PRIVACY POLICY

Introduction

1.1 This Privacy Policy explains how Systematic Security Limited collects information from you when you:

1.1.1 use our products or services;
1.1.2 download documents from us or subscribe for alerts or newsletters;
1.1.3 attend one of our events, or an event hosted at our premises;
1.1.4 apply for or carry out a regulated role for us;
1.1.5 visit or register to use (the “Website”)

1.2 The Website uses cookies and other tracking technologies to improve and tailor your browsing experience. Please read our Cookie Policy for more information.

1.3 Please read this Privacy Policy carefully and re-visit this page from time to time to review any changes that may have been made.

1.4 Your data controller will be the Systematic Security entity which collected your personal data. In relation to the Website, that entity is Systematic Security. We will process any personal information we collect about you in accordance with applicable data protection laws, and where required, we will maintain appropriate registrations as data controllers with the local regulatory bodies.

1.5 In the event of any conflict between this Privacy Policy and the terms of a contract you have with us, the relevant provision of that contract shall prevail. Nothing in this Privacy Policy shall apply to the extent that it is incompatible with applicable data protection laws.

1.6 Your data may be held in our contact database but will not be shared outside of Systematic Security.

1.7 Effective Date : 1st February 2021

WHAT PERSONAL INFORMATION DO WE COLLECT

2.1 “Personal Information” refers to information which does or is capable of identifying you as an individual. The types of Personal Information that we process will depend largely on the service you receive from us (and may also vary by country, and according to applicable law). However, the following is an overview of the types of Personal Information which we process:

2.1.1 your name;
2.1.2 email address;
2.1.3 other personal contact details;
2.1.4 job title;
2.1.5 employer;
2.1.6 corporate contact details (including business “direct dial” or office address;
2.1.7 date of birth (for instance, where you hold a regulated position in respect of a listed company);
2.1.8 financial information (where necessary to conclude services contracts with you);
2.1.9 your photograph (for instance, where you attend a company event);
2.1.10 career history, professional background and other CV related information (for example, where you provide this to us in connection with an application to be an employee);
2.1.11 national insurance number (where required for regulatory purposes).

2.2 Your use of the Website and related online services involves the automated collection of certain types of information, some of which may be considered Personal Information under applicable laws or in specific circumstances. This information includes:

2.2.1 IP address;
2.2.2 browser type; and
2.2.3 operating system.

2.3 In addition, the Website uses a range of cookies to improve and personalise your experience. More information about these can be found in the Cookies Policy.

2.4 We may in limited circumstances collect certain types of sensitive Personal Information which are protected more strictly by law. These include:

2.4.1 disability information (where you choose to share this with us in relation to accessing our services or our physical premises); and

2.5 We will only collect information that is necessary for us to provide you with the product or service that you have requested. The type of information that we may collect will depend upon the nature of that service or product

HOW WILL WE USE ANY PERSONAL INFORMATION THAT WE COLLECT?

3.1 It will often be apparent from the context how we intend to use that Personal Information.

3.2 The following is an overview of our purposes for processing Personal Information. Please remember that additional information may be provided to you in a separate notice, or in our terms and conditions. In addition to 1.5, in the event of any conflict between any separate notice and our terms and conditions, our terms and conditions shall take precedence.

3.3 All processing of Personal Information which we undertake is justified by a “condition” for processing. In addition, processing of sensitive Personal Information is always justified by a secondary condition. In the majority of cases, processing will be justified on the basis that:

3.3.1 you have consented to the processing;
3.3.2 the processing is necessary to perform a contract or to take steps to enter into a contract;
3.3.3 the processing is necessary for us to comply with a relevant legal obligation; or
3.3.4 the processing is in our legitimate commercial interests, subject to your interests and fundamental rights.

3.4 The purposes for which we process your Personal Information are to:

3.4.1 provide you with specific services in accordance with a contract you are entering, or have entered into with us;
3.4.2 register you for client services, and to create user accounts;
3.4.3 onboard you as a client and to carry out background and screening checks;
3.4.4 compile and maintain files on prospective and current directors and qualified advisors, and to carry out background and screening checks on the same, in order to comply with regulatory requirements;
3.4.5 carry out regulatory reporting and record keeping; 3.4.6 manage the markets which we operate and to carry out our related regulatory requirements;
3.4.7 provide you with newsletters, alerts or marketing where you have signed-up for these;

3.5 We may send you direct marketing communications. Where these are electronic communications (email or telephone) we will have obtained your prior consent. You may opt out of certain kinds of marketing, or all forms of marketing, by emailing us at the following address: info@systematicsecurity.co.uk. Alternatively, you can click on the “opt-out” or “unsubscribe” link provided in all our marketing.

ANALYTICS

4.1 We use analytics tools on the Website to provide the service you request, identify service issues to us, improve our services, provide content tailored to your personal preferences, and to monitor the Website’s traffic and usage.

4.2 When we send you marketing emails, we may use email tracking technology, such as dynamic links and image files, to monitor engagement and to understand the relevance and effectiveness of our communications to you.

4.3 When you fill in forms or download files from the Website, we may use technologies to distinguish known from unknown Website visitors, and to monitor customer engagement with our services.

4.4 We may use IP lookup technology to determine your general location so that we can customise the Website for you. We may also use IP lookup to determine how our known clients engage with different parts of the Website.

4.5 All of these tools may be provided by third-party service providers and may include the collection and tracking of certain data and information regarding the characteristics and activities of visitors to the Website. We may disclose data, including Personal Information, to certain such third-party services providers in order to obtain such services.

DISCLOSURE OF YOUR PERSONAL INFORMATION

5.1 We may share your personal information within the company in order to provide you with our services. Access to your Personal Information is limited to those employees, agents and contractors who need access to it in order to provide you with our services; to communicate with you (including, with your consent, to send you marketing communications); and to carry out legal or regulatory obligations.

5.2 We may also employ the services of third party service providers to help us in certain areas, such as website hosting, physical security, marketing and market research. Where third party service providers receive your information we will remain responsible for the use of your Personal Information. We take appropriate steps to ensure that such third parties treat your Personal Information with the same consideration that we do.

5.3 We may from time to time be required to disclose your Personal Information to law enforcement bodies, regulators, agencies or third parties under a legal requirement or court order. We act responsibly and take account of your interests when responding to any such requests.

RETENTION OF YOUR PERSONAL INFORMATION

6.1 We apply a general rule of keeping your Personal Information for as long as required to fulfil the purposes for which it was collected. However, in some circumstances we may retain Personal Information for longer periods of time, for instance where we are required to do so in accordance with legal, tax or accounting obligations.

6.2 In specific circumstances we may also retain your Personal Information for longer periods of time so that we have an accurate record of your dealings with us in the event of any complaints or challenges.

6.3 We maintain a retention procedure which we apply to records in our care. In all cases, where your information is no longer required we will ensure it is disposed of in a secure manner and, where required by applicable law, we will notify you when such information has been disposed of.

PROTECTION OF YOUR PERSONAL INFORMATION

7.1 We will hold your Personal Information securely whilst it is under our control, including where it is processed by third party service providers on our behalf. We train our employees in respect of their obligations under data protection laws, and we ensure that only relevant employees, contractors and agents have access to your personal information.

7.2 We take the security of our physical premises, our servers and the Website seriously and we will take all appropriate technical measures using recognized security procedures and tools in accordance with good industry practice to protect your personal information across all of these platforms.

7.3 Whilst we use all reasonable endeavours to protect your security in the manner described above, we consider that it is only appropriate to advise you that data transmission over the Internet and the World Wide Web cannot always be guaranteed as 100% secure, and therefore that you use the Website at your own risk.

OUR USE OF COOKIES AND OTHER TRACKING TECHNOLOGIES

8.1 The Website uses cookies and other technologies to improve and tailor your browsing experience as set forth in this Policy.

8.2 Do-Not-Track. Currently, our systems do not recognize browser “do-not-track” requests. You may, however, disable certain tracking as discussed in our Cookie Policy.

YOUR RIGHTS

9.1 Subject to applicable law, you may have some or all of the following rights in respect of your personal information:

9.1.1 to obtain a copy of your personal information together with information about how and on what basis that Personal Information is processed;
9.1.2 to rectify inaccurate Personal Information (including the right to have incomplete Personal Information completed);
9.1.3 to erase your Personal Information (in limited circumstances, where it is no longer necessary in relation to the purposes for which it was collected or processed);
9.1.4 to restrict processing of your personal information where: .
9.1.4.1 the accuracy of the Personal Information is contested;
9.1.4.2 the processing is unlawful but you object to the erasure of the Personal Information;
9.1.4.3 we no longer require the Personal Information but it is still required for the establishment, exercise or defense of a legal claim
9.1.5 to challenge processing which we have justified on the basis of a legitimate interest (as opposed to your consent, or to perform a contract with you);
9.1.6 to prevent us from sending you direct marketing;
9.1.7 to withdraw your consent to our processing of your personal information (where that processing is based on your consent);
9.1.8 to object to decisions which are based solely on automated processing or profiling.
9.1.9 In addition to the above, you have the right to lodge a complaint with the supervisory authority. In the UK there is the Information Commissioner’s Office.
9.1.10 If you wish to investigate the exercising of any of these rights, please contact us using the details set out below.

CHANGES TO THIS PRIVACY POLICY

10.1 Any changes we make to this Privacy Policy will be detailed on this page in order to ensure that you are fully aware of what Personal Information is collected, how it is used and under what circumstances it will be disclosed.

LINKS

11.1 This Privacy Policy applies only to information collected by this Website. The Website may contain links to other websites. Please be aware that we are not responsible for the privacy policies of such other sites and we would advise you to read the privacy statements of those sites.

INFORMATION ABOUT THE DATA CONTROLLER AND CONTACT DETAILS

12.1 In relation to this Website, your data controller will be Systematic Security.

12.2 In all cases, if you have any complaints or queries relating to the processing of your Personal Information by any member of Systematic Security, or to exercise any rights in respect of your Personal Information, you should contact us in one of the following ways:

Email to enquiry@systematicsecurity.co.uk
Telephone: 02085782022
Write to: Premier House, 309 Ballards Lane, London N12 8LY.