Privacy policy
General including website
When massive processes your personal data we are required to comply with the Data Protection Act 2018 (DPA) and the UK General Data Protection Regulations (UK GDPR) and the Privacy and Electronic Communications Regulations 2003 (PECR) referred to here as the “Data Protection Legislation”.
Your personal data includes all the information we hold that identifies you
Everything we do with your personal data counts as processing it, including collecting, storing, amending, transferring and deleting it. We are therefore required to comply with the Data Protection Legislation to make sure that your information is properly protected and used appropriately.
This privacy notice provides information about the personal data we process, why we process it and how we process it.
Who we are
If you have any questions about this privacy notice or how we handle your personal information you should contact massive by one of the ways listed below.
North
28 – 38 St Pauls Street
Leeds
England
LS1 2JT
01904 425 690
South
WeWork
145 City Road
London
EC1V 1AZ
0203 5000 378
Our Data Protection Officer is BLS Stay Compliant
Blake House, 18 Blake Street, York, YO1 8QG
01904 217788
Registered Company: 9027319
massive is registered with the Information Commissioner’s Office (ICO). Our registration number: ZB518386
Purpose
This Privacy Notice tells you what to expect when we collect personal information about you. Information may be collected for the following business activities associated with massive:
To provide our services to you, we need to collect, process and store information about you, some of which may be personal or, very occasionally sensitive in nature.
We use your information to provide our services and to administer, support, improve and develop our business generally and to enforce our legal rights. If we intend to use your information for a different purpose, we’ll do so in ways consistent with Data Protection Legislation and, wherever possible, by notifying you in advance.
We only use your information for the specific purposes it has been provided to us or collected as detailed in this notice.
We review this notice regularly as part of our internal processes or as our services, activities, or regulatory requirements change.
It may change at any time, but the most up to date version is published on our website. If you have any questions or suggestions on how we can improve it please contact Charlie Dryden at crd@wearemassive.co.uk.
Information we collect from you and what we do with it
We collect and process a variety of information from you and about you. In most cases, the information we collect about you is provided by you directly. This is one of the ways we can ensure the information we collect is as accurate and up to date as possible. We’ll usually do this when you first contact us, and we may ask you to confirm your details on subsequent contacts from time to time.
The type of information collected from you and obtained about you will vary depending on your relationship with us, the services you are requesting and your chosen method of contacting us. In almost all cases we are likely to ask you to provide:
- Name, address and date of birth – to verify your identity and help us prevent fraud.
- Contact details (including phone number and e-mail address) – to update you about the services you’ve requested or received from us or to contact you with other information related to our business.
- Financial information (including method of payment and bank account details) – to bill you for the services you receive from us and manage your payment arrangements (we may ask you for documented evidence of the above and will keep digital copies for validation and audit purposes).
- If you contact us by telephone, we’ll keep a record of the contact.
- If you submit an online form to apply as a volunteer for any of the events massive is engaged with, we will collect other information which may include amongst other things, your telephone number and details of an emergency contact.
- If you use our website, we’ll keep a record of the contact and we may collect additional information about you to provide a better digital service and website functionality. This may include technical information, the Internet protocol (IP) address you have used to connect to the internet, your browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.
- Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our website, including date and time; services you viewed of searched for, page response times, download errors, length of visits to certain pages, page interaction information such as scrolling, clicks and mouse-overs, and methods used to browse away from the page.
We may store and use your personal information as is necessary for the performance of a contract between you and us or as is necessary for our legitimate interests for the purpose of:
- Administering any requests for our services and queries.
- Carrying out anti-fraud and anti-money laundering checks and verifying your identity.
- Where appropriate assessing financial and insurance risks, including by carrying out credit reference checks and credit scoring assessments and calculating your payments.
- Using your payment details to process payments relating to your orders.
- Handling any complaints.
- Communicating with you about the services you have requested.
- Processing your volunteer application form.
- Using your details for marketing purposes (see below).
- Undertaking market research and statistical analysis, including analysing your use of our website.
- Fulfilling our obligations owed to a relevant regulator, tax authority, or revenue service.
Who has access to your information?
Massive does not and will not sell your information to third parties, including for marketing purposes.
Employees of massive, who have received the appropriate data protection training, may process your contact details.
However, if you give us permission to do so, we will pass your information to Mailchimp, a third-party email marketing company that processes your personal information on our behalf for this purpose. Only the personal information you provided us will be shared with Mailchimp, and only when you have given us permission to contact you about Massive’s services and offerings.
Google manages the information (cookies) collected for site analytics purposes. You can find out more about these cookies below.
CCTV
CCTV: Our sites are monitored by CCTV cameras. These are regularly monitored to prevent and detect crime, to maintain the security of our premises, for the reassurance of our staff and visitors, to investigate incidents relating to the health, safety and welfare of those we provide care for, visitors, members of the public or our employees.
We routinely keep CCTV footage for 30 days, however on occasions it may be necessary to retain some footage for example when requested by the Police or to assist our legitimate interests as a service provider.
How we Store Your Personal Information
We store all personal data in secure locations including the use of firewall protected, dedicated servers
We take the protection of your personal data very seriously and respect your privacy on accordance with data protection legislation and best practice. You have rights relating to your personal information – you can find more information about your privacy rights on the Information Commissioner’s Office website: https://ico.org.uk/
This privacy notice is the main way we tell you how we collect data about you, what we use it for, why and how we hold it and how long we will hold it for.
The information in this privacy notice is not exhaustive and we are always happy to provide any additional information or explanations where needed.
If you can’t find what you are looking for here, please contact us directly by any of the methods above.
Access to your data
You have the right to ask that we confirm we are processing your personal data and to request access to or have copies of your personal data.
You can also ask us to provide a range of information, although most of that information corresponds to the information you can find set out in this privacy notice.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need.
In exceptional cases we may extend the period of compliance from one month by a further two months if the request is complex or numerous. If this is the case, we will inform you within one month of the receipt of the request and explain why the extension is necessary.
Rectification of your data
If you believe personal data we hold about you is inaccurate or incomplete, you can ask us to rectify that information.
Right to erasure
In some circumstances, you have the right to ask us to delete personal data we hold about you. This right is available toyou where we no longer need your personal data for the purpose for which we collected it or where we have collectedyour personal data on the grounds of consent and you withdraw that consent.
There may also be the need to erase personal data to comply with a legal obligation. There are also certain scenarios in which we are entitled to refuse to comply with a request. If any of those apply, we will let you know.
Right to restrict processing
You can request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of your personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
If you believe the personal data we hold isn’t accurate – we will cease processing it until we can verify its accuracy
Right to object
In order to object to processing, you must have grounds for doing so based on your particular situation.
We will stop processing your data unless we can demonstrate that there are compelling legitimate grounds which override your interests, rights and freedoms or the processing is for the establishment, exercise or defence of legalclaims.
You have the right to object to the processing of personal data if it is for direct marketing purposes.
Data portability
You have the right to ask us to provide your personal data in a structured, commonly used and machine-readable formatso that you are able to transmit the personal data to another data controller. If we process your personal information with your consent and our processing is automated, you have the right to move, transfer or copy that data to another system for your own purposes.
massive don’t currently have any services that processes information in this way. If we do in future, you can make a request and this data can be exported from our systems for you.
Automated decision making
You have the right to know if we are processing your data by automated means. Automated decision-making means making a decision solely by automated means without any human involvement. For example, this might include the useof an automated clocking-in system that automatically issues a warning if a person is late a certain number of times(without any input from HR, for example).
We don’t carry out any automated decision making using your personal data.
Data Protection Legislation states we must have a lawful basis for processing your information; the lawful basis will vary depending on the circumstances of how and why we have your information.
Lawful basis will be influenced by:
- Our business activities within our legitimate interests. Legitimate interests include our lawful business purposes and commercial interests in operating our business in the most client-focused, efficient and sustainable manner, in accordance with applicable regulatory requirements.
- You have given consent for massive to process the information.
- The processing is necessary for compliance with a legal obligation we must adhere to for example financial, credit or HMRC regulations.
- To fulfil contractual obligations to you; or because you have asked us to do something before entering into a contract.
We do not usually process any special category information which is. Information relating to your racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, processing of genetic or biometric data for the purpose of uniquely identifying individuals, health data, or data concerning your sex life or sexual orientation.
You can contact us by any of the methods mentioned at the beginning of this Privacy Notice.
- When you contact us by telephone, we may keep a record of your number so that we can update you with regards to any services that we provide to you.
- If you email us, we’ll respond to you using the email address you gave us. We may keep a record of your email address as it may be used for future communications.
- Any email sent to us, including any attachments, may be monitored, and used by us for reasons of security and for monitoring compliance. Emails are processed, retained, and deleted in line with our information security and data retention policies.
- If you contact us using social media, this is most securely done by private message to avoid public scrutiny of your contact details.
You have control over the personal information that you provide us.
Massive will not contact you for marketing purposes unless you have specifically given us your permission or consent to do so.
We will only hold this personal information for as long as we have a relationship with you.
We will record and document your giving of consent and you can withdraw this at any time by contacting us directly or by clicking on the unsubscribe button at the bottom of any email that you receive. Please note: in this case, we will keep a note of who you are to ensure you do not receive any contact from us again unless you wish to receive it.
Cookies
Cookies are small pieces of data which your browser stores on your machine as you use our website. Cookies are sometimes used to provide the user with a tailored experience when revisiting a site e.g., remembering preferences, soyou don’t have to submit the same information twice.
Our site uses cookies.
A cookie is a text-only string of data that is entered into the cookie file or ‘memory’ of the web browser on your device. It will typically contain the name of the domain from which the cookie has come, the lifetime of the cookie, and a value, usually a randomly generated unique number.
If you would like to know more about cookies please visit www.aboutcookies.org.
The only cookies we use on this site are for analytics purposes to enhance, modify or improve the site and as a mechanism to record and accept the fact that our site uses cookies.
The cookies we use on the site
Google Analytics (_ga, _gid)
_ga Used to distinguish users. This cookies expires within 2 years
_gid Used to distinguish users. This cookie expires within 24 hours
_gat Used to throttle request rate This cookie expires within 1 minute
You can find out more about these cookies at https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage?csw=1
COOKIE CONSENT (catAppCookies)
catAccCookies – cookie set by the UK cookie consent plugin to record that you accept the fact that the site uses cookies, expiration time 30 days
If you would prefer us not to use these cookies for this purpose, please visit Your Preferences and Choices to switch them off.
Links to other sites
This website may contain links to other sites run by other organisations (e.g., articles). This Privacy Notice applies only to our site so, when visiting other sites, we encourage you to be aware of their own Privacy Notice and practices. We cannot take responsibility for these external sites. The same applies to sites that you may have used to reach this one.
Third Party Requests
These cookies are used to collect information about how visitors use our site, which we use to help improve it. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have cometo the site from and the pages they visited.
Information we share with others
There are circumstances where we need to share some of your information to meet our legal obligations or where we are permitted to under Data Protection Legislation or other relevant law.
If we are contacted by HMRC, the police, fraud or similar agencies we are obliged to share this data with them without your consent and you will not be notified that this had been done. This is in the support of the prevention and detection of crime.
How long we’ll keep your information
We only keep your information for as long as we need it. We’ll retain certain information (e.g., contact information and bank details) for as long as you have a relationship with us. The length of time depends on the purpose of the processing. Generally, we keep:
Customer account details, billing, correspondence and details of services provided for up to six years after our last contact with you.
All HMRC business records must be retained for a period of (broadly) six years.
Enquiries about our services for up to one year.
Data subject requests and enquiries about your privacy rights (e.g., subject access requests and objections) for up to two years.
Information relating to a complaint will be retained for two years from closure.
After which time your personal information will be either deleted or anonymised.
These retention periods may be extended in certain limited cases if the law requires this. For example, in defence of any legal claims or other active legal proceedings.
Making a complaint
massive strives to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted in a way designed to ensure it is easy to read and not too long. It does not provide exhaustive details of all aspects of the collection and use of personal information. However, we are happy to provide any additional information or explanation needed.
If having contacted us to assist you with any concern or complaint, you still feel that massive has not complied with your data protection rights, you can complain to the Information Commissioner’s Office, their address is Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by calling 0303 123 1113.
If the complaint relates to a service provided by a third party, we’ll share information with them to try and resolve your complaint.
We’ll only use the personal information we collect to process the complaint and to check on the level of service we provide. We may compile and publish anonymous statistics internally.