Privacy Policy - Invisio

Privacy Statement

Invisio provide Management & Team Development Learning Solutions, Executive Coaching and Facilitation Services.

EmployeePulse.ie and Insights by Invisio provide a range of research solutions, including employee and customer surveys, mystery customer programmes and focus groups

Company Registration number: 336663

Registered address: Invisio Limited, Burgage More, Blessington, Co. Wicklow, Ireland

Phone: +353 45 900810

Email: info@invisio.ie

For the purposes further developed in this privacy Statement, we act as both data controllers and processors.

Your privacy is important to us and we’ve developed this privacy policy that covers how we collect, use, disclose, transfer, and store your information. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy.

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

This Privacy Statement:

sets out the types of personal data that we collect about you
explains how and why we collect and use your personal data
explains how long we keep your personal data for
explains when, why and how we will share your personal data;
sets out the legal basis we have for using your personal data;
explains the different rights and choices you have when it comes to your personal data and
explains how we may contact you and how you can contact us.

Personal data we collect about you

We collect certain information or data about you when:

you use our websites, Invisio.ie and EmployeePulse.ie or contact us using the website forms, and / or complete our surveys.
Sign up to our newsletters, mail groups and connect with our social media accounts
Contact us by phone, email, webchat or through third party applications such as LinkedIn
Apply for positions directly or as an associate with us.

We may also source personal data from third parties, examples include:

Publicly available sources such as LinkedIn, Facebook, Twitter and other internet sites with publicly available personal data.
By Reference or word of mouth. For example, you may be recommended by a friend, a former employer, a former colleague or even a present employer.
Company registered information via the Company Registrations Office
Company reports including Director registered information via services such as Dun & Bradstreet
Other internet sites with publicly available information.

The type of information we collect and why we collect it:

We collect information from you only when required. In most cases, this is

To allow us to follow up on communications with you, whether it be to discuss proposed work, follow up on earlier conversations, arrange meetings etc.
To allow us to place you within our billing cycles and send out invoices to the correct people, at the correct addresses.
To understand how our website is used, allowing us to ensure a better experience for all.
To distribute marketing materials, where consent has been given, promoting our services

Information we collect may be used in various ways within our own systems and processes. Exactly how your data will be used will depend on why it was collected.

We collect your name, company name, email address, and phone number when you complete our contact form. Further information is voluntarily supplied by you
Information about how you engage with our website – for example which links you click on, your IP address, and details of which version of web browser you used, the type of device you use, your location as well as information on how you use the site, by using cookies and page tagging techniques.
As a potential client who we feel may benefit from Invisio’s services the data we hold includes contact details, company information and role.
For current clients we collect data necessary to communicate with you about proposals, programmes and other work or to keep in contact with you. The data we hold includes contact details, company information, details of your employees where you have engaged our services for them (training, coaching, psychometric tests – conducted with their consent)
If you are receiving coaching services from us, we will also process any additional personal data that you choose to provide to us during the coaching. We use your personal data to understand more about you and assist you with understanding your skills, areas for improvement or future opportunities and options.
Calls to and from Invisio are recorded. As part of our Insights mystery customer programme we record calls made by our mystery customers to clients where they have given their permission to do so and advised their employees accordingly.
For job applicants and mystery customers we collect personal data necessary to assess your suitability for roles with Invisio. The personal data we hold initially includes contact details, job role, experience and CV. For mystery customers, we may hold credit card details which you may have used to make bookings with our clients.

We do not collect any information unnecessarily. We do not share the information we collect with any 3rd party organisations or companies. We do however use external tools for managing our relationship with you, including cloud-based tools such as customer relationship management software, invoicing and task management tools.

Data Retention Periods

We keep your personal data in accordance as follows:

Client contact details – for the duration of the business relationship or whilst we are marketing our services to you, and as long as required by law.
Recruitment of employees or associates (where regretted)– 12 months after completion of the recruitment campaign. Where a candidate is subsequently employed the data will be kept along with employee contracts
Training and awards – Normally passed on to the commissioning organisation and not retained, however we reserve the right to retain information for up to 3 years – for example to satisfy the requirements of external bodies who quality assure us.

Sharing your personal data

We may pass on your personal information if we have a legal obligation to do so, or if we have to enforce or apply our terms of use and other agreements. This may include disclosing to other companies and organisations in connection with fraud protection. We won’t share your information with any other organisations outside of Invisio Ltd for marketing, market research (beyond that directly requested and consented to by you) or commercial purposes.

We may also conduct checks on you to verify the personal data you have provided and where we do this we may share your personal data with third party verification companies.

The legal basis we have for using your personal data

Our processing is necessary for our legitimate interests in that we require the personal data to:

Administer and conduct our Learning Solutions, Executive Coaching, Facilitation Services and research services
Assess suitability for potential roles and secure potential candidates,
Contact clients, potential clients and third parties
To market our services.

Marketing and Digital Communication

As part of our service we’d like to contact you from time to time to keep you informed about topics you may be interested in. This may include:

Information on upcoming learning events
Updates on existing and / or new products and services offered by us.
Updates on services, tools, techniques and opinion which we feel you may be interested in.
Information on offers, sales and promotions we may run at any given time.
Updates and new information relating to services you have previously enquired about or purchased

In such cases, information may be delivered by digital means, (in particular over email), telephone contact and/or physically (by mail/courier) either where we have a legitimate business interest to do so (for example where you are an existing or previous customer, or where you have requested information from us) or where consent has explicitly been given by you.

We will provide Unsubscribe options on all marketing / digital communication type emails we send to you and respond to all telephone or physical mail requests to unsubscribe within 14 days of receiving them.

Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. You can control cookies via your browser, allowing you to delete, block, clear and more. However, some functions of our website may not work correctly if you choose to block or remove.

To provide better service to you on our websites, we use cookies to collect your personal data when you browse. We track user behaviours and use A/B testing to enhance your experience and may use Cookies to collect information for marketing purposes.

We also collect statistical site usage information about how the site is used. We aggregate this information to get a better understanding of how visitors use our site. We do not use this code to collect any personally identifiable information.

For more information about cookies you can visit:

www.allaboutcookies.org or

https://ico.org.uk/for-the-public/online/cookies/

Invisio is not responsible for the content of external websites.

Transfer of personal data outside the EEA

We store your information, whenever possible, on secure servers in the European Economic Area (EEA).

Data that we gather when we conduct surveys is stored by our technology providers Qualtrics (server in Germany) and SurveyGizmo (server in Germany).

In the unlikely event that we transfer your personal data to clients and partners in countries outside the EEA where privacy laws may be different, we will put in place security measures to protect your personal data.

Your rights in relation to the personal data we hold on you

By law, you have rights when it comes to your personal data. Further advice about your rights can be obtained from the data protection regulator in your country.

Rights	What does this mean?
1. The right to be informed	You have the right to be provided with clear, transparent and easily understandable information about how we use your personal data and your rights. Therefore, we are providing you with the information in this Privacy Statement.
2. The right of access	You have the right to obtain access to your personal data (if we are processing it), and certain other personal data (like that provided in this Privacy Statement). If you would like a copy of information we hold about you, please contact us by any of the means provided at the top of this privacy statement. We will require proof of identity before releasing any information.
3. The right to rectification	You are entitled to have your personal data corrected if it’s inaccurate or incomplete.
4. The right to erasure	This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your personal data where there is no legal reason for us to keep using it. This is not a general right to erasure; there are exceptions.
5. The right to restrict processing	You have rights to ‘block’ or suppress further use of your personal data. When processing is restricted, we can still store your personal data, but may not use it further.
6. The right to data portability	You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your personal data easily between our IT systems and theirs safely and securely, without affecting its usability.
7. The right to object to processing	You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted).
8. The right to lodge a complaint	You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
9. The right to withdraw consent	If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

Please note that should you exercise your right to request that we erase data or cease any processing activity, we may retain a record of this request and the action taken in order to both evidence our compliance, and to take steps to minimise the prospect of any data being processed in the future should it be received again from a third-party source.

We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:

baseless or excessive/repeated requests, or
further copies of the same information.

Alternatively, we may be entitled to refuse to act on the request.

Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.

How we may contact you

We may contact you by phone, email, conferencing tools such as Zoom or Skype or through social media. If you have a preference on how you wish to be communicated with, please let us know.

How you can contact us

If you are unhappy with how we’ve handled your information or have further questions on the processing of your personal data, contact info@invisio.ie or call us on +353 45 900 810

Changes to our Privacy Policy

To fully protect your privacy, we reserve the right to amend our policy at any time, and for any reason. We will post the amended terms here as they occur and encourage you to check for updates.

This Privacy Policy was last updated on 14 November 2020.