Privacy Policy

Introduction

At Apodi we take your data privacy seriously and are committed to protecting the privacy and security of your personal information.

We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

This privacy notice sets out how we collect and use your personal information, what we do with it, how we keep it secure and explains your rights in relation to any personal information we hold about you in accordance with the Data Protection Act 2018 and the General Data Protection Regulation.

Who We Are

Apodi provides a range of outsourced services. We are a data controller of the personal information we process and are therefore responsible for ensuring our systems, processes, suppliers, employees, workers, associates and contractors comply with data protection laws in relation to the information we handle.

Why Do We Process Your Personal Information?

We process your personal information where:

it is necessary for the performance of a contract with you (e.g. to provide services to you);
you have provided us with your consent to use your personal information (e.g. in the course of requesting that we make contact with you or subscribing to our marketing information);
we are required or authorised by law to do so; or
it is necessary to pursue our legitimate interests in a way which is reasonably expected as part of running our business, which is not detrimental to you and would have minimal impact on your privacy.

Examples of where our use of personal information is necessary to pursue our legitimate interests include:

monitoring and recording information relating to your browsing behaviour on our website to make personalised content available to you;
monitoring and recording information relating to web-based services including how and when the system is accessed and how data is uploaded for the purposes of analysing the performance of and improving the quality of the products and services we provide to you;
processing information relating to our client contacts to send them information about our services. This helps to facilitate our business development activities including building relationships with current and prospective clients; and
using our CRM system to analyse how our contacts interact with the company which helps to inform our business development activities and determine how we grow our business.

Collection, Use And Disclosure Of Your Personal Information

We collect and process personal information:

relating to online service users, subscribers to our newsletters and other promotional materials;
obtained or created in relation to the outsourced services we provide;
relating to individuals who apply for a job or work placement with us;
relating to our employees, workers, associates and contractors; and
relating to other third parties.

Information about collection, use and disclosure of personal information relating to our employees, workers, associates and contractors can be found in our Data Protection Policy.

The personal information we collect will include the types of data shown below. If you would like to access the personal information we hold about you, please contact us in writing at dpo@apodi.co.uk.

Online service users, subscribers to our newsletters and other promotional material

Types of personal data	Collection	Use	Disclosure
Identification information (e.g. title, name, the company you work for, or your job title). Contact information (e.g. your postal address, email address and phone number). Technical information (e.g. IP address, browsing preferences, details of visits made to our website). Images (e.g. CCTV/ photos taken when attending our events). Any other information relating to you which you may provide to us.	*Via email, telephone or videoconferencing* When you contact us to request information, or we otherwise receive your contact details.	To complete any request, you may make in relation to your marketing preferences. To communicate with you. To provide and improve our services to you. To promote our services and to contact you with communications about industry updates, breaking news, newsletters and event invitations. To improve website user experiences. To facilitate our internal business operations. Monitoring and analysing our interactions with you to improve our relationship with you and help us to grow our business. Make users' experiences more efficient and understand how we can improve your browsing experience and the services Apodi provides. Analyse what subjects are of interest to particular users so that we can improve the content in our newsletters and promotional material. For the prevention and detection of criminal activity.	Your personal information: · which is shared with service providers will be limited to the minimum required for providing the service and will be adequately protected; and · will not be given to other third parties, apart from in limited circumstances including where we are working in partnership with them to provide a service that you have requested. · Information may be given to third-party service providers, in limited circumstances, to enable access to the provision of their services. · We may transfer your data to countries outside of the EEA in order to facilitate communications with you (e.g. via video conferencing). In such circumstances to ensure that your personal information receives an adequate level of protection, we have put in place appropriate measures to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects EU and UK laws on data protection. If you require further information about these protective measures, you can contact the Data Protection Officer.

Types of personal data

Collection

Use

Disclosure

Identification information (e.g. title, name, the company you work for, or your job title).

Contact information (e.g. your postal address, email address and phone number).

Technical information (e.g. IP address, browsing preferences, details of visits made to our website).

Images (e.g. CCTV/ photos taken when attending our events).

Any other information relating to you which you may provide to us.

Via email, telephone or videoconferencing

When you contact us to request information, or we otherwise receive your contact details.

To complete any request, you may make in relation to your marketing preferences.

To communicate with you.

To provide and improve our services to you.

To promote our services and to contact you with communications about industry updates, breaking news, newsletters and event invitations.

To improve website user experiences.

To facilitate our internal business operations.

Monitoring and analysing our interactions with you to improve our relationship with you and help us to grow our business.

Make users' experiences more efficient and understand how we can improve your browsing experience and the services Apodi provides.

Analyse what subjects are of interest to particular users so that we can improve the content in our newsletters and promotional material.

For the prevention and detection of criminal activity.

Your personal information:

· which is shared with service providers will be limited to the minimum required for providing the service and will be adequately protected; and

· will not be given to other third parties, apart from in limited circumstances including where we are working in partnership with them to provide a service that you have requested.

· Information may be given to third-party service providers, in limited circumstances, to enable access to the provision of their services.

· We may transfer your data to countries outside of the EEA in order to facilitate communications with you (e.g. via video conferencing). In such circumstances to ensure that your personal information receives an adequate level of protection, we have put in place appropriate measures to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects EU and UK laws on data protection. If you require further information about these protective measures, you can contact the Data Protection Officer.

Third Parties, including suppliers, experts and other service providers

Types of personal data	Collection	Use	Disclosure
Identification information (e.g. title, name, the company you work for, your job title or position). Contact information (e.g. your postal address, email address and phone number).	Directly from you Relationship management information is collected from you directly. From Third Parties Some further information may be collected from third parties, such as publicly available sources.	Manage and administer our relationship with you. Meet our commercial requirements. Facilitate our internal business operations. As required by law and to comply with our statutory/ regulatory obligations.	Personal information: · which is shared will be limited to that which is required to enable us to facilitate our internal business operations and will be adequately protected; and · transferred to other third parties such as our insurers, legal and other professional advisors, regulators, administrators and government departments, who may be acting as a data controller.

Types of personal data

Collection

Use

Disclosure

Identification information (e.g. title, name, the company you work for, your job title or position).

Contact information (e.g. your postal address, email address and phone number).

Directly from you

Relationship management information is collected from you directly.

From Third Parties

Some further information may be collected from third parties, such as publicly available sources.

Manage and administer our relationship with you.

Meet our commercial requirements.

Facilitate our internal business operations.

As required by law and to comply with our statutory/ regulatory obligations.

Personal information:

· which is shared will be limited to that which is required to enable us to facilitate our internal business operations and will be adequately protected; and

· transferred to other third parties such as our insurers, legal and other professional advisors, regulators, administrators and government departments, who may be acting as a data controller.

How Long Do We Keep Your Information For?

We will always retain your personal information in accordance with applicable law, regulation and our data protection policy for the information held by Apodi Limited. We will never retain your information for longer than is necessary, taking account of factors such as:

how long we need to keep the data for in the event of any claims or litigation;
guidance from official bodies such as the ICO;
how long we need to keep the data to fulfil the original purpose for which it was collected;
the nature and sensitivity of personal data; and
compliance with legal obligations (e.g. to preserve data relevant to official investigations).

If you want to learn more about our specific retention periods, please contact us at dpo@apodi.co.uk

How Do We Proctect Your Data?

We take the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. Further details can be found in our Data Protection Policy which can be provided on request.

Your Rights

We process the personal information we hold about you in line with your rights under applicable law. You have the right:

to request a copy of your personal information;
for your information to be processed by us fairly and in a transparent way;
to object to decisions that we may take solely by automated means in relation to your personal information which may have a legal or similarly significant effect on you;
to object to the processing of your personal information where we do so for the purposes of our legitimate interests;
to request that any inaccurate personal information we hold about you is corrected or deleted;
to request that we delete your personal information under certain circumstances; and
to opt-out of receiving electronic communications from us.

Should you wish to make a request in line with your rights as an individual, please send it in writing to dpo@apodi.co.uk

How To Unsubscribe

You will normally receive an acknowledgement from us when you contact us, and your contact details are added to our contacts database. If you no longer want to receive any marketing from us, please send an email to the contact email address you initially used stating “Unsubscribe” and we will action your request, usually within 5 working days of receiving your request.

How To Make A Complaint

You should direct any complaint relating to how the company has processed your personal information to dpo@apodi.co.uk

We hope that we can resolve any query or concern you raise about our use of your personal information.

The General Data Protection Regulation also gives you the right to make a complaint with the UK supervisory authority, the Information Commissioner who may be contacted at https://ico.org.uk/concerns.

The Cookies On Our Website

The categories of cookies we use on our website are listed below. You can change your acceptance of the cookies in use at any time on our website. Please note that some features on this site may not function if you do not allow cookies.

Analytics Cookies

These cookies allow us to count page visits and traffic sources so we can measure and improve the performance of our site, using a service provided by Google Analytics.

Cookies used: _ga, _gat*, _gid, _gat_gtag_UA_*, _pk_id*, _pk_ref*, _pk_ses*

Essential Cookies

These cookies are used to enable core site functionality. They do not contain any personal information.

Cookies that may be used: ASP.NET_SessionId, __AntiXsrfToken, XSRF-TOKEN, XSRF-TOKEN, cookiesDisclosureCount, APHCP2017, cookieControlPrefs, cookieControl

Links To Other Websites

We sometimes provide you with links to other websites, but these websites are not under our control. We will not be liable to you for any issues arising in connection with their use of your information, the website content or the services offered to you by these websites.

We recommend that you check the privacy policy and terms and conditions on each website to see how each third party will process your information.