookies Policy explains how we use the information we collect about you and the procedures we have in place to safeguard your privacy.

Adapta Consulting is registered with the Information Commissioner’s Office (ICO), registration number Z3175663 and is a Limited Liability Partnership registered in England and Wales (company number OC374383). For more information about how Adapta Consulting uses personal data contact us via hello@adaptaconsulting.co.uk.

2 How we use your information

Visitors to our website

When you visit our website at www.adaptaconsulting.co.uk we use the third-party service Google Analytics to collect standard web log data and details of visitor use patterns. This gives us a range of summary analytical information but does not provide any personally identifiable information. We do not in any way try to identify the personal identities of visitors to our website.
You can find out more about how our website uses cookies from our cookies policy in section 5 below (‘Use of cookies on this website’).

Our website is hosted in the EU by GoDaddy. GoDaddy does not hold any personal information other than that relating to our staff and associates and as may be temporarily necessary to process any information you might submit via the ‘contact us’ form.
If you leave our site via a link or otherwise, you will be subject to the policy of the provider of the destination website. We have no control over the data protection policies or terms of third party websites and so you should check their policies before using their websites.

Visitors to our offices

If you visit our offices at 5 St John’s Lane London, EC1M 4BH, we might provide your name to the reception before you arrive, so that they can welcome you and sign you into the building. The building (including reception) is managed by Smithfield Business Centre. They will only retain this information for the day of your visit.

People who submit a query via our website

When you provide information to us via the ‘contact us’ form on our website, your query is automatically emailed to us and then immediately deleted from the website.

Your contact details are then stored on our internal customer relationship management (CRM) system. We will respond to your query as soon as possible and the retention period for your personal data will depend on the extent of your query.
We will keep your information secure and will retain it only for as long as is necessary to fulfil the purpose for which it was collected. We will not sell or exchange it with any other organisation, and we not share it with any other organisation unless:

People who attend our events

If you apply to attend one of our events, we will not share your data with anyone outside of Adapta Consulting apart from your name and organisational affiliation which will go onto the event delegate list and badge which will be shared with fellow delegates. We offer to share email addresses with other delegates but this only happens if you explicitly give permission for it as you leave the event.

We occasionally take photographs at our events but if we do we will clearly tell all delegates at the event and will give you the opportunity to opt out.

We provide evaluation forms at all our events, in order to help us constantly improve them. You do not have to provide personal details on the evaluation forms.

People who subscribe to our quarterly newsletter

We will collect your name and email address if you opt in to receive our newsletters and/or updates of upcoming events, so that we can send you the information that you have requested.

We use a third-party provider (tt-mail) to deliver our quarterly newsletter. We gather statistics about email opening and clicks using standard technologies. For more information, please see tt-mail’s privacy policy here.

Each newsletter has a clear unsubscribe option. If you sign up to the newsletter or if you are a client or former client we will send you our newsletter using legitimate interest as our lawful basis for contacting you and will carry on doing this for a reasonable period of time or until you unsubscribe.

Clients and potential clients

If you ring our office landline number, the call will be answered on our behalf by staff of Smithfield Business Centre who will either direct the call immediately to the relevant staff member or will take a message and email this to us. They will delete all the information they have collected at the end of the day. You can see a copy of Smithfield Business Centre’s privacy statement here.
We keep personal data relating to our key contacts at any organisation that expresses an interest in commissioning Adapta Consulting to carry out an engagement. These details are kept on our CRM system. We endeavour to keep contact information up to date and we retain personal contact information for five years after the last active engagement.

Sometimes during an engagement we might need access to personal data you hold as a Data Controller, in order to help us deliver the engagement itself (e.g. as sample datasets or documents identifying people not employed by your organisation). In those instances, we are likely to be a third-party data processor. Any personally-identifiable data you provide under such circumstances will be treated with the utmost confidentiality and will only be used for the specific needs of the engagement. We will not share the data with any other third parties without your explicit consent.

Job applicants, former employees and Associate consultants

We manage all recruitment internally and do not share any data with third parties. We retain data relating to unsuccessful applicants for up to a year, whereupon we delete most of the information. We retain the name of all applicants for no more than five years.

Information about former employees is retained only for as long as we have a relevant, legitimate purpose for doing so.
Adapta Consulting also works with associates who are independent contractors that work for us from time to time when we need to make use of their specialist skills. We hold personal data relating to our associates for the duration of our work with them plus a further six years.  All Associates sign GDPR compliant contracts with Adapta before doing any work with us and handle any personal data with the same rigour and transparency as our own partners and staff.

Suppliers

If we have an obligation to pay you (e.g. following delivery of services) we will collect personal data from you to enable us to complete the transaction. We will store the data in our CRM system. We use online banking to make supplier payments. We retain supplier details for up to seven years from the date of the last transaction with them.

3 Your rights

Access to personal information


Adapta tries to be as open as it can be in terms of giving people access to their personal information. You have a right to ask us to stop processing your personal information and a right to ask for a copy of any information that we hold about you. You can read more about your rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
If we do hold information about you we will:

You can also ask us at any time to correct any mistakes there may be in the data we hold about you.
To make a request to Adapta for any personal information we may hold about you, please put the request in writing addressing it to hello@adaptaconsulting.co.uk  

Regulatory Requirements

We may also share data with regulatory bodies and our external advisors should this be necessary for our legitimate business purposes or help us fulfil statutory or regulatory requirements.

4 Data Security

Adapta takes the security of the data we hold very seriously. All staff use encrypted devices and two-factor authentication for additional security.

We take great care to minimise the risks of a data breach. If in the unlikely event we ever experience a significant data breach, we would inform data subjects as appropriate and would notify the ICO within the statutory 72 hour limit if applicable.

5 Use of cookies on this website

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. The table below explains the cookies used on our website and why. Adapta Consulting does not currently use any cookies but there are several third-party cookies delivered by Twitter and Google.

Cookie

Name

Purpose

Language tracker

cdn.syndication.twimg.com

This cookie is used to remember a user’s choice about language. It expires at the end of each session.

Marketing

i/jot/syndication

This is a Twitter cookie that monitors impressions from the Adapta Twitter feed. It expires at the end of the session. To find out more about Twitter cookies click here.

Marketing

r/collect

This is from DoubleClick (a Google company) that tracks visitors across the site in order to display relevant ads. It expires at the end of the session. To find out more about DoubleClick’s cookies click here.

Universal Analytics (Google)

_ga
_gat
_gid

These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website and blog, where visitors have come to the website from and the pages they visited. _ga last for two years whilst the others expire at the end of the session. To find out more about Google Analytics cookies click here.

Where to find information about controlling cookies

Useful information

This Privacy Statement and Cookies Policy was last updated on 1 June 2018.