2. Who We Are
Meet and Engage Ltd
Charnwood Edge Business Park Syston Road
Cossington Leicestershire LE7 4UZ United Kingdom
info@meetandengage. com +44 (0)20 3384 5058
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
3. Third Party Links
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Youhavethepossibilitytoacceptordeclinecookiesbysimplymodifyingthesettingsinyourbrowser. Pleasebeawarethatwithout cookies, our platform may have limited functionality or may not work at all.
Examples of the types of cookies we use are set out below:
- Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website.
- Analytical or performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, 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 website. 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 website, the pages you have visited and the links you have followed. We will use this information to make our website more relevant to you.
5. Tracking Code
Our Business User may insert a tracking code into our platform which will enable them to track you across their websites; for example, their corporate and careers websites and online application process. This enables the Business User to measure the effectiveness of their attraction and recruitment activities.
6. Net Promoter Score (NPS) Survey
When an engagement event has ended, we may send you a one-time and one question NPS survey to obtain your feedback on the event and/or the Business User.
7. The Data We Collect About You
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:
- Identity Data including first and last name, username or similar identifiers.
- Contact Data including email address, address, telephone number, social media profile information (if provided).
- Employment data such as role, division, line-manager.
- Technical Data, including but not limited to, the URL from which you came to our website, internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
- Profile Data includes your username and password, feedback and survey responses and any other items of information that you contribute while participating in an engagement event.
- Usage Data includes information about how you use our website products and services including any content you submit while you participate in an engagement event.
- Marketing and Communications Data may include your preferences in receiving marketing from us and our third parties and your communication preferences. We may also 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. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.
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8. How We Use Your Personal Data
We use the information listed above to enable us to provide our service to you and the Business User hosting the engagement service, as well as to measure the number of visitors to our platform and to improve our services. 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:
• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do
not override those interests.
• Where we need to comply with a legal or regulatory obligation.
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.
To register you as a new customer/client/user. (a) Identity Performance of a contract with you (b) Contact
|Purpose/Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To enable you to engage with prospective third party employers or your employer’s onboarding process.||(a) Identity|
(e) Marketing and Communications (f) Technical
|(a) Performance of a contract with you (b) Necessary for our legitimate interests (to study how customers/clients use our products/services, to develop and grow our business)|
(d) Marketing and Communications
|(a) Performance of a contract with you|
(b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers/clients use our products/services)
|To administer and protect our business and our website (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 use data analytics to improve our website, products/services, marketing, customer/client relationships and experiences||(a) Technical (b) Usage||Necessary for our legitimate interests (to define types of customers/clients for our products/services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)|
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 foranotherreasonandthatreasoniscompatiblewiththeoriginalpurpose. Ifyouwishtogetanexplanationastohowtheprocessing for the new purpose is compatible with the original purpose, please contact us.
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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.
9. Disclosures of Your Personal Data
We may share your personal data with the parties set out below for the purposes set out in the table in paragraph 8 above:
Internal Third Parties as set out in the Glossary below.
10. International Transfer of Your Personal Data
We do not transfer your personal data outside the UK and European Economic Area (EEA). However, when participating in a group engagement event, you may be interacting with other users who are outside the UK and EEA and any information which you provide during the engagement event could therefore be made available outside the UK and EEA. In accordance with our Terms of Service, users should not submit private or confidential information when participating in a group engagement event. For the avoidance of doubt, the personal data which we hold about you through your use of the Services is not available to other users and is not transferred outside the UK and EEA. However, by agreeing to participate in a group engagement event, you acknowledge and agree that your chat data could potentially be viewed outside the UK and EEA.
11. Data Security
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.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
12. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including 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.
In some circumstances you can ask us to anonymise your data and in some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
We will usually agree a retention period with the Business User (which is typically 18 months following the end of an engagement event). After this period, all personal data is deleted at the request of the Business User.
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13. Other Data Matters
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.
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 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.
Internal Third Parties are other companies in our corporate group who may act as joint controllers or processors and who may be based inside or outside the UK and EEA.
External Third Parties which will include service providers who may act as processors based inside or outside the UK and EEA and who provide IT, system admin and other services and the Business User who is the customer of the Company and is using our platform to communicate with you.
15. Your Legal Rights
Under certain circumstance, you have rights under data protection laws in relation to your personal data shown below.
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.
Requesterasureofyourpersonaldata. Thisenablesyoutoaskustodeleteorremovepersonaldatawherethereisnogoodreason for us continuing to process it. You also have the right to ask us to anonymise 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.
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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.
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 the Data Protection Manager at the email address shown above in the ‘Who We Are’ section.
End of document.
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