Data Protection Notice

Website user

Respecting your privacy is important to Ediphy. This Privacy Statement is issued by Ediphy Group Ltd (company no. 12385234) on behalf of Ediphy Group Ltd and its subsidiary companies, so references to “Ediphy”, “we”, “us” or “our” are references to the Ediphy companies that process your personal data. Ediphy Research Ltd (company no. 10663893), Ediphy Analytics Ltd (company no. 12490793) and Ediphy Markets Ltd (company no. 11096023) share client, prospect and contact data so that each of them can serve and contact you about the products and services of the Ediphy group, and they act as joint controllers of that data. Ediphy Research Ltd is your point of contact for all data protection matters and operates our shared systems, including our website, our CRM and the fairAccess Portal. All are registered at 88 Wood Street, London EC2V 7DA.

This does not apply to information you submit through the fairAccess Portal for another company’s products. That information belongs to that company, is not shared across the Ediphy group, and is handled as described in section (v).

(i) What information is being collected

For the purposes mentioned in the following paragraph “Why it is being collected” we collect the following categories of personal data:

• Name
• Employer
• Work Contact details (telephone number, email address and postal address)

(ii) Why it is being collected

All the data you provide to us will be processed subject to the restrictions and for the purposes pointed out in this notice, namely:

• For legitimate business purposes to advise you through email, phone call, post, in the framework of ordinary commercial relationships, about products or services that we think will be of interest to you (if you are located in the EU, the legal basis for processing as per lawfulness condition is our legitimate interests as stated at art. 6 (f) of the General Data Protection Regulation 2016/679 “GDPR”). This does not apply to people who use the fairAccess Portal: we contact Portal users about Ediphy products only if they opt in.
• From time to time we would like to contact you about events or conferences or seminars organised/sponsored by us or about our new services/products reaching you by email, phone call (if you are located in the EU, the legal basis for processing as per lawfulness condition is your consent as stated at art. 6 (a) of the GDPR).

The provision of data is discretionary however a lack of data can be an impediment to the exchange of information necessary for the above purposes.

(iii) Who is collecting data

Data will be collected by Ediphy, with business address 88 Wood Street, London EC2V 7DA. Telephone +44 20 4532 6777.

(iv) How data is processed

Personal data is processed both manually and electronically in accordance with the above-mentioned purposes and, in any case, in order to guarantee data security and data confidentiality in compliance with current regulations. Our Employees can access your data. Our Employees are appropriately designated and trained to process data only according to the instructions we provide them. All the data will be processed for the duration of this contract and subsequently for the fulfillment of legal obligations. For Data Retention periods refer to (v).

(v) How data is stored and with whom it could be shared

Your basic personal data (Name, Work Contact details) is stored on our CRM system, accessible to our Sales, Client Services and Management teams for the above-mentioned purposes, only if you ask us about Ediphy’s own products or services, become an Ediphy client, or opt in to Ediphy marketing. Otherwise, including when you use the fairAccess Portal, your details are not added to our CRM. Information you give about another company’s products is shared with that company and not with our sales team.

Information you submit for another company’s product is processed on that company’s instructions under its privacy policy, and is not used for Ediphy’s own sales or marketing unless you separately opt in.

We may disclose your Personal Data to authorised service providers who perform services for us (including cloud services). Our contracts with our service providers include commitments that they agree to limit their use of Personal Data to our specific instructions and to comply with privacy and security standards.

Without prejudice to any communications made to comply with legal or contractual obligations, data may also be disclosed to external parties as required by laws or regulations (e.g. court, tribunal, Regulatory Authority or Governmental Entity).

When we share your information with contracted Third Party companies we take all reasonable steps to ensure that your information and privacy are protected in line with the applicable legal obligations.

Data will be stored for a period of 10 years from the date of last successful contact or the end of the commercial relationship unless consent is withdrawn or an erasure request is made.

(vi) If you use the fairAccess Portal

Ediphy Research Ltd operates the fairAccess Portal and is responsible for your Portal account details (your name, job title, business contact details, organisation and login) and for Portal security logs. We use them to run your account and keep the Portal secure. Our legal basis is our legitimate interests in operating the Portal for your organisation or, if you register in your own capacity, the performance of our contract with you.

Your Portal account details are not added to our CRM, and are not used for Ediphy marketing, unless you opt in. You can opt in or out at any time in your account settings.

Information you give about another company’s products, such as a registration of interest, an order, a declaration or billing details, is passed to that company. That company is responsible for it under its own privacy policy, and we handle it only on its behalf. The companies whose products are available through the Portal, with links to their privacy policies, are listed in the Appendix to the fairAccess Portal Terms and Conditions.

We keep Portal account details while your account is active and for [2 years] after it is closed. You can object at any time to our use of your data based on legitimate interests by emailing gdpr@ediphy.io.

(vii) If you are located in the EU

Ediphy is a Data Controller with respect to GDPR.

We remind you that you have the right to request from us access to and rectification or erasure of personal data, or a restriction of processing, or to object to processing of data concerning you.

You also have the right to receive your personal data that you provided to us in a structured, commonly used and machine-readable format and have the right to transmit such data to another controller without hindrance from us. In exercising your right to data portability, you have the right to have your personal data transmitted directly from a controller to another, where technically feasible.

You can contact us to exercise your rights with the contact details indicated above in (iii) or sending an email to gdpr@ediphy.io.

If you consider that the processing of your personal data infringes applicable data protection laws, as data subject you have the right, without prejudice to any other administrative or judicial remedy, to lodge a complaint with a supervisory authority, in particular, in the Member State of your habitual residence, place of work or place of the alleged infringement.

The Supervisory Authority for the Member State we are located in is the Information Commissioner’s Office (ICO) who can be contacted via their hotline on 0303 123 1113.