Privacy Policy
First, who are we?
We are Syrenis Limited, a company incorporated in England and Wales whose registered number is 3952704 and whose registered office is at Vanguard House, Sci Tech Daresbury, Warrington, WA4 4AB.
What information do you collect?
We collect your name, job title, organization name, email address and telephone number, but only if you provide them to us or have given permission for us to have your details. When requesting a demonstration for example or subscribing to one of our newsletters.
We also collect data from our own websites covering browsing activity, logins and cookie/script preferences.
Where do you store my data and how do you keep it safe?
As a SaaS service provider, we run and control our own systems (exceptions are our financial systems and our CRM, both of which host their data in their data centres). As such we make sure that your data stays safe and location specific. All personal details are encrypted at rest and access to them is strictly controlled to only those that need to use them, for billing as an example.
How do you use my data?
We use the details we store to contact you and provide further information about our products and services, along with fulfilling any contractual obligations. This can include targeted advertising if you have previously given us your consent to do so. You can unsubscribe at any time from marketing communications using the link at the base of these emails. If you would like any further information, or to request your details are removed from our systems, please contact us using [email protected]
The information collected from our website is used to improve visitors’ experiences and help us understand what information you are interested in about our products and services.
How long do you keep my data?
We like to think we build strong mutually beneficial relationships but if you have unsubscribed from our newsletters and we loose touch your data will be removed from our systems after 24 months.
What we don’t do
We will never rent or sell your personal data to anybody. We will share your details with our integration partners only if you give us permission to do so (e.g so we can help you build a link to a legacy system). We will not transfer your data anywhere that’s incompatible with data privacy legislation or where we know it would considered to be at risk.
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal information. It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event you have a complaint.
We collect, use and are responsible for certain personal information about you. When we do so we are subject to the General Data Protection Regulation, which applies across the European Union. (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
Key terms
| We, us, our | Syrenis Limited a company incorporated in England and Wales whose registered number is 3952704 and whose registered office is at Vanguard House, Sci Tech Daresbury, Warrington, WA4 4AB |
| Our data privacy manager | UK Freephone 0800 368 7842 or +44 20 4551 9501
USA/Canada (Toll-Free) +1 844 585 6264 Australia +61 2 5119 5048 Email [email protected] |
| Personal information | Any information relating to an identified or identifiable individual |
| Special category personal information |
|
Personal information we collect about you
We collect and use the following personal information about you:
- Your name and contact information, including email address and telephone number and company details
- Information regarding the consent you have provided
- Your responses to surveys, competitions and promotions
How your personal information is collected
We collect most of this personal information directly from you—in person, by telephone, text or email and/or via our website. However, we also collect information:
- From publicly accessible sources, eg Companies House;
- Directly from a third party, eg:
- Sanctions screening providers
- Credit reference agencies
- From a third party with your consent
- From cookies on our website—for more information on our use of cookies, please see our cookies policy
- Via our IT systems, eg: automated monitoring of our websites and other technical systems, such as our computer networks and connections, communications systems, email and instant messaging systems.
How and why we use your personal information
Under data protection law, we can only use your personal information if we have a proper reason for doing so, eg:
- To comply with our legal and regulatory obligations
- For the performance of our contract with you or to take steps at your request before entering into a contract
- For our legitimate interests or those of a third party; or
- Where you have given consent.
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
The table below explains what we use (process) your personal information for and our reasons for doing so:
Ensuring the confidentiality of commercially sensitive information
| WHAT WE USE YOUR PERSONAL INFORMATION FOR | OUR REASONS |
|---|---|
| To provide services to you | For the performance of our contract with you or to take steps at your request before entering into a contract |
| To prevent and detect fraud against you | For our legitimate interests or those of a third party, ie to minimise fraud that could be damaging for us and for you |
| Conducting checks to identify our customers and verify their identity | To comply with our legal and regulatory obligations |
| Screening for financial and other sanctions or embargoes | To comply with our legal and regulatory obligations |
| Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, eg under health and safety regulation or rules issued by our professional regulator | To comply with our legal and regulatory obligations |
| Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies |
To comply with our legal and regulatory obligations |
| Ensuring business policies are adhered to, eg policies covering security and internet use | For our legitimate interests or those of a third party, ie to make sure we are following our own internal procedures so we can deliver the best service to you |
| Operational reasons, such as improving efficiency, training and quality control | For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service for you at the best price |
| Ensuring the confidentiality of commercially sensitive information | For our legitimate interests or those of a third party, ie to protect trade secrets and other commercially valuable information To comply with our legal and regulatory obligations |
| Statistical analysis to help us manage our business, eg in relation to our financial performance, customer base, product range or other efficiency measures | For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service for you at the best price |
| Preventing unauthorised access and modifications to systems | For our legitimate interests or those of a third party, ie to prevent and detect criminal activity that could be damaging for us and for you To comply with our legal and regulatory obligations |
| Updating customer records | For the performance of our contract with you or to take steps at your request before entering into a contract To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, eg making sure that we can keep in touch with our customers about existing orders and new products |
| Statutory returns | To comply with our legal and regulatory obligations |
| Ensuring safe working practices, staff administration and assessments | To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, eg to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you |
Marketing our services:
|
For our legitimate interests or those of a third party, ie to promote our business to existing and former customers |
| Credit reference checks via external credit reference agencies | For our legitimate interests or those of a third party, ie to ensure our customers are likely to be able to pay for our products and services |
| External audits and quality checks, eg for ISO or Investors in People accreditation and the audit of our accounts | For our legitimate interests or a those of a third party, ie to maintain our accreditations so we can demonstrate we operate at the highest standards To comply with our legal and regulatory obligations |
Promotional communications
We use your personal information to send you updates (by email, telephone or post) about our services, including exclusive offers, promotions or new services. All of these marketing communications will include links to secure web pages enabling data subjects to manage their own preferences including being able to ‘opt-out’ of marketing communications.
We will always treat your personal information with the utmost respect and never sell it, or share it with other organizations for marketing purposes.
You have the right to opt out of receiving promotional communications at any time by:
- Contacting us at [email protected]
- Using the ‘unsubscribe’ link in emails
- Updating your marketing preferences in our preference centre
Occasionally we will ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
Who we share your personal information with
We routinely share personal information with:
- Third parties we use to help deliver our services to you, e.g. CRM provider;
We only allow our service providers to handle your personal information if we are satisfied, they take appropriate measures to protect your personal information. We also impose contractual obligations on service providers relating to ensure they can only use your personal information to provide services to us and to you.
We will disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations if requested where all legal requirements have been met.
We will not share your personal information with any other third party.
Where your personal information is held
Information is held at our offices and those of our third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal information with’).
How long your personal information will be kept
We will keep your personal information while you have an account with us or we are providing services to you. Thereafter, we will keep your personal information for as long as is necessary:
- To respond to any questions, complaints or claims made by you or on your behalf;
- To show that we treated you fairly;
- To keep records required by law.
We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal information.
Transferring your personal information out of the EEA
We will not transfer your personal data out of the EEA unless we have your prior written consent.
Your rights
You have the following rights, which you can exercise free of charge:
| Access | The right to be provided with a copy of your personal information (the right of access) |
| Rectification | The right to require us to correct any mistakes in your personal information |
| To be forgotten | The right to require us to delete your personal information—in certain situations |
| Restriction of processing | The right to require us to restrict processing of your personal information—in certain circumstances, eg if you contest the accuracy of the data |
| Data portability | The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations |
| To object | The right to object:
|
| Not to be subject to automated individual decision-making | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you |
For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
Email, call or write to our Data Privacy Manager—see below: ‘How to contact us’; and
Let us have enough information to identify you;
Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
Let us know what right you want to exercise and the information to which your request relates.
Keeping your personal information secure
We have appropriate security measures to prevent personal information from being accidentally lost, or used, or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We continually test our systems and are Cyber Essentials certified, which means we follow top industry standards for information security.
We also have procedures in place to deal with any suspected data security breach details of which are set in our IT Security. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that our Data Privacy Manager can resolve any query or concern you may raise about our use of your information.
The The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at concerns or telephone: 0303 123 1113.
Changes to this privacy policy
This privacy notice was published on 18th April 2018 and last updated on 8th October 2019
We change this privacy notice from time to time—when we do we will inform you via our website, reseller portal or other means of contact such as email.
How to contact us
Please contact us and/or our Data Privacy Manager by post, email or telephone if you have any questions about this privacy policy or the information we hold about you.
Our contact details are shown here:
| OUR CONTACT DETAILS | OUR DATA PRIVACY MANAGER’S CONTACT DETAILS |
|---|---|
| Syrenis Limited, Vanguard House, Sci Tech Daresbury, Warrington, WA4 4AB | Rebekah Glynn, Syrenis Limited, Vanguard House, Sci Tech Daresbury, Warrington, WA4 4AB |
| [email protected] | [email protected] |
| UK Freephone 0800 368 7842 or +44 20 4551 9501
USA/Canada (Toll-Free) +1 844 585 6264 Australia +61 2 5119 5048 |
UK Freephone 0800 368 7842 or +44 20 4551 9501
USA/Canada (Toll-Free) +1 844 585 6264 Australia +61 2 5119 5048 |
Last updated: 20th June 2023.