This page explains the type of personal data we collect and store about you when you interact with this website.
How and why do we collect personal information?
We collect personal data from visitors to this website through the use of online forms, email hyperlinks and the contact us page. We collect your details when you email us with an enquiry.
When you submit your data to us, either through the website, by email or in person, this is collected by Hubspot (our CRM) and is used by us in a variety of ways, specifically:
● Providing information about products and services
● Providing and personalising our services
● Dealing with your enquiries and requests
● Administering membership of our newsletter distribution list
In all cases our aim is that it is clear what you are opting into and you will have given your consent for us to use your data.
More generally, we do not pass on our data to any third party. If you subscribe to our newsletter or enter your details on our ‘Contact Us’ page then we collect your name and email address and use this to send out news and information from Gordon Poole Agency Ltd. You can unsubscribe from the mailing list at any time, either by using the unsubscribe feature on the newsletter or by emailing firstname.lastname@example.org.
What data do we collect?
We collect personal data so that we can contact you if you give us consent to do so. Specifically we collect your name, business address, email and phone number.
Where your data is stored?
Hubspot is our client relationship management tool and collects and stores your data. In this instance, Hubspot is the data processor and Gordon Poole Agency Ltd is the data controller.
Hubspot is a cloud based provider with a significant European customer base and impressive commitment to GDPR. It is registered with the EU-US Privacy Shield Framework. More about the Hubspot commitment to data protection.
In addition, we collect and store names, email addresses, business names and address details that allow us to invoice your business. This is stored on Xero, a cloud based accounting provider, based in New Zealand. New Zealand is recognised by the EU as an ‘adequate’ country to store EU data (that’s good) and where data is stored in the US, it has appropriate safeguards in place.
More about Xero’s commitment to data protection is here: www.xero.com/uk/gdpr/
We will not share your data with third parties unless we are obliged to disclose personal data by law, or the disclosure is necessary for purposes of national security, taxation and criminal investigation, or we have your consent.
You have a number of rights in relation to the personal data processed by us about you:
Access: You have the right to request access to and be provided with a copy of the personal data processed about you together with certain information about the processing of such personal data to check that are processing it lawfully
Correction: You have the right to ask us to correct any inaccurate or incomplete personal data processed about you, including by means of a written statement
Deletion: You have the right to ask us to delete or remove any personal data processed about you where there is no good reason for us to continue processing it or where you have exercised your right to object (see below)
Restriction: You have the right to ask us to restrict how we process your personal data, for example, to confirm its accuracy or our reasons for processing it
Portability: You have the right to receive or request that we transfer a copy of the personal data we process about you in an electronic format where the basis of our processing such information is your consent or the performance of a contract and the information is processed by automated means
Objection: You have the right to object to our processing of any personal data about you which is based on our legitimate interests (or those of a third party) based on your particular circumstances. You also have the right to object to our processing your personal data for direct marketing purposes.
If you’d like to opt-out of receiving email or newsletter communications from us, or would like to change the media that we use to contact you (like changing from email to postal mail), please email email@example.com or call us on 01275 463222.
Our newsletter always includes an unsubscribe button.
Data retention and deletion
From May 2018, our policy is to retain personal information related to our marketing for four years, If we have not substantive contact with you over a four year period then we will delete your record from our database. We have chosen this amount of time as speaker bookings are a part of a long term relationship and often clients re-engage with us after a number of years..
If you become a client – whether or not we market to you – we will maintain your information and that of your employer so that we can do business together. When we no longer work together we will retain your personal information for no longer than is necessary. There is a legal requirement for us to keep accounting data that relates to your business for a minimum of 6 years.
If you would like to see or remove your personal data, again please get in contact with firstname.lastname@example.org.
If you have any concerns about our GDPR policy you can contact James Poole on 01275 463222
● Our registered address is The Limes, Brockley, Bristol, BS48 3BB, UK.
● Company Number: 778564 England
● VAT Number: 137 9140 62