Fifth Square Ltd believes your data is a precious commodity and it’s your right to have total transparency and control on how we use it. We have implemented strong data privacy and security safeguards to ensure that you’re protected to the best extent we can.

This policy outlines what we collect, how we use it and the safeguards we put in place to protect it.

Contact us at lonelyrobot@fifthsquare.co.uk if you have any concerns or wish to request access to the data we hold on you

This Privacy Policy is reviewed on a regular basis and was last reviewed in July 2017. We will post the most current version on our website. If a revision meaningfully reduces your rights, we will notify you.

Our Promises to you
Your Rights
How we collect data
Cookies
What do we collect?
Where is the data stored?
How do we use the Data?
How long do we store your data for?
How do I change my data permissions?
Third Parties
Other Websites
One Last Thing

Our Promises to you

We’re committed to your data privacy and security. As such we give you these promises:

  • We will only collect data about you that is relevant and necessary
  • Your data will only be held on systems that exceed compliance standards
  • Your data will only be accessed by those who need it and we will minimise the amount of your data that’s processed wherever possible
  • We won’t share or sell your data to any third party unless either you have agreed, where we are required to by law or where we need to fulfil our service commitments to you through a third party that meets our own privacy standards
  • We will always remember that it is your personal data, not ours. As such we will ensure complete transparency and openness with you
  • We respect your rights as outlined below and will respond to all requests promptly

 

Your Rights

You have the following rights over the data we hold about you:

  • Right to object to processing at any time
  • Right to opt out of marketing at any time
  • Right to have inaccurate data corrected
  • Right to erasure of personal data from our database
  • Right to export of personal data

 

How do we collect data?

We collect information about you in two key ways –

  • Passive – where you give us information on our website, email us, call us, meet one of us at events or meetings or approach us on social media
  • Proactive – this is data about you that we may hold from referrals, resellers or proactive marketing activity

We use automated analytics and tracking systems for email, document management and marketing activities so that we can protect and optimise our service and deliver relevant marketing.

Cookies

Cookies are little files placed on your computer. They help our website to identify your device when you visit. This enables us to store preferences so we can customise your experience.

It also helps us track usage information – for example seeing how many people find the easter egg pages we plan to create. It also allows us to see how long people spend on our website before getting bored.

These cookies don’t give us access to your computer or any information about you other than what you choose to share.

We use Jetpack and Google Analytics for this. Click for more information.

When you use our website for the first time, or 30 days after your last visit you will find a permissions bar appear. You can either accept using cookies or you can stop us using cookies. Either way you can browse our website.

You can set your browser not to accept cookies. Visit http://www.allaboutcookies.org/ to find out more

What do we collect?

We try and minimise the personal data held on you. Typically, this is restricted to:

Your personal contact details – email address, phone numbers, business related social media page such as LinkedIn, source of your data and legal reason for the holding of your information.

Your company details – as above but also address, website and other public held information including credit rating and invoicing details if relevant

Transmitted information – such as emails, texts, messaging, phone call information and recordings, voice mails, email, meeting notes and document tracking information.

We make it policy not to connect any social media feeds or store any social media you may post to our systems with the exception of private messages.
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Where is this data stored?

Data is stored on encrypted systems on-premise and on hosted cloud services such as Microsoft Office 365 and Google GSuite in transit and at rest. As such, some data will either be in UK and EU data centres or on US based servers that are covered by Privacy Shield Agreements.

We regularly review suppliers for data security compliance to ensure your data is safe and track where your data is held.

We have a policy not to print out or otherwise physically write any personal data because we hate paper.

How do we use the data?

We use your data to market to you, fulfil contractual arrangements or agreed purposes.

Calls may be recorded for information holding, quality and training purposes.

Our email, document management and website analytics are used for information purposes and to track breaches of copyright.

All our processes are mapped and are subject to various internal policies to ensure that your data privacy and security.

How long do we store data?

Our data retention policy is as follows:

  • 36 months for any prospect marketing data unless responded to by the data subject in which case 36 months from the last contact
  • 36 months following the end of any Service Agreement with a client
  • 36 months for all supplier, reseller or other contacts not covered above from point of the last contact

All the above are carried out during the nearest data review which is typically carried out annually in December.

How do I change my data permissions?

Every email sent from Fifth Square allows you to opt out of receiving emails from us except for the purposes of fulfilling any contractual arrangements.

You can also send us an email to lonelyrobot@fifthsquare.co.uk to request opt out, view, export or delete your data.

If you request for your data to be deleted your name and email address will be added to an exceptions list and all other data removed.

Third Parties

We will never share or sell your personal data for marketing purposes with third parties.

We will only share information where agents, resellers or suppliers are involved in the delivery of your service. In such cases we will firstly try and anonymise the data or minimise it to the fullest extent possible.

Other Websites

Our website and other materials sent to you may contain links to other websites. We’re not responsible for the content or your data privacy on these sites.

 

One last thing

This is a test that we use in training to demonstrate how important it is to read and understand privacy policies. This clause gives Fifth Square Ltd, its employees and agents the right to a free bag of jelly beans should you fail to read this privacy policy to the end. Refer to this in your training as the “Jelly Bean Clause”

End (Phew!)

© Fifth Square Ltd.