Privacy Policy

INTRODUCTION

We are committed to protecting and respecting your privacy. Everyone has rights with regard to the way in which their personal information is handled. During the course of our activities we will collect, store and process personal information about our clients and we recognise that the correct and lawful treatment of this data will maintain confidence in the organisation and will provide for successful business operations. This policy sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal information and how we will treat it. Miyako Limited is the controller and responsible for this website. The appointed Data Protection Officer can be emailed at DPO@miyako-uk.com.

The DPO can be contacted by post (marked for their attention) at: DPO for Miyako Ltd, 1650 Arlington Business Park, Theale, Reading RG7 4SA

INFORMATION YOU GIVE TO US

We may collect, use, store and transfer different kinds of personal information about you, including:

Identity Data, such as your name, marital status, title, date of birth, gender,
Contact Data, such as your home address, email address and telephone numbers,
Technical Data, including IP addresses, your log-in data, browser type and version, time-zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website,
Usage Data, including information about how you use our website, products and services, and
Marketing Data, such as your preferences in receiving marketing from us and our third parties, and your communication preferences.

HOW WE COLLECT YOUR PERSONAL INFORMATION

We may obtain personal information by directly interacting with you, such as:

entering into an agreement with us for services,
subscribing to our services or publications, or otherwise requesting marketing material to be sent to you, or
corresponding with us by phone, email, letters or otherwise

We may obtain personal information via automated technology when you interact with our website by using cookies, server logs and other similar technologies. We may also collect personal information about you from third parties or publicly-available sources, such as:

public bodies and regulatory authorities,
analytics providers (such as Google),
advertising networks, and
search information providers.

THE LEGAL BASIS FOR OUR USE OF YOUR PERSONAL INFORMATION

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

you have given us consent,
we need to perform a contract we are about to enter into, or have entered into, with you,
where it is necessary for our or a third party’s legitimate interests, and your interests and rights do not override those interests, or
where we need to comply with a legal or regulatory obligation.

We will only use your personal information for the purpose(s) for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

DISCLOSURE OF YOUR INFORMATION

We may share your personal information with the parties set out below:

public bodies and regulatory authorities,
other personnel within your organisation, or any other organisation that is party to or otherwise has a legitimate interest in the agreement between us and your organisation,
providers of IT and system administration services to our business,
our professional advisers,
analytics and search engine providers that assist us in the improvement and optimisation of our website, and
third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets.

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

KEEPING YOUR PERSONAL INFORMATION SECURE

All information you provide to us is stored on our secure server in the European Economic Area. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

HOW LONG WE WILL STORE YOUR PERSONAL INFORMATION

The length of time that we will store your data will depend on the ‘legal basis’ for why we are using that data. To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

YOUR RIGHTS

You have various legal rights in relation to the information you give us, or which we collect about you, as follows:

You have a right to access the information we hold about you, together with various information about why and how we are using your information, to whom we may have disclosed that information, from where we originally obtained the information and for how long we will use your information.
You have the right to ask us to rectify any information we hold about you that is inaccurate or incomplete.
You have the right to ask us to erase the information we hold about you (the ‘right to be forgotten’). Please note that this right can only be exercised in certain circumstances and, if you ask us to erase your information and we are unable to do so, we will explain why not.
You have the right to ask us to stop using your information where: (i) the information we hold about you is inaccurate; (ii) we are unlawfully using your information; (iii) we no longer need to use the information; or (iv) we do not have a legitimate reason to use the information. Please note that we may continue to store your information, or use your information for the purpose of legal proceedings or for protecting the rights of any other person.

You have the right to ask us to transmit the information we hold about you to another person or company in a structured, commonly-used and machine-readable format. Please note that this right can only be exercised in certain circumstances and, if you ask us to transmit your information and we are unable to do so, we will explain why not.
Where we use/store your information because it is necessary for our legitimate business interests, you have the right to object to us using/storing your information. We will stop using/storing your information unless we can demonstrate why we believe we have a legitimate business interest which overrides your interests, rights and freedoms.
Where we use/store your data because you have given us your specific, informed and unambiguous consent, you have the right to withdraw your consent at any time.
You have the right to object to us using/storing your information for direct marketing purposes.

If you wish to exercise any of your legal rights, please contact our appointed DPO by writing to the address at the top of this policy, or by emailing us at DPO@miyako-uk.com.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. We try to respond to all legitimate requests within one month. Occasionally, it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

OPTING OUT OF RECEIVING COMMUNICATIONS

You can ask us to stop sending you communications at any time by clicking the ‘unsubscribe’ link included in such communications.

LINKS TO OTHER WEBSITES

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

CHANGES TO OUR POLICY

Any changes we make to our policy in the future will be posted on our website.