Privacy Policy

Panoptics Global Ltd is registered in England and Wales under company number 07949794. This Privacy Policy and Cookie Notice incorporates all Panoptics Global Ltd business interests.

The term ‘Panoptics Global Ltd’ [‘Panoptics’, ‘we’ or ‘us’] refers to the business whose registered office is Zeeta House, 200 Upper Richmond Road, Putney, London SW15 2SH

Panoptics operate the following websites: www.panoptics.com

Data Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate physical, electronic and managerial procedures to safeguard and secure the information we collect.

Our systems use data encryption and password protection for maximum security.

If under any circumstances you are unsure about the security of our website or your private information, please send us an email to data.protection@panoptics.com or telephone us on 0203 137 6351.

GDPR Compliance

The following principles are complied with when processing personal data:

• Data is processed fairly and lawfully
• Data is processed only for specified and lawful purposes
• Processed data is adequate, relevant and not excessive
• Processed data is accurate and, where necessary, kept up to date
• Data is not kept longer than necessary
• Data is processed in accordance with an individual’s consent and rights
• Data is kept secure
• Data is not transferred to countries outside of the European Economic Area (‘EEA’) without adequate protection

Lawful Basis of Processing Data

The lawful basis of processing of data will always be determined prior to any data being processed. Panoptics processes personal data under one, or more, of the following Lawful Bases:

• Consent – the individual has given their Consent to the processing of their personal data
• Contractual – processing of personal data is necessary for the performance of a contract to which the individual is a party, or for Panoptics to take pre-contractual steps at the request of the individual
• Legal Obligation – processing of personal data is necessary for compliance with a legal obligation to which Panoptics is subject
• Legitimate Interests – processing of personal data is necessary under the Legitimate Interests of Panoptics or a Third Party, unless these interests are overridden by the individual’s interest or fundamental rights

Type of Personal Data Being Processed and Legal Basis Relied On

Below we have set out the categories of data we collect, the legal basis we rely on to process the data and how we process the data:

• Contact information for our users, customers and potential customers such as names, email addresses, phone numbers, addresses (“Contact Information”). We process this information when we communicate with you or your employer or provide services to you on the basis of the performance of our contract with you and on the basis of our legitimate interest in providing our services to our clients.
• Information which we hold because you are a client of ours (“Client Information“) and which we process during the course of providing our services to you or your employer. We process this information on the basis of the performance of our contract with you or your employer or on the basis of our legitimate interest in providing our services to our customers.
• Information which we hold because you are a third party supplier relevant to the services we provide to our clients or customers (you may for example be a professional adviser or a software provider) (“Supplier Information“). We process this information (including contact and financial information), on the basis of the performance of our contract with you or your employer or on the basis of our legitimate interest in providing our services.
• A record of any correspondence or communication between you and us (“Communication Information”). We process this information when we monitor our relationship with you and provide services to you on the basis of the performance of our contract with you and on the basis of our legitimate interest in providing our services to our clients.
• Financial information which we hold in the context of providing or receiving services to or from you or your employer (“Financial Information“) such as billing and banking information. We process this information when we provide or receive services (as the case may be) on the basis of the performance of the relevant contract or on the basis of our legitimate interest in providing our services or receiving services.
• Cookie Information. A cookie is a small text file which asks permission to be placed on your computer’s hard drive or mobile device. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Where applicable and necessary, we process Cookie Information on the basis that you have consented to this in order to improve or communicate with you about our services and/or to customise the website according to your personal interests. Otherwise and for other technical information (such as IP address data), we process this on the basis of our legitimate interest in providing our services to you. For more information, please see the “Cookies and IP Address” section below.
• Marketing information we may hold about you in order to provide information about our services this may include names, email addresses, phone numbers, addresses, and other information (“Marketing Information”). We process this information in order to communicate with you about our products and services on the basis of our legitimate interests in communicating with you about our services or on the basis that you have consented to receive the information.

How Personal Data is collected

Personal data is obtained from one or more of the following:

• Communications with our customers and suppliers
• Visits and use of the above Panoptics websites, and Company Portals
• Use of Panoptics’ social media
• Use of Google Analytics
• Attendees of corporate seminars and webinars
• Subscribers to Company updates
• Parties entering into agreements with Panoptics
• Requests for information about products and services offered by Panoptics, and/or quotes
• Employment enquiries

Why Personal Data is collected

Personal data is collected to provide legitimate business services which include:

• For Marketing purposes
• For us to review and reply to your enquiry
• To provide an opinion for a service you have requested
• To meet our statutory monitoring and reporting responsibilities
• To handle and communicate orders, billings and payment, delivery of products and services
• To improve Panoptics’ services and product offering

However, where indicated, some of the information is optional and you can choose not to complete.

How Personal Data is used

Personal data may be used to:

• process orders, process a request for further information, to maintain records and to provide pre and after-sales service.
• pass to another organisation to supply/deliver products or services you have purchased and/or to provide pre or after- sales service;
• carry out our obligations arising from any contracts entered into by you or your employer and us;
• carry out security checks (this may involve passing your details to our Identity Verification partners, who will check details we give them against public and private databases – this helps to protect us from credit risk and both you and us from fraudulent transactions);
• comply with legal requirements;
• assist third parties to carry out certain activities, such as processing and sorting data, monitoring how customers use our site and issuing our emails for us;
• receive services from you or your employer;
• seek your views or comments on the services we provide;
• notify you of changes to our services;
• send you communications which may be of interest to you. These may include information about product updates, newsletters, events, webinars;
• inform you of various promotions, goods and services that may be of interest to you. You may be contacted by post, email, telephone, SMS or such other means with carefully selected marketing communications we deem relevant to send to you in the legitimate interests of Panoptics as an IT service provider. Each marketing communication sent to you by us will provide you with the option to unsubscribe and manage your data profile and communication preferences from Panoptics at any time;
• process a job application;
• create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively.

Where Personal Data is Stored

If a web form is completed on any of the above websites, information is stored on the Company’s CRM system. Previous browsing history on the Panoptics websites is available to our employees only to determine your interests in order that Panoptics can engage with you more effectively and improve our site. If Cookies are switched-off then your previous browsing history is no longer available to Panoptics (See “Cookies” below). If you do not wish for us to have your personal information, please do not fill out any of the web forms on these sites.

As part of any services offered via the Panoptics websites, the information you provide may be transferred to countries outside the UK or the European Economic Area (‘EEA’) i.e. our servers, or third party servers that are used to provide Panoptics services, that are located in a country outside the UK or EEA. By submitting your personal data, you consent to the transfer, storage and/or processing of your data wherever it be stored. However, if your data is transferred outside the UK or EEA, steps will be taken to ensure appropriate security measures are in place to ensure your privacy rights continue to be protected as outlined in this Policy.

How long Personal Data is stored

We review our retention periods for personal data on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold personal data on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Please review our data retention policy for full details. Email data.protection@panoptics.com to request a copy.

Who has access to Personal Data

Only Panoptics employees are granted access to customer data. This is ensured by the use of strict operational processes and procedures.

Staff are trained on security systems and relevant processes and procedures which are reviewed regularly for ongoing effectiveness and suitability for purpose. All employees are kept up-to-date on the Panoptics security and privacy practices. Employees are notified and/or reminded about the importance we place on privacy, and what they can do to ensure that customer information is protected.

All IT systems are kept in a secure environment with appropriate access control.

Non-sensitive details (your email address and other requested information) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

We will not sell or rent your information to third parties.

We may disclose information to third parties in the following circumstances:

• We may work with other professionals and providers in providing and delivering our services to you including service technology providers.
• If you are an employee of our client or customer, from time to time we may share certain data with our client or customer (i.e. the organisation for whom you work).
• If you are an employee of our supplier, from time to time we may share certain data with our client or customer (i.e. the organisation for whom you work).
• In order to enforce any terms and conditions or agreements for our services that may apply.
• If we are sub-contracting services to a third party we may provide information to that third party in order to provide the relevant services.
• We may disclose information to our group companies (as the case may be).
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation (for example, if required to do so by a court order or for the purposes of prevention of fraud or other crime).
• As part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, but we will take steps with the aim of ensuring that your privacy rights continue to be protected.
• To protect our rights, property and safety, or the rights, property and safety of our users or other third parties. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

If we do supply your personal data to a third party we will take steps to ensure that your privacy rights are protected and that such third party complies with the terms of this notice.

Third Party Product Providers we work in association with:

We work closely with various third party product providers to bring you a range of quality and reliable products and services designed to meet your needs. When you enquire about or purchase one or more of these products, the relevant third party product provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered into with them. In some cases, they will be acting as a data controller of your information and therefore we advise you to read their Privacy Policy. These third party product providers will share your information with us which we will use in accordance with this Privacy Policy.

Individuals’ Rights

Your rights relating to GDPR are enforced and include the below:

• Right to be informed: we clearly inform our customers about the data we collect and how we will use that data
• Right of access: you can contact us to obtain access to your personal data that we store
• Right of rectification: simply contact us and we’ll update our records
• Right of erasure: you can also contact us at any time and we’ll handle your erasure queries
• Right to restrict processing: we don’t process the data of our customers (or our customers end-users)
• Right to data portability: our users may contact us anytime if they would like an export of their data
• Right to object: we handle all requests on this matter from our customers
• Right not to be subject to automated decision-making including profiling: we don’t do that (and never will)

The accuracy of personal data is imperative. We aim to keep it updated at all times. The personal data we hold on you is available upon request by contacting data.protection@panoptics.com. You can request that your data is updated and/or deleted at any time, unless Panoptics can justify that it is retained for legitimate business or legal purpose. When updating your personal data, you may be asked to verify your identity before your request can be actioned.

You can change your marketing preferences at any time by emailing data.protection@panoptics.com, or by clicking on the “Unsubscribe” link at the bottom of any of Panoptics e-shots.

Links to other websites / from other websites

Panoptics websites may contain links to other websites run by other organisations. Panoptics Privacy Policy only applies to Panoptics’ websites and you are encouraged to read the Privacy Statements on the third party websites that you visit such as Google. Panoptics is not responsible for the Privacy Policies and practices of other websites even if they were accessed via a Panoptics website. Equally, if you link to a Panoptics website from a third party site, Panoptics is not responsible for the Privacy Policies and practices of that third party site.

Children – 16 or Under

We do not offer services to children under the age of 16.

If you are aged 16 or under‚ please get your parent/guardian’s permission before making contact and/or providing us with personal information.

Cookies

What are cookies?

A cookie is a text file containing small amounts of information which a server downloads to your personal computer (PC) or mobile device when you visit a website. The server then sends a cookie back to the originating website each time you subsequently visit it, or if you visit another website which recognises that cookie.

Why do websites use cookies?

Web pages have no memory. If you are clicking from page to page within a website, you will not be recognised as the same user across pages. Cookies enable your browser to be recognised by the website. So cookies are mainly used to remember the choices you have made – choices such as the language you prefer and the currency you use. They will also make sure you are recognised when you return to a website.

Do all cookies do the same thing?

No, there are different types of cookies and different ways of using them. Cookies can be categorised according to their function, their lifespan and according to who places them on a website.

How does Panoptics use cookies?

Our website uses the following types of cookie:

• Technical cookies: We try to give our visitors an advanced and user-friendly website that adapts automatically to their needs and wishes. To achieve this, we use technical cookies to show you our website, to make it function correctly. These technical cookies are absolutely necessary for our website to function properly.
• Functional cookies: We also use functional cookies to remember your preferences and to help you to use our website efficiently and effectively, for example by remembering your preferred currency and language that you viewed earlier. These functional cookies are not strictly necessary for the functioning of our website, but they add functionality for you and enhance your experience.
• Analytics cookies: We use these cookies to gain insight into how our visitors use the website, to find out what works and what doesn’t, to optimise and improve our website and to ensure we continue to be interesting and relevant. The data we gather includes which web pages you have viewed, which referring/exit pages you have entered and left from, which platform type you have used, date and time stamp information and details such as the number of clicks you make on a given page, your mouse movements and scrolling activity, the search words you use and the text you type while using our website. We also make use of analytics cookies as part of our online advertising campaigns to learn how users interact with our website after they have been shown an online advertisement, which may include advertisements on third-party websites. We will not know who you are, and only obtain anonymous data.
• Commercial cookies: We use these to show you Panoptics advertisements on other websites. This is called “retargeting” and it aims to be based on your browsing activities on our website, such as the products you have viewed.

How long do Panoptics cookies stay active?

The cookies we use have varying lifespans. The maximum lifespan is five years from your last visit to our website. You can erase all cookies from your browser any time you want to.

How can you recognise Panoptics cookies?

You can find our cookies in your browser settings.

Does Panoptics use third-party cookies?

Yes, Panoptics uses the services of trusted and recognised online advertising and marketing companies. Panoptics may also use third-party providers for analytical purposes. To enable their services, these companies need to place cookies.

The providers we use are committed to building consumer awareness and establishing responsible business and data management practices and standards.

In order to control the collection of data for analytical purposes by Google Analytics, you may want to visit the following link: https://tools.google.com/dlpage/gaoptout

Who has access to Panoptics cookie data?

Only Panoptics employees have access to Panoptics cookies. Cookies placed by third parties can be accessed by these third parties.

How can you manage your cookie preferences?

Using your browser settings in, for example, Internet Explorer, Safari, Firefox or Chrome, you can set which cookies to accept and which to reject. Where you find these settings depends on which browser you use. Use the “Help” function in your browser to locate the settings you need.

If you choose not to accept certain cookies, you may not be able to use some functions on our website. And opting out of an online advertising network does not mean that you will no longer receive or be subject to online advertising or marketing analysis. It means that the network from which you opted out will no longer deliver ads tailored to your web preferences and browsing patterns.

Does Panoptics use web beacons / pixels?

As well as using cookies, Panoptics sometimes uses web beacons. A web beacon is a tiny graphic image of just one pixel that’s delivered to your computer either as part of a web page request or in an HTML email message. Either directly or through service providers, we use these pixels as part of our online marketing activities either on our website or on third-party websites to learn what future activity a user, who is being communication with, takes – such as making contact with us, or viewing one of our service/product pages.

Further Information

Questions, Complaints and Subject Access Requests (SARs)

Any questions or Subject Access Requests (SARs) should be sent to: data.protection@panoptics.com.

Panoptics will reply to all access requests within one month, there is no charge for this service.

You have a right to lodge a complaint in the event that you believe that Panoptics has not upheld the rights, obligations and responsibilities set out in this Privacy Policy. Please send any complaints to: data.protection@panoptics.com.

Data Protection by Design and Data Protection Impact Assessments

Whenever Panoptics develops a new system, security and the protection of your data comes first when designing the architecture of our systems.

International

Panoptics Global Ltd, a company registered in England & Wales, is located in the UK and, thus, our supervisory authority is based in the UK.

Review of this Policy

This Policy is regularly reviewed.

Notification of changes

We reserve the right to make changes to our privacy policy at any time, however if we do so any changes will be posted on this page immediately so that you are always aware of what information we collect, how we collect it, and where it is kept.