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Privacy Notice (September 19)

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First and foremost, The Conservatory (Central) Studios complies with all the regulations contained in the GDPR legislation, and the guidelines established by BHBIA, ESOMAR, EphMRA

 

Our ICO reference number is:                        Z9058780

Our contact address:                                      42 Calthorpe Road, Edgbaston, Birmingham, B15 1TS

Contact e-mail:                                                info@theconservatorystudios.com

Contact telephone number:                           +44 (0)121 456 1188

Main contact:                                                   Amanda Fairfax

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Our status:  

The Conservatory is a registered Data Controller with the Information Commissioners Office

We process personal information to enable us to provide market research services; promote our services; maintain our accounts and records and to support and manage our employees.

 However, as a viewing facility, we only act as a data processor, under the instructions of the data controller (our client)

 

What personal data do we process:

  • Names and screening data for research participants, taking part in market research interviews and discussions, and provided by our client agencies to facilitate the research session. These are deleted in all forms with 7 days of the research taking place.

  • Reimbursement records, as collected on behalf of client agencies. These are pass to our clients as per their request: either immediately and in person, or through the post within 48 hours, or uploaded on our FTP within 24 hours and automatically deleted upon download by the client or within 30 days after the upload.

  • Non-anonymised Audio and Video recordings. We collected these on behalf of our clients, and they are deleted from our deleted from our server after a period of 30 days.

  • Any consent forms and documentation we collect on behalf of our clients. These are immediately passed to our client or uploaded on our FTP within 48 hours of the research and either deleted once downloaded by the client or automatically deleted after a period of 30 days.

  • Client’s contact and booking information.

  • Employee records

 

Our obligation:

  • All personal data will be kept confidential.

  • To notify any data breach to the data controller.

  • To ensure the security of our processing.

  • To keep records of our processing activities, as instructed by the data controller (client agency).

  • To notify the client agency when we employ the services of a sub-processor.

 

How we collect information:

  • We collect information through e-mails and text messages you have sent us;

  • Through documents or forms you have completed (e.g. Studio Booking Form);

  • Via face to face or telephone conversations relating to booking activity;

  • Via entries to our booking diary;

  • Via cookies on our website www.theconservatorystudios.com

 

Cookie policy

The Conservatory Studios used cookies on its website. By using our website, you are agreeing to the use of cookies.

Cookies are small pieces of text sent by the web browser you use and the websites you visit and stored on your electronic device. Cookies are not harmful, and we solely use them to improve your browsing experience, store your preferences, authenticate users, prevent fraudulent use of users’ accounts and for analytics usage statistics.

Please note that you can keep control of the cookies stored on your device and either refuse or delete them following the instructions of your specific web browser; but this might impair your browsing experience on our website.

To find out more about cookies, please visit www.allaboutcookies.org

 

Staff Training

All staff are satisfactory trained about data protection and compliance.

 

Confidential Information

Confidential information is limited only to items necessary for the execution of the research assignment, including respondent updates for research studies, research materials for the completion of research assignments, audio and video recordings, and client information required for the completion of a contract e.g. provide a studio service.  Information, data and/or PII data is stored for no longer than necessary, or until redundant or until instruction for destruction has been received from our client. All hard copies are disposed of via a registered destruction company.

 

Physical and Digital Security

The main studio building has an alarm system installed; entrance to the office door has a keypad; all devices and computers within the office are password protected, filing cabinets are locked securely.

 

Transfer of Audio and Video files

Audio and Video files are distributed to clients via a secure FTP process and should be distributed only to a named individual stated in advance.

 

Research Participant Updates

These should be received in a pseudonymise format, and at the very least be encrypted with a password

 

Data Security

Access to computers and emails are strictly controlled requiring a username and password to access; only employees have access to data; virus protection is Windows Defender as well as Microsoft Windows Security which come as part of Office 365 and incorporate virus and malware protection as well as firewall. Internet access is controlled by a router which has its own firewall, as do each computer; Visitors are permitted passworded wireless access but have no access to company network.

 

Data Breach Policy

Data breaches will be reported to internally immediately, and to the data controller (client agency) within 24 hours after becoming aware of the breach, and must include the following information:

  • The number of data subjects affected, if known

  • The name and contact details of the DPO.

  • A description of the consequences of said breach.

  • A description of the measure taken to mitigate and reduce the adverse effects of the breach.

  • A record or documentation of the breech.

 

When Onsite

  • You will be able to access the wing you have been allocated, as well as common areas.

  • Please refrain from entering other areas of the building, without the explicit permission of the duty manager.

  • Please enter the main office by invitation only. The front desk will be able to assist you with your printing and materials needs.

  • Please ensure that any individual(s) brought into the Venue comply the above requirements.

 

Client Information

We use Legitimate Interests as a legal basis for sharing information about our services and products which we consider relevant to you. You will have an option to unsubscribe from correspondence.  Your information may be shared with third-party e-mail providers; professional advisors; government authorities. In certain circumstances your information may be shared with service providers outside of the EEA/Switzerland. You acknowledge and agree that your personal data may be stored, processed and transferred outside of the EEA.

If you have any questions here, please e-mail: amanda@theconservatorystudio.com

 

Your Rights as and EU resident

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  • Right to Access You have the right to obtain confirmation about whether Personal Data is included about you in our databases. Upon request, The Conservatory will provide an individual access to his or her Personal Data within a reasonable time frame. The Conservatory will permit an individual to know what Personal Data about them is included in our databases and to ensure that such Personal Data is accurate and relevant for the purposes for which The Conservatory collected the Personal Data. You may review your own Personal Data stored in the databases and correct, update, modify, or delete any data that is incorrect or incomplete. Your right to access your Personal Data may be restricted in exceptional circumstances, including, but not limited to, when the burden or expense of providing this access would be disproportionate to the risks to your privacy in the case in question, or where the rights of persons other than you would be violated by the provision of such access. If we determine that your access should be restricted in a instance, we will provide you with an explanation of our determination and respond to any inquiries you may have. You may access and modify your Personal Data by contacting The Conservatory by phone, post or email. In making modifications to your Personal Data, you must provide only truthful, complete, and accurate information.

 

  • Rectification and Erasure You may request that we rectify or delete any of your personal data that is incomplete, incorrect, unnecessary or outdated.

 

  •  You may object, at any time, to your personal data being processed for market research purposes.

 

  • Restriction of Processing You may restrict processing of your personal data for certain reasons, such as, for example if you consider your personal data collected by us to be inaccurate or you have objected to the processing and the existence of legitimate grounds for processing is still under consideration.

 

  • Data Portability You may request the data you provided to us in a commonly used and machine-readable form.

 

  • Right to Withdraw Consent You have the right to withdraw your consent at any time, without affecting the lawfulness of our processing based on such consent before it was withdrawn, including processing related to existing contracts for our products and services. To exercise any of the above-mentioned rights, please contact us as set forth below. We will process any requests in accordance with applicable law and within a reasonable period. We recommend that you include documents that prove your identity and a clear and precise description of your request. Please note that in some cases, especially if you wish us to delete or cease the processing of your personal data, we may no longer be able to provide our services to you. Via Email: privacy@medicysltd.co.uk Via Postal Mail: The Conservatory, 42 Calthorpe Road, Birmingham, B15 1TS, United Kingdom Via UK Phone: +44 (0) 0121 456 1188

 

Request for Personal Data

 

  • The Conservatory will track each of the following and will provide notice to the appropriate parties under law and contract when either of the following circumstances arise: legally binding request for disclosure of the Personal Data by a law enforcement authority unless prohibited by law or regulation; or (b) requests received from Research participants.

 

 

Changes to this Policy

 

  • This Policy may be amended from time to time, consistent with applicable data protection and privacy laws and principles. We will notify you if we make changes that materially affect the way we handle Personal Data previously collected via the project consent process we employ, and we will allow you to choose whether your Personal Data may be used in any materially different manner.

 

Questions or Complaints

 

  • If you have any questions or complaints about this Privacy Policy or our data collection practices, please contact us at the details listed below and specify your country of residence and the nature of your question or complaint.

 

  • Via Email: amanda@theconservatorystudio.com Via Postal Mail: The Conservatory, 42 Calthorpe Road, Birmingham, B15 1TS, United Kingdom Via UK Phone: +44 (0) 0121 456 1188

 

  • If you consider our processing activities of your personal data to be inconsistent with the applicable data protection laws, you may lodge a complaint with your local supervisory authority responsible for data protection matters.

 

  • The Conservatory Studios is a registered Data Controller with the Information Commissioners Office. If you have a concern about our information rights practices, you can contact the ICO using their helpline: 0303 123 1113 or visit their website: https://ico.org.uk/concerns/. Our registration number is Z9058780

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