Privacy Policy

Privacy Policy

Definition is committed to protecting and respecting the personal data we hold. This policy applies to personal data provided to us by individuals themselves or by others on behalf of individuals. When collecting and using personal data, our policy is to be transparent about why and how we process this data.

We take the security of all data we hold seriously. Staff are informed about data protection, confidentiality and security and we maintain a culture of confidentiality. All the information you provide to us is stored on secure servers. It will be used purely for making contact with you at a later date, unless you request us not to do so. The information we hold will be names and contact information and other details knowingly provided to us by you. You have the right to ask for a copy of the information we hold about you and to correct any inaccuracies in your information. Under no circumstances will your personal information be sold.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, including through SSL certificates on our domain names which encrypts communication between your browser and the Definition website, we cannot guarantee the security of all data transmitted to our website.

For information about our cookies policy and usage of data submitted via the Definition website, please visit our Cookies page. A cookies notice visible when you visit our website asks visitors to opt in to the use of cookies to enhance the user experience on our website.

Professional Services

We provide services to individuals as well as businesses, non-profits and other organisations. Where we engage with clients for professional services, we may collect and process personal data in order to satisfy contractual obligations. We request that clients only provide the personal data that is required for us to fulfil our contractual obligations.

Why do we process data?

We do this:

  • To provide the services detailed in our letter of engagement with clients
  • For client management, when communicating and assessing the needs of clients
  • In order to manage and administer our business and services, hosting events and maintaining internal operating processes
What data is processed?

The data that is processed is dependent upon the service that is being provided, such as:

  • Services to businesses, non-profits and other organisations – we process the personal data of individuals associated with our clients. Data may include relevant financial or non-financial information necessary for us to provide our services, for example contact details, payroll data etc
  • Services to individuals which may include contact details and tax or financial interests as provided to the company
How long do we hold data for?

We retain data processed by us in a live environment for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation, typically six years.)

Buiness Contacts

Personal data for our contacts, which covers both potential and prior customers, as well as potential or prior employees, are held in our customer relationship tool (CRM) and payroll systems.

Where personal data on business contacts is held, it is used for a number or purposes, such as:

  • Promotion and development of our offerings
  • Hosting and facilitating of events
  • Managing our relationships
  • Administration and management
Our People

We collect the personal data of our people as part of the administration, management and promotion of our business activities. Our Staff Handbook explains how data is held for our staff.

Where an individual is applying for work with Definition, personal data is collected through the application process. This may be through forms submitted via email or in writing through the post. We process an applicant’s data in order to assess their potential employment and may keep this on file for future opportunities. The data is also stored for administration and management in order to make informed decisions. Personal data for applicants is held for as long as necessary in order to fulfil the purpose for which it was collected, or for a maximum of two years.

Suppliers

We collect and process personal data about our suppliers, subcontractors and the individuals associated with them. The data is held to manage our relationship, to contract and receive services from them and in some cases provide professional services to our clients.

We process the data necessary to receive services from suppliers and provide services to our clients. To administer, manage and develop our business and services, we need to carry out a wide range of tasks including identifying client needs and improvements in service delivery, maintaining and using IT systems, administering and managing our website and applications.

We may use business contact details to provide information about our services that we think will be of interest, for example industry updates and insights, other services and invites to events.

Sharing Personal Data

We will only share personal data with others when we are legally permitted to do so. Data may be transferred to third party organisations that provide applications or IT services to us. We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems, for example, providers of information technology, cloud based software, website hosting and management, data backup, security and storage services. We may share data with auditors and other professional advisors, law enforcement or regulatory agencies.

Occasionally we may receive requests from third parties with authority to obtain disclosure of personal data such as to check that we are complying with applicable laws and regulations.

Individual Rights

Individuals may request access to their personal data and may request us to rectify or erase data submitted to us where appropriate. Where we process personal data based on consent, individuals may withdraw their consent.

For more information about our privacy policy and procedures, please call 0845 4567251.

Legals

  1. The content of this website is the copyright of Definition Agency Limited (Definition) and cannot be replicated or used without prior authority.
  2. Nothing on the website constitutes advice, nor does the transmission, downloading or sending of any information create any contractual relationship.
  3. These particulars do not constitute any part of an offer or contract.
  4. Every reasonable effort has been made by Definition to ensure accuracy and does not accept responsibility in the event of such information proving to be otherwise.
  5. This website and any dispute arising in any way in relation to the website shall be governed and construed in accordance with the laws of England and the English Courts shall have exclusive jurisdiction.
  6. Definition accepts no responsibility whatsoever for any loss or damage suffered by any user of the website.

Cookies Privacy Policy

Privacy & Cookies

This Privacy Policy details how Definition (“We, Us, Our”), will use personal data as laid out by the Data Protection Act 1998.

Only Definition and our working partners will have access to your data. It will be used purely for making contact with you at a later date, unless you have requested us not to do so.

The information we will collect will be Names, Email Address, Postal Addresses and other details knowingly provided to us by you.

Cookies

When you use this website we will collect basic information about the way you use the site during your visit. This information is used only for site navigation, systems administration and analytical purposes.

In certain situations we may use cookies in order to recognise you as a site user and to personalise your visit. A cookie is a small file sent to a web browser by a web server. We only use cookies for the purposes stated above and where necessary for the full operation of the website.

 

You can set your browser to reject cookies but if you do so you will be unable to enjoy full site functionality.

 

The table below explains what cookies we use and why.

 

Name Expires Purpose More Information
_ga 2 years Analytics Tracking Used by Google Analytics to track usage and visitors to our website. This helps us improves aspects of our website, content and make it a better experience for our members.
_gat 2 years Analytics Tracking An additional cookie used by Google Analytics to retrieve tracker objects.
_gid 1 day Analytics Tracking An additional cookie used by Google Analytics to retrieve tracker objects.
Links

For your convenience we have included links on this website to other sites that we believe you may find useful. These websites will each have their own privacy statement, which may differ from ours.

Therefore please ensure, when you click on any of our links, that you read the privacy statement located on the website you have selected.

Any websites connected with this site are not within our control.

Your consent / information

By using this website, you are saying that you agree to the collection and use of any personal information sent to us, provided it is used as set out in this Policy.

If we decide to change the Privacy Policy, we will post those changes on this page so that you are always aware of the information we collect, how we use it and under what circumstances it is disclosed.

You have the right to ask for a copy of the information we hold about you (for which we may charge a small fee) and to correct any inaccuracies in your information.

The Internet is not a 100% secure medium of communication and, accordingly, we cannot guarantee the security of any information transmitted via the Internet. We are not responsible for any damages you, or others, may suffer as a result of the loss of confidentiality of such information.

Communications will be monitored regularly to improve our service and for security and regulatory purposes.

Before you provide us with any personal data about a third party you must obtain the correct authority from the individual(s) concerned and undertake to keep them advised about how their information will be used.

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