Website Privacy Policy

This Privacy Policy is intended to clearly communicate how we collect and use your personal data in connection with our business activities.

We know that you care about your personal data and how it is used.

Beoto Design Limited are committed to meeting our data protection obligations, protecting your privacy, and being transparent about how we collect and use your data.

We recognise and prioritise respecting the privacy, and protecting the personal data, of our staff, clients, suppliers, partners, website users, job applicants, volunteers, former employees and contractors.

By providing data to Beoto Design Limited in any of the ways described in this Privacy Policy, you are authorising Beoto Design Limited to process that data and agreeing to the terms of this Policy, and we assure you that such data will only be used in accordance with this Policy.

We may update this policy from time-to-time by updating this page. This policy is effective from 02 October 2023. We recommend you check this page from time-to-time to ensure you have read the most recent policy and are happy with any updates.

The personal data provided to Beoto Design Limited is controlled by:

Beoto Design Limited

Office 320 – The Engine Room

18 The Power Station

London

SW11 8BZ

Registered in England and Wales: 15130420

Beoto Design Limited is a data controller, registered with the Information Commissioner’s Office (ICO) (reference ZB731165) and we are subject to the General Data Protection Regulations (GDPR) which came into effect in May 2018.

If you have any questions or concerns regarding this policy and the collection and use of your personal data, please contact us at info@beoto.design.

What kind of information do we collect and use?

Personal data means any information relating to a living, identifiable person. It can include names, addresses, telephone numbers, email addresses etc. but is also wider than that and can include any other information relating to that person, or a combination of information which, if put together, means that person can be identified as such.

The kind of personal data we might collect from you could include:

·        Your name, job title and address;

·        Your date of birth;

·        Contact details including your phone number and email address;

·        Financial data to allow the processing and payment of invoices such as bank account and payment card details, and VAT registration numbers;

·        Transactional data such as payments to and from you and details of services you have commissioned from us;

·        Demographic information such as your preferences or interests;

·        Education and employment history and information;

·        Visual images such as a copy of your passport or other photographic identification;

·        Other information relating to customer surveys or offers, including marketing and communication preferences.

How do we use and what do we do with your information?

Most of the personal data we process is provided directly by our customers and clients for one of the following lawful bases under GDPR:

·        Your consent – you have provided this in a certain way such as direct marketing by email or by contacting us directly.

·        Contractual – we need to perform the contract we have entered or are about to enter into with you.

·        Legal obligations – we need to comply with a legal or regulatory obligation.

·        Legitimate Interest – for example, we have a legitimate interest in processing your personal data for marketing and promotional purposes, which means we do not need to seek your consent to send you promotional communications.

We use this information to contact and liaise with you regarding your project, and we also require this information for the following reasons:

·        Internal record keeping and auditing of customer database;

·        Improving our products and services;

·        Payments and accounting, and to maintain responsible commercial and contractual relations with you;

·        Better understand your project and service needs;

·        Enhance our customers’ experience;

·        Meet our legal and regulatory obligations;

·        Process a job application;

·        Notify you of changes to our services, promotional emails about new products, special offers or information we think you may find useful;

·        Market research and customer feedback, which we may use to inform updates to our website and messaging.

We will only use your personal data for the above purposes. If we intend to use your personal data for any purpose other than those listed above, we will seek your express content.

We are legally required to hold some kinds of personal data to fulfill our statutory obligations. We will retain your personal data on our systems for as long as necessary for the relevant purpose.

How and when do we collect your information?

There are various ways in which you might interact with Beoto Design and by which we might collect your personal data.

You can access and browse our website without providing personal data. However, this website automatically collects certain information as you interact with it, such as IP addresses, how you use our website and other details of your visit. We also monitor traffic and site use to help us improve our services. See our Cookies Policy for more information.

We will collect your personal data if:

·        You submit an enquiry to us or correspond with us by post, phone, email or otherwise;

·        You request marketing information be sent to you;

·        You provide a CV or other information about yourself for specific purposes;

·        You provide us with feedback;

·        You send us details of your product or service.

How do we store your information?

Beoto Design Limited operates in accordance with current data protection legislation.

We have put in place suitable physical, technical, organisational and managerial procedures within our sphere of responsibility to safeguard and secure the information that we collect from you against unauthorised or unlawful processing and against accidental loss, destruction or damage.

In the event of a suspected data breach we will take all reasonable steps to promptly notify you and any regulator as legally required.

Who do we share your personal data with?

We will treat your personal data as confidential and will only share it in the following circumstances:

·        If we use a third party to help us deliver our services to you;

·        If we use a sister or parent company to help us deliver our services or run our business;

·        If a third party has been approved by you, such as a payment provider;

·        To ensure we have appropriate insurances in place as required by law, our insurers and brokers;

·        To ensure we meet any contractual payment obligations with you, our bank;

·        If our accounts are being externally audited.

How long do we store your personal data?

Retention periods for your personal data are determined based on a number of different reasons, such as:

·        The type of record;

·        The nature of the activity, product or service;

·        The applicable legal or regulatory obligations, or legitimate interest.

We will retain your personal data as long as we are discussing your enquiry or providing you with services, have an account or contract with you, or you are in our employment. Thereafter we will retain personal data for as long as required to:

·        Be able to respond to any complaints or claims made by you or on your behalf;

·        Show that we treated you fairly;

·        Maintain records as required by law or by any governing body.

We do not retain personal data for any longer than necessary for the purposes of this Privacy Notice.

Third party websites and links

Our website may occasionally feature links to other related websites or websites of interest, or plug-ins and applications. Please be aware that once you click these links and leave our site, we have no control over the other websites or applications. We are not responsible or liable for the protection and privacy of any information which you provide to and whilst visiting such sites, as they are not governed by this Policy. By accessing these links, you may also enable third parties to collect or share data about you. We encourage you to exercise caution and review the Privacy Policy of the other website you visit. Nonetheless, we are committed to maintaining the integrity of our website and welcome any feedback from you about these external websites.

Your rights

You have the right under GDPR to withdraw your consent to our collection and use of your personal data.

You have the following rights in relation to your personal data:

·        You have the right to make a subject access request. If you make a subject access request, we will tell you:

                            i.          whether or not your personal data is processed and if so why, the categories of personal data concerned and the source of the data if it is not collected from you;

                          ii.          to whom your personal data is or may be disclosed, including to recipients outside of the UK or EEA and the safeguards that apply to such transfers;

                         iii.          for how long your personal data is stored (or how that period is decided);

                         iv.          your rights of rectification or erasure of data, or to restrict or object to processing;

                          v.          your right to complain to the Information Commissioner if you think we have failed to comply with your data protection rights; and

                         vi.          whether or not we carry out automated decision-making and the logic involved in any such decision making.

·        We will provide you with a copy of the personal data undergoing processing. This will normally be in electronic form if you have made a request electronically, unless you agree otherwise.

·        We may need to ask for proof of identification before your request can be processed. We will let you know if we need to verify your identity and the documents we require.

·        We will normally respond to your request within 28 days from the date your request is received. In some cases e.g. where there is a large amount of personal data being processed, we may respond within 3 months of the date your request is received. We will write to you within 28 days of receipt of your original request if this is the case.

·        If your request is manifestly unfounded or excessive, we are not obliged to comply with it.

 You have a number of other rights in relation to your personal data. You can require us to:

 ·        rectify inaccurate data;

·        stop processing or erase data that is no longer necessary for the purposes of processing;

·        stop processing or erase data if your interests override our legitimate grounds for processing the data (where we rely on our legitimate interests as a reason for processing data);

·        stop processing data for a period if data is inaccurate or if there is a dispute about whether or not your interests override the company’s legitimate grounds for processing the data.

You have the right to see and correct what data we hold about you. If your details change or any other information we hold is inaccurate or out of date, or to request that we take any of the above steps, please send the request to info@beoto.design.

 Complaints

 If you are unhappy with how we have used your data, we would be grateful for the opportunity to deal with you concerns, so we kindly ask that you please contact us in the first instance.

 However, you have the right to make a complaint at any time to the ICO:

 Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 Helpline number: 0303 123 1113

This version was last updated on 04 September 2024.

Thank you for taking the time to familiarise yourself with our Privacy Policy.