CLIENT AREA Create Intelligence

Privacy Policy

How we use your information…

This privacy policy tells you what to expect when Chorus collects your personal information.  It applies to information we collect about:

  • Visitors to our website
  • Complaints and feedback received
  • Information required for commercial purposes for providing our services to our customers
  • Information for marketing of Chorus
  • Job applicants and our current and former employees

Visitors to our website

We may collect and process the following data about you:

Forms

  • Our website has a number of forms on which enable you to contact us and submit enquiries about our company, products and services. This data will include details that enable us to understand and respond to your enquiry in a suitable manner. The information you give us will include your name, email address, organisation, telephone number, and job title, as well as any other details you choose to disclose in the freeform text field.

Technical and visit information

With regard to each of your visits to our website we may automatically collect the following information:

  • Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform
  • Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our website (including date and time), parts you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as searching, scrolling, click-throughs, and mouse-overs), and methods used to browse away from the page.

Client area

  • We operate a password protected section of the website called our ‘client area’ that enables us to store certain content that is for the benefit of our customers and users. To ensure that this content remains for our users only, we ask those that wish to access it to register with us. For this, we ask you to provide us with your email address, name, organisation, IP address and the date you registered.

Website data sharing

We may share your information with selected third parties including:

  • Analytics and search engine providers that assist us in the improvement and optimisation of our website.
  • Our Customer Relationship Management (CRM) tool that allows us to categorise and respond to website form submissions.

We may disclose your personal information to third parties:

  • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
  • If substantially all of our assets are acquired by a third party, in which case personal data held by us about our customers and their staff will be one of the transferred assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and any other agreements between us, or to protect the rights or property, or our safety, our customers, or others.

Website data storage

Client area

  • All information you provide to us is stored on secured servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of this website, you are responsible for keeping this password confidential. Please do not share your password with anyone.

Forms

  • The forms that collect data about you regarding any enquiries you submit automatically generate a record in our (CRM) tool that alert us to the submission and allow us to action a response. The CRM system we use is GDPR compliant in the way that they store and encrypt personal data.

Transmission of information via the internet is not always secure, but we do have a Secure Socket Layer (SSL) certificate that validates our website’s identity and encrypts the information you send and receive from our site.

Your data is stored with us for the length of time that it is required to deal with your request. Such as client area log in details will remain with us until you no longer require access to our secure content to enable us to administer your account effectively.

Use of cookies by Chorus

You can read about how and why we use cookies on our Cookies Page.

Complaints and feedback

Should you wish to make a complaint our complaints process is available upon request.  All information received during the course of a complaint is handled with the same level of security protection on need for privacy as any other information we collect.

Information required for commercial purposes for providing our services to our customers

Chorus use information provided by yourself to provide our services and products to our customers.  This data is only used for its intended and stated purpose.  This includes financial information for the production of invoices and receiving of payments for services provided.

Protecting your information

In order to protect your information, we have in place the following methods of protection:

  • Monitored Firewall protection
  • Malware protection on all platforms
  • Encryption on data at rest and at point of use
  • Ongoing backups
  • Auditing for data integrity on an ongoing basis

Information backups

Chorus have a backup policy in place.  We retain backups for a maximum of six months.  Upon receiving a request to remove data of a personal nature, this will be completed by removing all reference and data from the production environment.  The full deletion of this data will be achieved after the retention period stated above has been reached.

Requests for your information

We will respond to requests for the information we hold on you within the required 30-day period.  Initial requests will not be charged.  However, should more than 2 requests be made within a 3-month period of time, subsequent requests will be charged at £10 per request.

All information will be provided in the format of a PDF document.

Marketing information

Chorus collect information from various sources for marketing purposes.  This information can be from social media forums, industry forums to name but a few.  We retain this information for a period of no more than 18 months, or the duration of the marketing campaign only.

Communications

Chorus execute communications to our customers on a number of topics ranging from data integrity issues to upgrade notices. These communications are managed and sent using the Mailchimp platform. Mailchimp servers reside in the USA and therefore Mailchimp participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework which is in line with GDPR. If you wish to read more about Mailchimp’s privacy policy then you can access it here >  https://mailchimp.com/legal/privacy/

Sharing information

Chorus share information with the following external organisations for commercial purposes: –

  • Accountant
  • Solicitor
  • Outsourced IT Provider
  • Pension Company

The exception to this criteria is the sharing of information with UK authorities for investigatory purposes as per current legislation on finance and personnel.

Supplier information

Chorus are aware that sometime information with regards to suppliers is personal in nature.  This information is protected to the full extent as any other information within our environment.  This information is not shared unless express permission is granted by the individual.

Job applicants and our current and former employees

Job applicants

When Chorus receive job applications we hold these in a secure manner.  The application forms are deleted or, in the instance of hard copies, shredded after the selection period is completed.  This information is not shared outside our organisation and is only shared internally with designated personnel.  Where information of an applicant is to be retained for future use, only the contact information will be retained.  Consent from the applicant will be sought prior to the retention of any personal contact information.

Current employees

All personal information held by Chorus on current employees is managed and maintained in a secure manner, the same as any other information we hold.  All employees have the right to view the data we hold on them at any time.  A formal request is required to be made for this information through their line manager.

Former employees

All personal information held by Chorus on former employees is managed and maintained in a secure manner, the same as any other information we hold.  Should a former employee wish to view the data that we hold on them the steps for requesting information (detailed above) is followed. Information held on personnel is retained for a period no longer than 3 years after the cessation of employment, in line with current UK legislation.  After this period of time all information on the former employee is deleted.  If requested, a confirmation of this will be communicated to the person.

Reporting of data breaches

Chorus report all major data breaches, of data we have control and are responsible for, to the Information Commissioners Office, our customers and/or suppliers.  All potential data breaches are fully investigated as per our Information Security Incident Policy.

When a data breach is detected, and the severity ascertained, this will be reported to the ICO within 72 hours.

Chorus take security of all information seriously, we hold certification to the following schemes: –

  • ISO27001:2013 Information Security Standard
  • Cyber Security Essentials Plus

As such, our management system is audited and verified on an annual basis

Data Protection Officer

Chorus have not designated a Data Protection Officer (DPO).  However, should you have any queries relating to data protection please contact: support@chorusintel.com

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