Privacy Policy

At IMG Ltd, we are committed to respecting your privacy and protecting your personal information.

We promise to respect all personal information that you share with us, or we receive from other organisations, and keep it safe. We will be clear when we collect your personal information and we will not do anything you would not reasonably expect us to.

This privacy policy will explain how and why we use your personal information, to ensure you remain informed and in control of your information.

Further information on our privacy policy is provided below.

Who are we?

We are IMG Ltd (registered company in England and Wales no. 7814736). We are a provider of health, safety, environmental, quality and business improvement advice and support.

How the law protects you

We are only allowed to use your personal data if we have a one or more of the following reasons to do so:

  • To fulfil a contract we have with you, or

  • When it is our legal duty, or

  • When it is in our legitimate interest (which means we have a business or commercial reason to use your information. We still have to assess whether your rights when relying on this reason), or

  • When you give us consent to

What do we mean by personal information?

Personal information is any information that identifies the data subject i.e. you.

Some of the personal information that we may use is listed below:

  • Contact details e.g. address and telephone number

  • Financial details e.g. payments from your account

  • Contractual e.g. services that we provide to you

  • Communications e.g. emails, telephone calls and letters

  • Behavioural details e.g. how you use our services

  • Technical details e.g. IP address

  • Consents e.g. consent or preferences you give us such as how you want us to contact you

How we use your personal information

We may process your personal information for our legitimate business needs. Please be assured, our intentions are always good. We collect your personal information because we need it to help us fulfil your requests, keep in touch with you, and offer you communications that are relevant to you. This means we can improve the way we communicate, work with you and support you with services.

When you use our website or services, you are agreeing for us to store and process your personal data. The ways we do that are explained in this policy – it is a guide for us to follow too, and we take it very seriously.

Some of the ways we may use your personal information are detailed below:

  • To manage our relationship

  • To develop new ways of meeting your needs

  • To carry out marketing activities

  • To provide advice and guidance to you about the services we offer

  • To manage how we work with other companies to provide services to you

  • To maintain statutory records

You can find out more about what we mean by legitimate interests, and when we process your data for our legitimate interests in the What we mean by "legitimate interests" section below.

Whenever we process data for these purposes we will ensure that we always keep your personal information rights as our top priority. You have the right to object to this processing if you wish, and if you wish to do so please see the section(s) below on updating your preferences or unsubscribing.

Please bear in mind that if you object this may affect our ability to carry out the tasks above for your benefit.

Where we collect your personal information from

You have the right to be informed about the collection and use of your personal information.

When we collect personal information from you, we will provide you with privacy information at the time we obtain your information.

When we obtain your personal information from a source other than you, we will provide you with privacy information:

  • within a reasonable period of us obtaining the personal information and no later than one month

  • if the information is used to communicate with you, at the latest, when the first communication takes place; or

  • if disclosure to someone else is envisaged, at the latest, when the data is disclosed.

There are 3 main ways in which we collect personal information about you: directly or indirectly, including the use of third parties.

When you give your personal information to us directly:

You may give us your information in order to sign up for our services, request a service from us, or communicate with us.

When you give permission to other organisations to share or it is available publicly:

We may also collect data from third parties we work with. The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them.

Sensitive Personal Information

Sometimes, we may ask you for more sensitive information, such as information around health to ensure we are able to carry out for example risk assessments. We will only collect this information with your permission and we will always ensure it is used responsibly and stored securely.

What we mean by legitimate interests

Legitimate interests means the interest of IMG Ltd in the way we carry out our work to enable us to give you the best service. For example this means keeping our records up to date, identifying which of our services are suitable for your requirements or of interest to you and telling you about them.

When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you and your rights under data protection laws. Our promise to you is that we will always ensure that your personal data will not be used where our interests are overridden by the impact on you, unless we have your consent or are required by law.

How we keep your personal information secure and who can access it

We ensure that there are appropriate technical controls in place to keep your personal information safe and prevent unauthorised access to it. For example our network is protected and checked often, our data is securely stored and encrypted both in transit and at rest.

Electronic data and databases are stored on secure computer systems and we control who has access to them. Our staff receive data protection training and we have data protection policies and procedures in place which teams are required to adhere to.

We regularly review who has access to information that we hold to ensure it is only accessible by trained staff and contractors where appropriate.

Where we use external companies to collect or process personal data on our behalf, we undertake comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they have collected or have access to.

When do we share your personal information?

We will not share your personal information with third parties for the purposes of marketing, and we will not share your personal information for others to use in their marketing or fundraising activities.

We may share your personal information with other companies (such as subcontractors, suppliers) who provide services on our behalf such as environmental health bodies. For all companies that we work with we undertake comprehensive checks on these bodies before we work with them and then work closely with them for the duration of our working relationship.

We may at times need to disclose your personal information if required to the police, regulatory bodies such as the Health and Safety Executive or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent unless we are legally obliged to do so.

Sending data outside of the European Economic Area (EEA)

We will only send your data outside of the EEA to:

  • Follow your instructions

  • Comply with a legal duty

  • Work with contractors that we use to provide our services

If we do transfer your data to a contractor outside of the EEA we will make sure it is protected in the same way as if it was being used in the EEA. As a safeguard one of the following will apply:

  • The transfer will be to a non EEA country with the same privacy laws as the EEA.

  • A contract will be put in place with the recipient stating they must protect the personal data to the same standards as the EEA.

  • The personal data will be transferred to a contractor / organisation that is part of privacy shield. This is a framework that sets privacy standards for data sent between the United States of America and European Union countries. The standards are similar to those standards in place within the EEA.

How long we keep your personal information for

We will retain your personal information for as long as you are a customer of IMG Ltd or you continue to use our services.

How long personal information will be retained for depends on the type of information it is and what it is being used for.

We will retain personal information in accordance with the time periods stipulated in our data retention policy. We will review our data retention periods for personal information on a regular basis.

We continually review the information that we hold, and delete anything that is no longer required. We never store payment card information.

Marketing

We may use your personal information to tell you about relevant services. The personal information we have for you is what you tell us directly and data we collect when you use our services or from third parties we work with where you have consented to your data being passed on.

We can only use your personal information to send you marketing communications where we have either your consent or a legitimate business interest.

You can ask us to stop sending marketing communications by contacting us. If you decide not to receive marketing communications you may still receive certain things such as invoices which we need to send you for contractual or other legal purposed.

Your legal rights

We want to ensure that you are always in control of your personal information.

Part of this is making sure that you understand your legal rights. We have outlined these, together with details as to how you can exercise them.

The right to access your personal information

You have a right to obtain confirmation that your personal information is being processed. You also have the right to request a copy of the personal information that we hold about you. You can do this by making a subject access request. Please refer to our subject access procedure.

When you are requesting a copy of the personal information that we hold about you, we will endeavour to provide you with the information you have requested without delay and in any event within one month of receiving your request.

We will not charge a fee for complying with a request unless the request is deemed to be manifestly unfounded or excessive.

The right to edit and update your personal information

The accuracy of your personal information is important to us. You have the right to request that your personal information is rectified if it is inaccurate or incomplete.

We will ensure we comply with your request without delay and in any event, within one month of receiving your request.

The right to request to have your personal information erased (also known as the ‘right to be forgotten’)

You do not have an automatic right to have your personal information deleted. You do, however, have the right to request the deletion or removal of your personal information where there is no compelling reason for its continued processing. We will review each request on a case by case basis.

We will ensure we comply with your request without delay and in any event, within one month of receiving your request.

The right to restrict the processing of your personal information

You have the right to ‘block’ or suppress processing of your personal information. However, we will continue to store your personal information but not further process it. We do this by retaining just enough of your personal information so we can ensure that the restriction is respected in the future.

We will respond to your request within 21 days of receiving it, stating what we intend to do and, if we do not intend to comply with the objection, the reasons for our decision.

The right to complain to a supervisory authority if you believe we have not handled your personal information in accordance with the data protection laws

You can make a complaint or raise a concern about how we process your personal information by contacting the Operations Director using the details set out below.

If you are not happy with how we have handled your complaint, or you believe that your data protection or privacy rights have been infringed, you have the right to complain to the Information Commissioner's Officer (ICO), which oversees the protection of personal data in the UK.

Alternatively, you may choose to contact the ICO directly about your complaint, regardless of whether you have raised it with us first.

If you wish to exercise any of the rights outlined in this section, please write to the Operations Director at IMG Ltd at the following address:

Newgates Office, Newgates, Stamford, Lincolnshire, PE9 1PG

Or send an email to: tracey.martin[at]influentialmg[dot]com

Bear in mind that there are exceptions to the rights outlined above and although we will always try to respond to your satisfaction, there may be situations where we are unable to do so.

Making changes to your personal information

If your personal details change please advise us by writing to:

The Operations Director

Newgates Office, Newgates, Stamford, Lincolnshire, PE9 1PG

Or emailing: tracey.martin[at]influentialmg[dot]com

Inappropriate content

Should you at any time post or send us any content that we believe to be inappropriate or in breach of any law in place at the time we may use your personal information to inform relevant third parties such as law enforcement agencies or your internet provider.

Update or Changes to the privacy policy

This privacy policy was last updated in May 2018.

We reserve the right to make changes to this Privacy Policy. Each time you visit this site, you should check this Privacy Policy to check that no changes have been made to any sections that are important to you. The latest version of our Privacy Policy will always be available on our website.

It there are any major changes to our Privacy Policy, we will add a notice on our website or contact you by email (where appropriate).