Privacy Notice - Scope
We take your privacy seriously and are committed to maintaining the trust and confidence of our clients, visitors to our website and subscribers to our newsletter. Maintaining the security of your data is critical and we have implemented measures to ensure your privacy rights are respected and applied. We commit to process your data fairly, legally and to be transparent about how we do so.z
This notice, which applies whether you use our services or use our website, explains our approach to data integrity and your individual rights.
Specific Privacy Notices relating to the services provided by each of Transmit’s brands can be found at:
This Privacy Notice does not apply to pages hosted by our delivery partners, independent consultants and associates.
- Put simply, we set out what we are going to do with your data in this Privacy Notice.
- We ask you to read this Privacy Notice to ensure you are happy with the way that Transmit will process your data.
- We ask you to confirm that you agree with our Privacy Notice when you decide to engage with us.
- We provide the option to opt in to the different marketing options that you prefer.
The processing of personal data is governed by the General Data Protection Regulation 2016/679 (GDPR).
The notice may change from time to time so please check for updates.
If you need further details or are unsure in any way, please contact us at firstname.lastname@example.org.
Who are we?
Team Transmit is a trading name of Transmit Start-Ups Ltd (Company number 08702257.)
Our office is at Northern Design Centre, Baltic Business Quarter, Abbott's Hill, Gateshead, NE8 3DF.
What personal information do we collect and process?
We receive and process personal information (such as your name and contact details) as provided by you when you complete an enquiry form on our website, when you contact us by email or phone, or when you meet with one of our staff.
Why do we collect and process your personal information?
We only collect and process the information needed to effectively provide our services to you, for contact and communication purposes.
We will use your personal information as part of the reporting process we have agreed with our partner organisations.
We provide reports on our activity as per agreements with organisations for whom we deliver programmes.
How is your personal information used?
We use your information to effectively manage our business and our relationships with you, referral partners, funders and consultants.
The lawful basis for processing your personal information
We collect, hold, and process your personal data on the basis that you give us consent when you submit your enquiry form and accept this Privacy Notice. We will also seek your consent to hold and process your data when you sign up to our mailing list. If you choose not to sign up to our mailing list, we will still communicate with you in order to deliver our services, if this is what you wish.
We may collect, hold, and process your personal data on the basis of legitimate interest where it is necessary in order for us to fulfil our needs as a business and to be able to provide you with our services, including, but not limited to:
- to communicate with you about your enquiry;
- handling customer queries, complaints and disputes;
- providing access to the range of services offered through Transmit;
- protecting clients, employees and other individuals and maintaining their safety, health and welfare;
- improving our existing products and services and developing new products and services;
- complying with our legal and regulatory obligations;
- preventing, investigating and detecting crime, including working with law enforcement agencies;
- protecting Transmit Consulting, its employees and clients, by taking appropriate legal action against third parties who have committed criminal acts or are in breach of legal obligations to us.
We may use your personal information to contact you or take other action if we reasonably believe that the processing of your personal data will prevent or reduce any potential harm to you or other third parties. This type of action is in your vital interest.
We may use and process your personal data to comply with our legal obligations, if it is genuinely needed for law enforcement.
Who we share your personal information with
The personal information you provide will not be sold, rented or in any way shared with third parties unless we have your permission or if we are required to disclose the information by law.
If we engage an associate consultant to work with you, we will need to share your contact information as part of that process.
Where your personal information is stored
We use a cloud-based Customer Relationship Management (CRM) system, Hubspot, that allows us to manage and record our work with clients and partners in an efficient manner.
How we keep your personal information secure
We are committed to keeping your personal data safe and secure.
Our security measures include:
- Encryption of data
- Back up of data
- Password management
- Implementing risk management and data impact assessment analysis
- Regular cyber security assessments of all service providers who may handle your personal data
- Security controls which protect our IT infrastructure from external attack and unauthorised access
- Internal policies setting out our data security approach and training for staff.
Only authorised and trained personnel can access your personal information if required to do so as part of their legitimate job role.
How long we keep your personal information
We will not retain your data for longer than necessary for the purposes set out in this notice.
We are required by law to keep some information for a minimum period of time e.g. financial information for tax purposes.
When delivering contracts on behalf of partner organisations we will keep personal information for the period required in the contract.
Different retention periods apply for different types of data, however the longest we will normally hold any personal data is 7 (seven) years. Where there is no legal requirement we will retain personal information for only as long as necessary to deliver our services and respond to any subsequent communications. Our standard policy is to delete personal information two years after ceasing to supply our service.
You are able to update, amend or request deletion of your personal information at any time (see below).
Automated decision making, including profiling
We may retain some data for reporting and statistical purposes however this will only occur after removing all personal information that would allow an individual to be identified. This is called anonymisation.
We do not engage in any profiling activity.
When do we collect your information?
Our website has forms built using Gravity Forms. When you use our contact form the information submitted is sent to email@example.com so that we can correspond with you. Your personal data will be stored in the website’s database and will be automatically deleted from here after five years. Your data is encrypted with the Gravity Forms Encrypted Fields plugin before it is saved to the database.
When you subscribe to our newsletter we collect your email address and name so that we can correspond with you. Your personal data will be stored in MailChimp, the application we use to send our newsletters. You can request to be removed anytime by clicking 'unsubscribe' in any newsletter/mailout or by contacting us.
Online data management (analytics and security)
When someone visits our website, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.
We collect information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type, referral source, length of visit, entry and exit points and the number of page views).
We do this to find out things such as the number of visitors to the various parts of the site.
This information is only processed in a way which does not identify anyone.
We do not make and do not permit Google to make, any attempt to find out the identities of those visiting our website.
If we do ever want to collect personally identifiable information through our website, we will be upfront about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Website security and backups
Our website has HTTPS encryption via a Let's Encrypt SSL certificate to ensure any data passed between your browser and the web server (where this website is hosted) is encrypted. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.
This website and its database are automatically backed up every day using a third-party service ManageWP. Backups are stored for 90 days in the EU Region.
Links to other web sites
This Privacy Notice does not cover the links within our site linking to other websites. Those sites are not governed by this Privacy Notice, and if you have questions about how a site uses your information, you’ll need to check that site’s privacy information.
The cookies stored on your browser, computer or other device when you access our websites are designed by Transmit, or on behalf of us, and are necessary to improve your use of our site.
A cookie often includes a randomly generated number which is stored on your device. Many cookies are automatically deleted after you finish using the website.
This website does not store any information that would, on its own, allow us to identify individual users of this service without their permission. Any cookies that may be used on this website are used either solely on a per session basis or to maintain user preferences. Cookies are not shared with any third parties.
The main purposes for which cookies are used are:
- For technical purposes essential to effective operation of our websites, particularly in relation to site navigation.
- To enable us to collect information about your browsing patterns, including to monitor the success of conveying our information to you.
Types of cookies that may be used during your visit to the website are listed below:
|Cookie Name||Expiration||What It Does|
|_ga||2 years||Used to distinguish unique users by assigning a randomly generated number as a client identifier.|
|_gid||24 hours||Used to distinguish users.|
|_gat||1 Minute||Used to throttle request rate. More info.|
|privacy_embeds||30 Days||Used to manage third party content.|
How do I disable cookies?
Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third-party cookies. For example, in Chrome, you can block or allow all cookies by default. On your computer, open Chrome. At the top right, click ‘More Settings’, then under 'Privacy and security', click Cookies and other site data and select an option.
How you can do this will depend on the browser you use. Further details on how to disable cookies for the most popular browsers are set out below. Please be aware that blocking all cookies will, however, have a negative impact upon the usability of many websites, including ours.
Microsoft Internet Explorer
1. From the Tools menu, select Internet Options.
2. Click on the Privacy tab.
3. Select the appropriate settings.
1. Choose Settings> Advanced
2. Under "Privacy and security," click “Content settings”.
3. Click “Cookies”
1. Choose Preferences > Privacy
2. Click on “Remove all Website Data”
1. Choose the menu “tools” then “Options”
2. Click on the icon “privacy”
3. Find the menu “cookie” and select the relevant options
Opera 6.0 and further
1. Choose the menu Files”> “Preferences”
Third Party Embeds
The below section lets you control the privacy settings for third-party embeds on this site. We provide you with the choice to accept these third party embeds or not. The checkboxes below show you all the embeds you have consented to so far. You can opt-out any time by un-checking them and clicking the update button.
To deliver a full range of services to you, it may be necessary for us to share your data outside of the European Economic Area. This will typically occur when service providers are located outside the EEA or if you are based outside the EEA. These transfers are subject to special rules under GDPR.
If this happens, we will ensure that the transfer will be compliant with data protection law and all personal data will be secure. Our standard practice will be to use ‘standard data protection clauses’ which have been approved by the European Commission for such transfers. Those clauses can be accessed on the European Commission website.
How you can help protect your personal information
If you are using a computing device in a public location, we recommend that you always log out and close the website browser when you complete an online session.
In addition, we recommend that you take the following security measures to enhance your online safety:
- Keep your account passwords private. Remember, anybody who knows your password may be able to access your account.
- When creating a password, use at least 10 characters. A combination of letters, symbols and numbers is best. Try not to use easy to guess words, your name, email address, or other personal data that can be easily obtained. We also recommend that you frequently change your passwords.
- Avoid using the same password for multiple online accounts.
Your rights in respect of the personal information we hold
We fully support and facilitate the ability of people to exercise their rights in respect of the personal information supplied to others.
If you wish to correct, complain, object or otherwise control the data we hold please contact us and we will respond accordingly.
Please contact us if you have any questions about how your personal information is being used or if you are unhappy about our service or anything we do. We will do our best to resolve the issue.
An overview of your different rights
You have the right to request:
- Access to the personal information we hold about you, free of charge.
- The correction of your personal information when incorrect, out of date or incomplete.
- For example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the personal information has come to an end.
- That we stop using your personal information for direct marketing (either through specific channels, or all channels).
- That we stop any consent-based processing of your personal information after you withdraw that consent.
Your right to withdraw consent
Whenever you have given us your consent to use your personal information, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal information.
You have the right to stop the use of your personal information for direct marketing activity through all channels, or selected channels. We must always comply with your request.
How you can access the personal information we hold
You can access a copy of the personal information we hold by submitting a Subject Access Request to us using the contact details below.
We will respond to as soon as possible, and in any event, within one month of verifying the request.
To protect the confidentiality of your personal information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
Getting in touch with Transmit
We can be contacted at:
Transmit Start-Ups Ltd.
Northern Design Centre,
Baltic Business Quarter,
Phone: +44 (0) 333 355 4886
The Supervisory Authority in the UK
The Supervisory Authority in the UK is the Information Commissioners Office (ICO).
Transmit Start-Ups Ltd can be found on the Data Protection Register. The registration number is ZA047144.