Privacy policy

Privacy Notice

Welcome to Ei’s privacy policy.

Ei respects your privacy and is committed to protecting your personal data. This Privacy Policy will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.

1.     Who we are and how to contact us

We are Ei Advisory Ltd, a marketing intelligence company based in London and New York. This privacy policy refers to both our London and New York offices.

We have appointed a data privacy team to oversee any questions in relation to this policy. You can contact us at privacy@ei-a.com.

Or, you can write to us at either of our office addresses:

UK: 91 Wimpole Street, London W1G 0EF

USA: 609 Greenwich Street, New York, NY 10014

2.    The data we collect about you:

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

  • Identity Data includes first name, last name and title.

  • Contact Data includes billing address, email address, LinkedIn profile ID and telephone number.

  • Usage Data includes your use of our Turtl platform, which we use for product delivery, or our website, or our LinkedIn page.

  • Marketing and Communications Data includes your opt-in preferences in receiving marketing from us.

3.     How is your personal data collected?

We use different methods to collect data from and about you including through:

1.      Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

a.     Visit our website

b.     Engage with our content via social media channels

c.     Engage with our team regarding our products and services

d.     Enter into a service agreement with us

e.     Request marketing to be sent to you

f.      Give us feedback

1.      Data from Third Parties. We may receive data about you from various third parties and process this for the reasons given, as set out below:

1.      Data we collect through our delivery platform Turtl.

We use Turtl as a third-party provider to deliver our products and services to clients. To ensure the security of this work, we ask viewers to sign into Turtl to access their product. We collect and process data on our Turtl users to ensure the privacy and security of our product, and to assist in improving our customer experience.

2.     Data we collect through LinkedIn

We use LinkedIn to collect opt-in data on individuals who want to hear from us for marketing. You can opt-out at any time by contacting privacy@ei-a.com.

3.     Usage Data from analytics providers such as Google based outside the UK and EU

Usage data is shared with Google Analytics via a tracking pixel and by Squarespace (for data processing purposes only). We monitor and track activity throughout the year on an aggregated basis to improve the quality of our website.

Disclosures of your Personal Data

We may have to share your personal data with the parties set out in the table below for the purposes explained.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Hubspot

We use the Hubspot CRM system to collect and store information regarding our communications with you regarding potential and actual products and services that we may deliver to you. We also use it to manage marketing opt-ins.

Egnyte

We use Egnyte as a cloud storage provider for all our internal files, including our Microsoft Office files.

Turtl

We use Turtl as a presentation provider and host for our end product and may provide your contact details to Turtl as part of a process to provide secure access to your final report.

 

Subject Access Request/Data Subject Request

If you wish to request a copy of any of your personal data we may hold, please contact us by emailing privacy@ei-a.com giving the following details:

  • Your full name

  • How you prefer us to contact you

  • If you wish to request to see copies of any specific types of data (otherwise we will assume you wish to see everything.)

 Right to be Forgotten

Under GDPR you have the right to request we erase personal data. If you wish for us to delete your personal data, please make this request by emailing us at privacy@ei-a.com.

Right to Rectification of Data

If you believe that we hold personal data on you which is incorrect, you have the right to request your data be updated. Please contact us at privacy@ei-a.com to make this request.

Data Transfer

From time to time we may transfer your personal data outside the EU, to another part of our organisation outside the EEA (e.g. our New York office) or a freelance or temporary employee. This data might include your name, job title, contact details (email address and phone number).

All data transfer is done in a secure environment, either via TLS-encrypted email, encrypted storage media (e.g. USB), or via our cloud-hosted CRM system, Hubspot.

We believe that transferring your personal data to allow our business to carry out its day-to-day operations is appropriate.

Retention of Records

EI Advisory retains some personal data as follows:

1.      HR data on members of staff, including name, address, NI information, bank details, telephone numbers, date of birth, photographs, leave and absence records, grievance and dismissal records.

                                               i.     This is retained for six years post termination of contract, in accordance with HR law

2.     HR data on unsuccessful applicants for employment, including name, address, career history (CV) and contact details, as well as interview notes and covering letters.

                                               i.     This is retained for one year post unsuccessful interview unless the individual has consented to us retaining longer

3.     HR data on freelancers, temporary employees and interns/volunteers, including name, address, career history (CV) and contact details

                                               i.     This is retained for six years post termination of contract, in accordance with HR law

4.     Financial records pertaining to payment of freelancers and interns (invoices including name, address, bank details, NI number, contact details)

                                               i.     This is retained for 7 years from the date of creation in accordance with HMRC regulations.

5.     First Aid/Accident/Health and Safety records

                                               i.     Retained for a maximum of one year

6.     Data on EI Advisory clients, targets, prospects etc, including name, address, telephone number (corporate, personal and mobile), email address (personal or corporate), job title

                                               i.     This is retained as per our Retention of Records policy. Please contact us at privacy@ei-a.com for details.

7.     Data on media suppliers including name, job title and contact details

                                               i.     This is retained as per our Retention of Records policy. Please contact us at privacy@ei-a.com for details.

Data Sharing Policy

EI Advisory is committed to preserving the security and integrity of all data it collects, processes and stores.

Where it is necessary by law to share data (for example with HMRC for PAYE purposes), EI abides by lawful data sharing practices.

All data held by EI Advisory pertaining to clients or media suppliers will not be shared otherwise.

If you have questions regarding data sharing of HR or financial records, please contact the Finance Director at finance@ei-a.com .

If you have questions regarding our position on the sharing of data by our freelancers or other temporary staff, please email privacy@ei-a.com to request a copy of the relevant contractual wording, which requires these employees to only process and share data as explicitly directed by EI Advisory as a data controller.

Complaints Procedure

If you are unhappy with how your data has been collected, stored, processed or otherwise treated, please contact us at privacy@ei-a.com to let us know.

EI Advisory is committed to the security and integrity of all personal data it holds.

ENDS