Universalize Limited (“Universalize”, “we”, “us”, “our”) is committed to ensuring your privacy is protected, no matter how you interact with us. Whether you visit our website (www.universalize.co.uk), our mobile site, (collectively the “Site”), use our services or connect with us via social media, please be assured that we are committed to protecting your personal information and being transparent about what we do with it.

To better protect your privacy, we provide this notice explaining our online information practices and the choices you can make about the way your information is collected and used. We are committed to using your personal information in accordance with our responsibilities.

We are required to provide you with the information in this Privacy Notice under applicable law which includes:

  • the Data Protection Act 1998, which will be replaced by the European Union General Data Protection Regulation (EU GDPR) 2016/679 from 25 May 2018.
  • the Privacy and Electronic Communications (EC Directive) Regulations 2003.

We won’t do anything with your information that you would not reasonably expect.

  • Processing of your personal information is carried out by Universalize Limited, registered in England No. 11984460.
  • This notice explains how we collect, use, and protect your personal information.

How and when do we collect information about you?

  • When you directly give us information
  • We may collect and store information about you when you interact with us. For example, this could be when you:
    • submit an enquiry
    • register for or use our services
    • give us feedback
    • make a complaint
    • communicate with us via our website, email or various social media platforms eg: Facebook, Instagram, Twitter, LinkedIn.
    • are captured by CCTV, audio, and video recording.

When you indirectly give us information?

When you interact with us on social media platforms such as Facebook, Google Plus, WhatsApp, Instagram, Twitter or LinkedIn we may also obtain some personal information about you. The information we receive will depend on the privacy preferences you have set on each platform and the privacy policies of each platform. To change your settings on these platforms, please refer to their privacy notices. We may obtain information about your visit to our site, for example the pages you visit and how you navigate the site, by using cookies. Please visit our cookies policy for information on this.

What information we might collect?

When you engage with us by phone, mail, in person or online, we may collect information about you (referred to in this Privacy Notice as ‘personal information’). This may include your name, address, email address, telephone number, date of birth, job title, and other information relating to you personally which you may choose to provide to us.

If you’re 16 or under

Our website is designed for a general audience and is not directed towards children under the age of 16. We do not knowingly collect or request personal information from children under the age of 16 through our site. If we learn that we have collected personal information from a child under the age of 16, we will promptly delete that information from our records. If you believe that a child under the age of 16 may have provided us with personal information, please contact us using any of the contact methods provided in the How To Contact Us section below.

How and why we use your information?

We will use your personal information for the following purposes:

  • Responding to a request: If you contact us with a query, we may use your personal information to provide you with a response.
  • Direct marketing: We will only send you marketing information for our own events and by email, SMS, or phone if you have given us specific consent. If you withdraw your consent and then subsequently opt-in to receive marketing information again, then your most recent preference will prevail.
  • Monitoring and Evaluating: We may use your information in order to improve the current and future delivery of our services.
  • Processing an application to work with us: In order to evaluate your suitability and respond to you, we may process your information if you send us your CV or details in respect of an opportunity to work with us or provide us with services as a freelancer.
  • Transactional purposes: We will need to use your personal information in order to carry out our obligations arising from any contracts entered into between you and us for the provision of services.
  • Providing and developing our website: We may use your personal information to help provide you with access to our website, improve and develop it further and to personalise your experience,
  • Administration: We may use your personal information to record and deal with a complaint, record a request not to receive further marketing information, and for other essential internal record-keeping purposes.
  • Prevention of crime: We may record your image on CCTV which we use to prevent crime and keep our people, our premises and the public safe.
  • Protecting your vital interests: We may process your personal information where we reasonably think that there is a risk of serious harm or abuse to you or someone else.
  • Market research and surveys: We may invite you to participate in surveys or market research to help us improve our website, services, and strategic development. Participation is always voluntary, and no individuals will be identified as a result of this research, unless you consent to us publishing your feedback.
  • Legal, regulatory and tax compliance: Where required we are subject to a legal obligation, we may process your personal information to fulfil that obligation.

Who do we share your information with?

We will only use your information for the purposes for which it was obtained. We will not, under any circumstances, sell or share your personal information with any third party for their own purposes, and you will not receive marketing from any other companies, as a result of giving your details to us. We do not disclose personal information we obtain about you, except as described in this Privacy Policy.

We will only share your data for the following purposes:

Third-party suppliers, subsidiaries and affiliates: We may share your information with service providers, who perform services on our behalf. These providers will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses.

  • Where legally required: We will comply with requests where disclosure is required by law, for example. We do not authorise our service providers to use or disclose the information except as necessary to perform services on our behalf or comply with legal requirements.
  • We always aim to ensure that personal information is only used by those third parties for lawful purposes in accordance with this Privacy Notice.

How we protect your information?

  • We use technical and corporate organisational safeguards to ensure that your personal information is secure.
  • Our online forms are always encrypted, and our network is protected and routinely monitored.
  • We do this in accordance with industry standards and do not store the details on our website. However, please be aware that there are always inherent risks in sending information by public networks and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks.

How long will we keep your information?

We will keep your personal information for as long as the law requires us to, such as, for tax or accounting purposes (which may be up to six years after a particular transaction). If you request that we stop processing your personal information for the purpose of marketing, we may in some instances need to add your details to a suppression file to enable us to comply with your request not to be contacted. In respect of other personal information, we will retain it for no longer than necessary for the purposes for which it was collected, taking into account guidance issued by the Information Commissioner’s Office.

International transfers of information

We may, on occasions decide to use the services of a supplier outside the European Economic Area (EEA), which means that your personal information is transferred, processed and stored outside the EEA. You should be aware that, in general, legal protection for personal information in countries outside the EEA may not be equivalent to the level of protection provided in the EEA. However, we take steps to put in place suitable safeguards to protect your personal information when processed by the supplier such as entering into the European Commission approved standard contractual clauses.

By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.

Your rights and choices.

You may wish to request access to the personal information we maintain about you, request that we update or correct any inaccuracies, erase your personal information, ask us to restrict our processing of your personal information or to object to our processing of your personal information. If you wish to exercise these rights, please write to us providing information that is relevant to the nature of your contact. We will respond to you within 40 days, on receipt of your written request. To help protect your privacy and maintain security, we may take steps to verify your identity before granting you access to your information. To the extent permitted by applicable law, a charge may apply before we provide you with a copy of any of your personal information that we maintain.

Data protection legislation gives you the right to:

  • request a copy of some or all the personal information we maintain about you.
  • rectify any information about you which we hold.
  • request for the information we hold about you to be erased.
  • request for processing of your personal data to be restricted.
  • object to the processing of your personal data.
  • data portability.

How to Contact Us

To update your preferences, update or amend your information, ask us questions about this Privacy Policy, or exercise other applicable privacy rights, you can contact us by email at privacy@universalize.co.uk or write to us at:
Universalize Limited, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ

EEA:

If you are located in the EEA, the entity responsible for the processing of your personal information in the EEA is Universalize Limited.

How can you make a complaint or raise a concern?

If you would like more information or have any questions about this policy, to make a formal complaint about our approach to data protection or raise privacy concerns please contact us.

If you would like to make a complaint in relation to how we have handled your personal information, please contact us.

Would you like to learn more about GDPR?

You can learn more about EU GDPR https://ec.europa.eu/info/law/law-topic/data-protection_en

Changes to our Privacy Policy

Our Privacy Policy may change from time to time, so we encourage you to check this page regularly to see if we have included any updates or changes and that you are happy with them. We will indicate at the top of the notice when it was most recently updated.

Last updated: 18th May 2021.