About this policy
This policy describes how we use your personal data when you use our website (www.stratagemipm.co.uk) or when we provide services to you. We have provided this policy to ensure that you understand what personal data we may collect and hold about you, what we may use it for and how we keep it safe. You have legal rights to access the personal data that we hold about you and to control how we use it which are also explained.
You can read, print and save this whole policy. We use sub-headings to help you find specific information that you may be looking for more easily.
Who we are and how you can contact us
Stratagem is made up of Stratagem Intellectual Property Management Limited (company number 03845486) and Stratagem Corporate Finance & Strategy Limited (company number 04196865). Our head office address is at Meridian Court, Comberton Road, Toft, Cambridge, CB23 2RY. This privacy notice is issued on behalf of the Stratagem group so when we mention "we", "us" or "our" in this privacy notice, we are referring to the relevant company in the Stratagem group responsible for processing your data. Stratagem Intellectual Property Management Limited is the controller and responsible for this website.
You can contact us in writing at the above address or by emailing email@example.com. If you would like to speak to us please call us on 01223 550740.
What personal data we collect about you
- personal data that you provide to us. There are lots of ways in which you may share your personal data with us, for example, you may contact us to enquire about the services that we provide, to register as a client or in relation to ongoing services we provide to you. The personal data that you provide to us may include your name, address, e-mail address and phone number, financial and credit card information and information contained on identity documents.
- personal data that we receive from third parties. If we work with other businesses or use sub-contractors these parties may collect personal data about you which they will share with us. For example, we may have your name and contact details passed to us by an existing client that refers you to us so that we can provide your with our services, receive feedback from a sub-contractor we have instructed to help us provide you with services that you have requested such as a law firm or barrister chambers.
- personal data about your use of our website. This is technical information and includes details such as your IP address, as well as details of how you navigated to our website and what pages you viewed, page response times, download errors, length of visits to certain pages and page interaction information (such as scrolling, clicks, and mouse-overs).
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.
What we use your personal data for
We use your personal data in the following ways:
- personal data that you provide to us is used to:
- provide you with the information and services that you request from us
- provide you with marketing information in accordance with your marketing preferences (see How we use your personal data for marketing)
- manage and administer our business
- review and improve our service
- personal data that we receive from third parties is combined with the personal data that you provide to us and used for the purposes described above.
- personal data about your use of our website is used to:
- administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
- to improve our website to ensure that content is presented in the most effective manner for you and for your computer or mobile device
- as part of our efforts to keep our site safe and secure
The purposes for which we will use your personal data
Whilst we always want you to be aware of how we are using your personal data, this does not necessarily mean that we are required to ask for your consent before we can use it. In the day to day running of our business we may use your personal data without asking for your consent because:
- we are entering into and carrying out our obligations under a contract with you
- we need to use your personal data for our own legitimate purposes (such as the administration and management of our business and the improvement of our services) and our doing so will not interfere with your privacy rights
In exceptional circumstances we may wish to use your personal data for a different purpose which does require your consent. In these circumstances we will contact you to explain how we wish to use your data and to ask for your consent. You are not required to give consent just because we ask for it. If you do give consent you can change your mind and withdraw it at a later date.
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 and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.
Your rights to know what personal data we hold and to control how we use it
You have a legal right to know what personal data we hold about you - this is called the right of subject access. You can exercise this right by sending us a written request at any time. Please mark your letter “Subject Access Request” and send it to us by post or email using the details in the Who we are and how you can contact us section.
You also have rights to:
- have inaccurate personal data corrected, blocked or erased
- object to our using your personal data in ways that are likely to cause you damage or distress
- restrict our use of your personal data
- require that we delete your personal data
You can find full details of your personal data rights on the Information Commissioner’s Office website at ww.ico.org.uk.
Automated decision making and profiling
We do not make use of automated decision making or profiling.
When we will share your personal data with others
We share your data with the following people in the day to day running our business:
- other companies that are part of the Stratagem group
- any business partners, suppliers and sub-contractors we work with to provide you with services that you have requested from us
- our marketing partner to provide you with marketing communications (see How we use your personal data for marketing for more information)
- analytics and search engine providers that assist us in the improvement and optimisation of our site
We may also share your personal information with third parties on a one-off basis, for example, if:
- we sell or buy any business or assets (including our own), in which case we will disclose your personal data to the prospective seller or buyer of such business or assets
- 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 and conditions of service (should you require an up-to-date copy of our Terms and Conditions please contact firstname.lastname@example.org ) and other agreements; or to protect the rights, property, or safety of our customers, ourselves or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
How we keep your personal data safe
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.
How we use your personal data for marketing
We will add your details to our marketing database if:
- you make an enquiry about our services
- you buy our services
- you share your business card with us
- you have told a third party that you would like them to pass us your contact details so that we can send you updates about our services
We may send you marketing communications by email. You may ask us not to send you any marketing communications by choosing the ‘unsubscribe’ option included in each marketing email or by calling or emailing us using the details set out in the Who we are and how you can contact us section above.
When we will send your personal data to other countries
How long we keep your personal data
We only keep your personal data for as long as we actually need it or as required by law. 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. Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us using the details set out in the Who we are and how you can contact us section above.
Please note that we may anonymise your personal data or use it for statistical purposes. We keep anonymised and statistical data indefinitely but we take care to ensure that such data can no longer identify or be connected to any individual.
How you can make a complaint
If you are unhappy with the way we have used your personal data please contact us to discuss this using the contact details set out in the Who we are and how you can contact us section above.
You are also entitled to make a complaint to the Information Commissioner’s Office which you can do by visiting www.ico.org.uk. Whilst you are not required to do so, we encourage you to contact us directly to discuss any concerns that you may have and to allow us an opportunity to address these before you contact the Information Commissioner’s Office.
How we keep this policy up to date
We will review and update this policy from time to time. This may be to reflect a change in the services we offer or to our internal procedures or it may be to reflect a change in the law.
The easiest way to check for updates is by looking for the latest version of this policy on our website (www.stratagemipm.co.uk) or you can contact us (see Who we are and how to contact us) to ask us to send you the latest version of our policy.
Each time we update our policy we will update the policy version number shown at the end of the policy and the date on which that version of the policy came into force.
This is policy version 1 which came into effect on 25 May 2018.