Office visitor privacy policy
Introduction
Infinity Works is committed to protecting the privacy of third parties (including its clients and all visitors to any of its offices ("Visitors")). The following policy explains how we use and protect your information and forms part of our ISO-9001 policies.
We endeavour to ensure that all information from which you can be identified ("Personal Information") provided to, or otherwise obtained by, us is handled in accordance with the EU General Data Protection Regulation and all other data protection legislation applicable in the UK (the "Data Protection Legislation"). You can be assured that your Personal Information will only be used by Infinity Works in accordance with this Policy.
By visiting our offices and signing in on arrival, you acknowledge that we may collect, use and transfer your Personal Information as set out in this Policy. Infinity Works reserves the right to change this Policy from time to time and you should therefore read this page each time you visit an Infinity Works office to ensure that you are happy with any changes.
In this Policy, "Infinity Works", "we", "us" and "our", refer to Infinity Works Consulting Limited, registered in England & Wales with registered office Apsley House, 78 Wellington Street, Leeds, West Yorkshire. LS1 2EQ. Our company registration number is 08189469.
For the purposes of the Data Protection Legislation, we are deemed to be the "data controller" in respect of any Personal Information that you provide to us or we otherwise obtain about you.
This Privacy Policy covers:
- Personal Information that we collect from you
- What we do with your Personal Information
- Our Service Providers
- How we share your Personal Information
- Our security and data retention measures, and any transfers we make outside of the EEA
- Accessing and updating your Personal Information
- Complaints
- Changes to this Policy
- Our Contact Information
Personal Information that we collect from you
When you visit an Infinity Works office, you may provide information about yourself including your name and contact details (e.g. your address, employment details, email address and telephone number).
Some of this information is collected and processed so we can perform our duty of care to you whilst you are on Infinity Works premises, some for the purpose of legal compliance and some for the purposes of our legitimate business interests, namely to carry out and improve our business, and support our clients.
In order to ensure your safety and also the safety of Infinity Works staff and other Visitors we require a database of Visitor's personal data containing your name, employment details, email address and telephone number and date and time of entry and to and exit from Infinity Works' office.
To support our clients we need to record the personal data of client contacts and we may use the information obtained from you in order to support our services to the client you were representing during your visit to our offices.
To maintain, expand and develop our business we may use your information to contact you, through various routes such as email, phone, and other relevant notifications.
What we do with your Personal Information
Save for the use of your Personal Information in accordance with section 3 below, we will only use your Personal Information in order to (a) locate you and ensure your safety in the event of an emergency occurring in the Infinity Works office you are visiting including but not limited to providing the Personal Information to relevant third parties such as the emergency services; and (b) contacting you directly as part of our business processes.
Where you have explicitly consented at the time we collected your Personal Information or where we otherwise have a right to do so, we may also use your Personal Information to let you know about our services that may be of interest to you and/or inform you about important changes or developments to our services, by telephone and e-mail.
If you change your mind about us using your Personal Information in the ways described in this Policy, please let us know by contacting us at dataprotection@infinityworks.com. You may also opt out of receiving marketing emails from us by following the instructions outlined in the email.
Our Service Providers
In some offices, we use third-party analytics services to help understand your usage of our services. In particular, we provide a limited amount of your information (such as sign-in date and some personal information like your email address) to Teamgo Pty Ltd. ("Teamgo") and utilise Teamgo to collect data for analytics purposes when you visit our organisation or use our products.
As a data processor acting on our behalf, Teamgo analyzes your use of our services and/or product and tracks our relationships by way of cookies and similar technologies so that we can improve our service to you. For more information on Teamgo's use of cookies, please visit https://teamgo.co/terms.
We may also use Teamgo as a method for communications, either through email, SMS, or through messages within our product(s). As part of our service agreements, Teamgo collects publicly available contact and social information related to you, such as your email address, gender, company, job title, photos, website URLs, social network handles and physical addresses, to enhance your experience interacting with us.
For more information on the privacy practices of Teamgo, please visit https://teamgo.co/privacy. Teamgo's services are governed by Teamgo's terms of use which can be found at https://teamgo.co/terms. If you would like to opt out of having this information collected by or submitted to Teamgo, please contact us.
How we share your Personal Information
In addition to the use by our Service Providers as described in section 3 above, where it is necessary for the performance of our duty of care that we owe to you whilst you are on our premises, we may need to share your Personal Information with relevant third parties such as the emergency services or the Landlord of the relevant office.
If our business enters into a joint venture with, purchases or is sold to or merges with another business entity, your Personal Information may be disclosed or transferred to the purchaser, our new business partners or owners or their advisors. In addition, it may be necessary to disclose your Personal Information if we are under a duty to disclose your Personal Information in order to comply with any legal obligation, enforce an agreement, or protect the rights, property, or safety of Infinity Works and our contractors, directors, employees or other personnel. This includes exchanging information with other companies and organisations for the purposes of fraud protection and prevention.
We require all third parties to respect the security of your Personal Information and to treat it in accordance with the law. We do not allow our third-party service providers to use your Personal Information for their own purposes and only permit them to process your Personal Information for specified purposes and in accordance with our instructions.
We will obtain your express consent, or procure that our Service Providers seek your consent, before we share your Personal Information with third parties for marketing purposes.
Our security and data retention measures, and any transfers we make outside of the EEA
We take steps to protect your Personal Information from unauthorised access and against unlawful processing, accidental loss, destruction and damage. We will only keep your Personal Information for as long as we reasonably require and, in any event, only for as long as the Data Protection Legislation allows. Unfortunately, the transmission of information via the internet is not completely secure and, although we will take steps to protect your information, we cannot guarantee the security of your Personal Information transmitted via the Website; any transmission is therefore at your own risk.
We have put in place procedures to deal with any suspected Personal Information breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
In processing your Personal Information, it may be necessary for us to transfer your Personal Information outside the European Economic Area ("EEA"). It may also be accessed by staff operating outside the EEA who work for us or for one of our suppliers. This includes staff engaged in, among other things, the provision of support services. We will take all steps reasonably necessary to ensure that your Personal Information is treated securely and in accordance with this Policy and the Data Protection Legislation when it is processed in, or other accessed from, a location outside the EEA. This means that we will only transfer your Personal Information to third parties outside the EEA if that third party (a) is situated in a country that has been confirmed by the European Commission to provide adequate protection to Personal Information, or (b) has agreed (by way of written contract) to provide all protections to your Personal Information as required by the Data Protection Legislation.
Accessing and updating your Personal Information
You have the right to ask us not to process your Personal Information for marketing or research purposes. We will usually inform you (before collecting your Personal Information) if we intend to use your Personal Information for such purposes or if we intend to disclose your Personal Information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at the details set out at section 9 below, or our Service Providers at the details set out at section 3 above.
You have the right to see the Personal Information we hold about you and to ask us to: (a) make any changes to ensure that any Personal Information we hold about you is accurate and up to date; (b) erase or stop processing any Personal Information we hold about you where there is no longer a legal ground for us to hold it; or (c) transfer any information we hold about you to a specified third party. If you wish to do this, please contact us on SAR@infinityworks.com or for any other information or support please contact us via the contact details in section 9 below.
You will not have to pay a fee to access your Personal Information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Information (or exercise any of your other rights). This is a security measure to ensure that Personal Information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Complaints
Should you have any queries or complaints in relation to how we use your Personal Information, please contact us using the details set out at section 9 below. Should you wish to take any complaints or queries further, you have the right to contact the Information Commissioner's Office regarding such issues.
Changes to this policy
Infinity Works may amend this Policy at any time without notice. Any changes to this Policy will be reflected in the copy of the policy which visitors will be asked to read and accept when signing in to any of Infinity Works offices. By continuing to visit Infinity Works offices you agree to the Policy. If you do not agree to any changes that we make, you should not visit (or continue to visit) Infinity Works offices.
Contact information
If you have any questions, please feel free to contact us by email at: dataprotection@infinityworks.com. Alternatively, you may call our team on 0113 320 5010, Monday to Friday: 9am to 5:30pm.