Get our FREE Guide to Sustainability
Download the guideThis Policy will inform you as to how we look after your personal data when you use our Filter website, interact with us on our social media accounts or use any of our other services including online and mobile application services (all collectively Sites).
PURPOSE OF THIS POLICY
This Policy aims to give you information on how we collect and process your personal data, through your use of our Sites, including any data you may provide when you contact us, use a product or service, register interest in or attend or participate in any events we organise or manage, or when you sign up to our newsletter or contact us in any other way.
Our Sites are not intended for children and we do not knowingly collect data relating to children.
It is important that you read this Policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Policy supplements the other notices and is not intended to override them.
Filter Limited is the controller and responsible for our Sites and for your personal data (collectively referred to as “Filter”, “we”, “us” or “our” in this Policy).
We have appointed a Data Privacy Manager who is responsible for overseeing questions in relation to this Policy. If you have any questions about this Policy, including any requests to exercise your legal rights, please contact the Data Privacy Manager using the details set out below.
We have our registered office at Argent House, 5, Goldington Road, Bedford, United Kingdom, MK40 3JY (company number 10238317).
To contact our Data Privacy Manager please email: privacy@filteragency.com
This version was last updated in July 2020 and may be subject to further revisions.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Our Sites may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
We do not otherwise knowingly collect any Special Categories of Personal Data via our Sites (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data).
We may however collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity.
IF YOU FAIL TO PROVIDE PERSONAL DATA
Where we need to collect personal data by law, or under the terms of a contract we have with you, or we have legitimate interest in collecting because of a service offered, and you fail to provide that data when requested, we may not be able to perform the contract or service we have or are trying to enter into with you. In this case, we may have to cancel a registration or service you have with us but we will endeavour to notify you if this is the case at the time.
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your Identity, Profile, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email, social media or otherwise. This includes personal data you provide when you:
Automated technologies or interactions. As you interact with our Sites, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our Cookie Policy for further details.
Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
Technical or Contact Data from the following parties:
(a) analytics providers, such as Google Analytics, Firebase, customer support services such as Tawk, or online or social media providers based in the UK, EU/ EEA or US.
(b) advertising networks, and
(c) search information providers
Identity and Contact Data from clients of ours, to which you are associated, or publicly available sources such as Companies House and the Electoral Register based inside the UK or EU
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Click here to find out more about the types of lawful basis that we will rely on to process your personal data.
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We have set out below, in a table format, a description of the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please Contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below:
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
| To register you as a new customer or user of our Sites. | (a) Identity (b) Contact (c) Profile (d) Marketing and Communications (e) Special Category |
(a) Performance of a contract with you or with a customer (for example to assist them to Comply with a legal or regulatory obligation) or a provider (b) Consent where you agree to marketing |
| To process and deliver a service or order, including: (a) Pass your details to a relevant customer where permitted (b) To inform you of developments or updates in relation to the services we provide to you (including our Sites). (c) Connect you to a third party administrative or technology provider in order to perform our services (d) Manage payments, fees and charges (e) Collect and recover money owed to us |
(a) Identity (b) Contact (c) Profile (d) Financial (e) Transaction (f) Marketing and Communications (g) Special Category |
(a) Performance of a contract with you or with a customer (for example to assist them to Comply with a legal or regulatory obligation) or a provider (b) Necessary for our legitimate interests (i.e. to keep our records updated, to study how customers use our services and Sites and to comply with our legal and tax obligations) (c) Consent where you agree to marketing |
| To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) If you have some other form of contractual relationship with us |
(a) Identity (b) Contact (c) Profile (d) Marketing and Communications (e) Special Category |
(a) Performance of a contract with you or with a customer (for example to assist them to Comply with a legal or regulatory obligation) or provider (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (i.e. to keep our records updated, to study how customers use our services and Sites and to comply with our legal and tax obligations) (d) Consent where you agree to marketing |
| To engage with you via our Sites or at an event managed or organised by us or to enable you to partake in or complete a survey | (a) Identity (b) Contact (c) Profile (d) Marketing and Communications |
(a) Performance of a contract with you or with a customer (for example to assist them to Comply with a legal or regulatory obligation) or provider (b) Necessary for our legitimate interests (i.e. to keep our records updated, to study how customers use our services and Sites and to comply with our legal and tax obligations) (c) Consent where you agree to marketing |
| To administer and protect our business and Sites (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | (a) Identity (b) Contact (c) Technical |
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation |
| To deliver relevant content to you and measure or understand the effectiveness of the content we serve to you | (a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical |
(a) Consent where you agree to marketing (b) Necessary for our legitimate interests (i.e. to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy) |
| To use our database and data analytics to improve our Sites, services, marketing, customer relationships and experiences | (a) Technical (b) Usage (c) Contact (d) Identity (e) Marketing and Communications (f) Profile |
(a) Consent where you agree to marketing (b) Necessary for our legitimate interests (i.e. to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy) |
| To make suggestions and recommendations to you about services that are similar to those already provided or which you have previously taken and which may be of interest (including our email newsletter and social media marketing) | (a) Identity (b) Contact (c) Technical (d) Usage (e) Profile (f) Marketing and Communications |
(a) Consent where you agree to marketing (b) Necessary for our legitimate interests (i.e. to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy) |
Marketing
We strive to provide you with choices regarding certain personal data uses, particularly around marketing. We have also established the following personal data control mechanisms:
Promotions from us
We may use your Identity, Contact, Technical, Usage, Profile, Marketing and Communication Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us where you have opted to do so or where you have requested information from us or purchased services from us or if you provided us with your details when you entered a competition and, in each case, you have not opted out of receiving that marketing.
Third-party marketing
We will obtain your express opt-in consent before we share your personal data with any other organisation for marketing purposes.
Opting out
You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out or unsubscribe links on any marketing message sent to you or by contacting us at any time.
We will need to maintain a restricted record of Contact and Identity Data where you have opted out of receiving marketing and this is to prevent any future marketing being carried out and, unless otherwise informed, no other processing shall be carried out in relation to this information.
Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookies policy at the end of this privacy notice.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please Contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent in compliance with the above rules, where this is required or permitted by law.
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
In order to perform our services and deliver our Sites we may be required to transfer your personal data outside the UK, to the EU or European Economic Area (EEA) or US, for example.
Whenever we transfer your personal data out of the UK or EU/EEA, we seek to ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
Please Contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK or EU/EEA.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
HOW LONG WILL YOU USE MY PERSONAL DATA FOR?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers and employees (including Contact, Identity and any financial data) for six years after they cease being customers or employees for tax and legal liability purpose, but we also keep this information to make it easier for users to process new, follow-on or repeat service requests. Where we rely on consent (i.e. for marketing) we will seek to renew this more frequently.
In some circumstances you can ask us to delete your data: see Request erasure below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for data analytical purposes in which case we may use this information indefinitely and share it with third parties without further notice to you.
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:
If you wish to exercise any of the rights set out above, please Contact us.
You will not have to pay a fee to access your personal data (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 data (or to exercise any of your other rights). This is a security measure to ensure that personal data 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.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated
LAWFUL BASIS
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party, or which involves you (i.e. with your employer) or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
Consent means where you give your informed active consent to us to process your personal data, including in relation to marketing or the collection and processing of Special Category data.
INTERNAL THIRD PARTIES
Other companies from time to time in the Filter group acting as joint controllers or processors and which provide IT and system administration services and undertake leadership reporting.
EXTERNAL THIRD PARTIES
YOUR LEGAL RIGHTS
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Where you object to direct marketing we shall maintain a restricted record of Contact and Identity Data recording that you have opted out of receiving marketing and we can ensure that no future marketing is carried out. Unless otherwise informed no other processing shall be carried out in relation to this restricted record. We will need to maintain where you have opted out of receiving marketing and this is to prevent any future marketing being carried out and, unless otherwise informed, no other processing shall be carried out in relation to this information.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us
Our Sites use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you use our Sites and also allows us to improve our Sites. By continuing to use the Site, and accepting our cookie notifications, you are agreeing to our use of cookies.
A cookie is a small file of letters and numbers that we store on your browser or the memory of your computer or device if you agree. Cookies contain information that is transferred to your computer’s memory.
We use the following cookies:
Strictly necessary cookies. These are cookies that are required for the operation of our Sites. They include, for example, cookies that enable you to log into secure areas of our Sites.
Analytical/performance cookies. They allow us to recognise and count the number of users and visitors and to see how they move around our Sites when using them. This helps us to improve the way our Sites work, for example, by ensuring that users are finding what they are looking for easily.
Functionality cookies. These are used to recognise you when you return to our Sites. This enables us to personalise our content for you, greet you by name and remember your preferences.
Targeting cookies. These cookies record your visit to our Sites, the pages you have visited and the links you have followed. We will use this information to make our Sites and the content displayed more relevant to your interests. We may also share this information with third parties for this purpose.
Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.
You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.