Privacy Policy

1. Privacy

1.1 Syndicate Research Limited (we) respects the privacy of every individual who visits any of our websites or online areas (you), and we are committed to compliance with data protection laws and protecting the privacy of everyone involved, especially our visitors and our customers. We have created this privacy policy (Privacy Policy) in order to make you aware of the type of information that we collect from you through your use of our website www.syndicateresearch.com (the Site) and how we use that information. This privacy policy also sets out your rights to and our responsibilities in safeguarding information we collect, responsibilities that we take very seriously.

1.2 If you are an existing customer of ours, further details about how we use your personal information is set out in your customer contract with us. Further notices highlighting certain uses we wish to make of your personal information together with the ability to opt in or out of selected uses may also be provided when we collect personal information from you.

1.3 Our websites may contain links to other third party websites. If you follow a link to any of those third party websites, please note that they have their own privacy policies and that we do not accept any responsibility or liability for their policies or processing of your personal information. Please check these policies before you submit any personal information to such third party websites.

1.4 This Privacy Policy is intended to explain our privacy practices and covers the following areas:

(a) Personal information about you we may hold or collect

(b) How we may use your personal information

(d) How we protect your personal information

(e) Contacting us & your rights to access and update your personal information

(f) Our Cookies Policy

(g) How changes to this Privacy Policy and the Cookies Policy will be made

2. Collection of Personal Information

2.1 We will collect and process some or all of the following personal information about you:

Information you provide to us ► personal information that you provide to us when filling in forms or when uploading forms on the Site. When you register on the Site, you must provide your first and last name, a valid email address, phone number, address.
Our correspondence ► if you contact us or if we contact you, we may keep a record of that correspondence or details of any conversation we may have with you. Calls may be recorded.
Website and communication usage ► details of your visits to the Site and information collected through cookies and other tracking technologies including, but not limited to, your IP address and domain name, your browser version and operating system, traffic data, location data, web logs and other communication data, and the resources that you access in accordance with our Cookies Policy. Although this information is generally non-identifying, where it can be used to identify you we treat it subject to the same safeguards that we apply to personal information.
Credit and Anti-Fraud information ► information relating to your financial situation, your creditworthiness or any criminal or fraudulent activities provided to us by you or third parties including information which establishes your identity, such as driving licences, passports and utility bills; information about transactions, credit ratings from credit reference agencies; fraud, offences, suspicious transactions, politically exposed person and sanctions lists where your details are included.
Survey information ► we may also ask you to complete surveys that we use for research purposes. In such circumstances we shall collect the information provided in the completed survey;
Your transactions ► details of transactions you carry out through the Site or through other channels and of the fulfilment of the services we provide.

2.2 You are free to browse any of our public-facing sites without submitting Personal Information.

3. Use of Personal Information

3.1 Personal information we collect from you will be used for our business purposes only. This Privacy Policy will continue to cover information we may collect about you during the course of our relationship as well as after our relationship has ended.

3.2 In this section, we set out the purposes for which we use personal information that we collect via the Site and, in compliance with our obligations under UK and European law, identify the “legal grounds” on which we rely to process the information.

3.3 These “legal grounds” are set out in UK and European Data Protection Law, which allows companies to process personal data only when the processing is permitted by the specific “legal grounds” set out in law (the full description of each of these grounds can be found in the Annex to this Privacy Policy.

3.4 Please note that in addition to the disclosures we have identified below, we may disclose personal information for the purposes we explain in this notice to third parties such as service providers, contractors, agents, advisers (e.g. legal, financial, business or other advisers) and affiliates of Syndicate Research Limited that perform activities on our behalf, as well as other members of our group. Such third parties will be subject to obligations to process such information in compliance with the same safeguards that we deploy.

3.5 We will not sell, trade, or rent your information to anyone.

3.6 We use your information:

To fulfil the orders you place with us ► to contact you about your orders, to process payments and complete your orders.

Legal bases: contract performance, legitimate interests (to allow us to perform our obligations and provide services to you)

To communicate effectively with you and conduct our business ► to conduct our business, including answering any customer service enquiries that you may have, to otherwise communicate with you, or to carry out our obligations arising from any agreements entered into between you and us.

Legal bases: contract performance, legitimate interests (to enable us to perform our obligations and provide our services to you)

To provide you with marketing materials ► to contact you about Syndicate Research news, changes to our products and new products and to provide you with updates and offers where you have chosen to receive these. We may also use your information for marketing our own products and services to you by post, email, SMS, phone and fax and, where required by law, we will ask for your consent at the time we collect your data to conduct any of these types of marketing. We will provide an option to unsubscribe or opt-out of further communication on any electronic marketing communication sent to you or you may opt out by contacting us, as set out below. We may also disclose your personal information to our web developers Rubious Limited for the purpose of marketing activities.

Legal bases: consent, legitimate interest (to keep you updated with news in relation to our products and services)

In relation to fraud prevention ► we and other organisations may also access and use certain information to prevent fraud as may be required by applicable law and regulation and best practice at any given time. If false or inaccurate information is provided and fraud is identified or suspected, details may be passed to fraud prevention agencies and may be recorded by us or by them.

Legal bases: legal obligations, legitimate interests (to ensure that you fall within our acceptable risk profile and to assist with the prevention of crime and fraud)

For research and development purposes ► to analyse your personal information in order to better understand your and our other clients’ services and marketing requirements, to better understand our business and develop our products and services.

Legal bases: legitimate interests (to allow us to improve our services)

To monitor certain activities ► to monitor queries and transactions to ensure service quality, compliance with procedures and to combat fraud.

Legal bases: legal obligations, legal claims, legitimate interests (to ensure that the quality and legality of our services)

To inform you of changes ► to notify you about changes to our services and products;

Legal bases: legitimate interests (to notify you about changes to our service)

To ensure website content is relevant ► to ensure that content from our Site is presented in the most effective manner for you and for your device, which may include passing your data to business partners, suppliers and/or our web developers Rubious Limited for the purpose of website maintenance.

Legal bases: legitimate interests (to allow us to provide you with the content and services on the websites)

To reorganise or make changes to our business ► in the event that we: (i) are subject to negotiations for the sale of our business or part thereof to a third party; (ii) are sold to a third party; or (iii) undergo a re-organisation, we may need to transfer some or all of your personal information to the relevant third party (or its advisors) as part of any due diligence process for the purpose of analysing any proposed sale or re-organisation. We may also need to transfer your personal information to that re-organised entity or third party after the sale or reorganisation for them to use for the same purposes as set out in this policy.

Legal bases: legitimate interests (in order to allow us to change our business)

In connection with legal or regulatory obligations ► We may process your personal information to comply with our regulatory requirements or dialogue with regulators as applicable which may include disclosing your personal information to third parties, the court service and/or regulators or law enforcement agencies in connection with enquiries, proceedings or investigations by such parties anywhere in the world or where compelled to do so. Where permitted, we will direct any such request to you or notify you before responding unless to do so would prejudice the prevention or detection of a crime.

Legal bases: legal obligations, legal claims, legitimate interests (to cooperate with law enforcement and regulatory authorities)

4.Transmission, storage and security of your Personal Information

Security over the internet

4.1 No data transmission over the Internet or website can be guaranteed to be secure from intrusion. However, we maintain commercially reasonable physical, electronic and procedural safeguards to protect your personal information in accordance with applicable data protection legislative requirements.

4.2 All information you provide to us is stored on our or our subcontractors’ secure servers and accessed and used subject to our security policies and standards. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential and for complying with any other security procedures that we notify you of. We ask you not to share a password with anyone.

Export outside the UK and the EEA

4.3 Your personal information may be accessed by staff in, transferred to, and/or stored at, a destination outside the country in which you are located, in which data protection laws may be of a lower standard than those in your country. We will, in all circumstances, safeguard personal information as set out in this Privacy Policy.

4.4 Where we transfer personal information from inside the UK to outside the UK, we may be required to take specific additional measures to safeguard the relevant personal information. Certain countries outside the UK have been approved by the United Kingdom as providing essentially equivalent protections to UK data protection laws and therefore no additional safeguards are required to export personal information to these jurisdictions. In countries which have not had these approvals (see the full list here https://www.gov.uk/government/publications/uk-approach-to-international-data-transfers), we will establish legal grounds justifying such transfer, such as UK-approved model contractual clauses, or other legal grounds permitted by applicable legal requirements.

Where we transfer personal information from inside the European Economic Area (the EEA) to outside the EEA, we may be required to take specific additional measures to safeguard the relevant personal information. Certain countries outside the EEA have been approved by the European Commission as providing essentially equivalent protections to EEA data protection laws and therefore no additional safeguards are required to export personal information to these jurisdictions. In countries which have not had these approvals (see the full list here http://ec.europa.eu/justice/data-protection/international-transfers/adequacy/index_en.htm ), we will establish legal grounds justifying such transfer, such as EU Commission-approved model contractual clauses, or other legal grounds permitted by applicable legal requirements.

4.5 Please contact us as set out in the “Contacting Us” section below if you would like to see a copy of the specific safeguards applied to the export of your personal information.

Storage limits

4.6 Our retention periods for personal data are based on business needs and legal requirements. We will retain your personal information for as long as is necessary for the processing purpose for which the information was collected, and any other permissible, related purpose. For example, we may retain certain transaction details and correspondence until the time limit for claims arising from the transaction has expired, or to comply with regulatory requirements regarding the retention of such data. When personal data is no longer needed, we either irreversibly anonymise the data (and we may further retain and use the anonymised information) or securely destroy the data.

5. Your Rights

Marketing

5.1 You have the right to ask us not to process your personal information for marketing purposes. We will inform you if we intend to use your information for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by not checking certain boxes on the forms we use to collect your personal information. You can also exercise the right at any time by contacting us as set out in the “Contacting Us” section below.

Updating information

5.2 We will use reasonable endeavours to ensure that your personal information is accurate. In order to assist us with this, you should notify us of any changes to the personal information that you have provided to us by updating your details by contacting us as set out below.

5.3 To have your personal information removed from our records, please provide the exact email address you used to register or to place an order with us to the contact details set out below and we will remove your personal information from our files.

Your rights

5.4 If you have any questions in relation to our use of your personal information, you should first contact us as per the “Contacting Us” section below. Under certain conditions, you may have the right to require us to:

provide you with further details on the use we make of your information;
provide you with a copy of information that you have provided to us;
update any inaccuracies in the personal information we hold (please see paragraph 5.2);
delete any personal information the we no longer have a lawful ground to use;
where processing is based on consent, to withdraw your consent so that we stop that particular processing (see paragraph 5.1 for marketing);
to ask us to transmit the personal data you have provided to us and we still hold about you to a third party electronically;
object to any processing based on the legitimate interests ground unless our reasons for undertaking that processing outweigh any prejudice to your data protection rights; and
restrict how we use your information whilst a complaint is being investigated.

5.5 Your exercise of these rights is subject to certain exemptions to safeguard the public interest (e.g. the prevention or detection of crime) and our interests (e.g. the maintenance of legal privilege). If you exercise any of these rights we will check your entitlement and respond in most cases within a month.

5.6 If you are not satisfied with our use of your personal information or our response to any exercise of these rights you have the right to complain to the Information Commissioner’s Office. Alternatively, you may contact your local data protection regulator – a list of European data protection regulators and their contact details can be found at http://ec.europa.eu/newsroom/article29/item-detail.cfm?item_id=612080.

6. Contacting us

6.1 We are the data controller in respect of your personal information processed by us under this Privacy Policy.

6.2 We can be contacted in relation to your rights or any questions you may have in respect of this Privacy Policy or our processing of your personal information at the following addresses:

Email: [email protected]

Post: Syndicate Research Limited, c/o Simpkins Edwards, Michael House, Castle Street, Exeter EX4 3LQ

7. Cookies Policy

7.1 We use cookies as set out in our Cookies Policy and any Personal Information obtained from such cookies in accordance with this Privacy Policy.

8. Changes

8.1 We may change the content of the Site or our services without notice, and consequently our Privacy Policy and/or Cookies Policy may change at any time in the future. We therefore encourage you to review it from time to time to stay informed of how we are using Personal Information.

This Privacy Policy was last updated on 20/10/2022.

Annex

Use of personal information under UK and EU data protection laws must be justified under one of a number of legal “grounds” and we are required to set out the grounds in respect of each use in this policy. We note the grounds we use to justify each use of your information next to the use in the “Uses of your personal information” section of this policy.

These are the principal legal grounds that justify our use of your personal data:

Consent: where you have consented to our use of your information (you will have been presented with a consent form in relation to any such use and may withdraw your consent by e-mailing us at [email protected]).

Contract performance: where your information is necessary to enter into or perform our contract with you.

Legal obligation: where we need to use your information to comply with our legal obligations.

Legitimate interests: where we use your information to achieve a legitimate interest and our reasons for using it outweigh any prejudice to your data protection rights.

Legal claims: where your information is necessary for us to defend, prosecute or make a claim against you, us or a third party.

These are the principal legal bases that justify our use of Special Categories of your Personal Data and Criminal Convictions Data:

Protection of vital interests of you or another person, where you are unable to consent: Processing is necessary to protect the vital interests of you or of another natural person where you are physically or legally incapable of giving consent.

Legal claims: where your information is necessary for us to establish, defend, prosecute or make a claim against you, us or a third party.

In the substantial public interest: Processing is necessary for reasons of substantial public interest, on the basis of EU or local law.

Explicit consent: You have given your explicit consent to the processing of those personal data for one or more specified purposes. You are free to withdraw your consent by contacting us in as per clause 6 of the above notice. If you do so, we may be unable to provide a service that requires the use of such data.

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