Privacy Policy

Purpose  

The purpose of this Privacy Policy is to inform you about how we handle your personal information, including how we collect, use, and protect it, as well as your rights concerning your personal data and how you can exercise them. Mayvin Ltd is committed to ensuring the privacy and security of your personal information and complying with the General Data Protection Regulation (GDPR).  

Scope 

This Privacy Policy applies to all personal information collected by Mayvin Ltd, including information collected through but not limited to our website, marketing communications, services, data collection, research enquiries, and recruitment processes. It covers how we use your information, cookies, data security, your rights, and how to contact us or file a complaint. 

Policy Guidelines 

How We Use Your Information 

We use your information for various activities, including: 

• Responding to enquiries made through our website, email, or phone. 

• Sending newsletters, invitations, and marketing communications. 

• Providing and maintaining services. 

• Handling recruitment processes when applying for roles. 

• Conducting research and analysis.  

Website Enquiries 

When you make an enquiry through our website, email, or phone, we collect your full name, company name, email, and phone number to process and respond to your enquiry. This information is stored for up to 12 months before being deleted or destroyed. Enquiries sent through the website are delivered to the marketing inbox – and are deleted according to our email deletion policy, which is available upon request. 

Subscriptions 

If you subscribe to our mailing list, we use your personal information to send you invitations, news, thought leadership pieces, and useful resources. You can withdraw your consent at any time by contacting our Marketing Team at mail@mayvin.co.uk or unsubscribing via Mailchimp. 

Services 

To provide the services you request, we retain your details and communicate with you regarding those services. Personal data related to services is retained for five years after the end of the service period unless a longer retention period is required by law or necessary for legal claims.  

Recruitment 

During recruitment, we collect various personal data, including your name, contact details, qualifications, and employment history. We may also collect data from third parties, such as references. Data is stored securely and retained for 12 months if your application is unsuccessful or transferred to your HR file if successful. We will seek your explicit consent to retain data for future opportunities, and you can withdraw your consent at any time. 

Research and Data Collection 

When you participate in research projects or provide data for analysis, we collect personal data such as your contact details, age, gender, and relevant project information. Your data is used solely for the purpose of conducting the research or analysis and is stored in line with the project's requirements. Any data collected through research and data collection will be stored for up to 5 years. We will we being using this data for marketing, research and publishing purposes.  

Event RSVP 

When you RSVP for an event, your data is not automatically added to our mailing list. We collect and store your RSVP information for a period of 5 years for event management purposes. 

Mailing List 

If you sign up for our mailing list, we will store your data for 5 years. You will receive communications about  news, events, research opportunities, and other relevant updates. After 5 years, your information will be removed unless you re-subscribe or renew your consent. 

Cookies Information 

We use cookies to analyse web traffic and improve our website. Cookies help us monitor useful and non-useful pages, but they do not give us access to your computer or any personal information other than what you choose to share. You can accept or decline cookies by modifying your browser settings. Declining cookies may limit the functionality of our website. 

Data Security 

We implement various security measures to protect your information, including access controls, encryption, firewalls, and anonymization of sensitive data. We are also Cyber Essentials Plus Certified. 

What Information Do We Collect? 

Mayvin Ltd collects a range of information about you, including: 

• Personal Identification Information: Name, address, contact details (email address and telephone number). 

• Professional Information: Details of your qualifications, skills, experience, and employment history. 

• Communication Preferences: Marketing preferences, subscription preferences 

• Disability Information: Whether you have a disability for which reasonable adjustments are needed during the recruitment process. 

• Eligibility Information: Entitlement to work in the UK. 

• Service-Related Information: Information relevant to the services we provide, such as transaction history or communication records. 

• Recruitment Information: Personal data such as contact details, qualifications, work history, and references, as part of the recruitment process. 

• Research Information: Professional and personal information.  

Why Does Mayvin Ltd Process Personal Data? 

We process personal data for several reasons: 

• To fulfill contractual obligations: Providing services or processing transactions. 

• For legitimate business interests: Conducting marketing activities, managing client relationships, and improving services. 

• Compliance with legal obligations: Ensuring eligibility to work in the UK or responding to legal requirements. 

• With your consent: For optional marketing or research-related activities 

Processing of Special Categories of Data 

We may process special categories of data, such as ethnic origin, sexual orientation, religion, or disability status, for monitoring recruitment statistics or making reasonable adjustments. This processing is based on legal obligations and explicit consent where necessary. 

Who Has Access to Data? 

Your personal data is only accessible to employees who require it to perform their duties. This may include: 

• Customer service teams handling enquiries and services. 

• Marketing teams managing communications. 

• Research teams analysing project data. 

• HR and recruitment teams handling job applications. 

Additionally, we may share your data with third-party service providers (e.g., IT support, cloud storage) who assist us in fulfilling our obligations. We ensure these providers adhere to GDPR standards. 

We do not transfer your personal data outside the European Economic Area (EEA) unless it is necessary for the service provided, and we will ensure that adequate safeguards are in place for such transfers. 

Data Protection Measures 

We take appropriate technical and organizational measures to protect your data from loss, unauthorized access, or misuse. This includes: 

• Encryption of sensitive data. 

• Limiting access to personal data to authorized personnel only. 

• Regular auditing of data processing activities. 

Your Rights 

Under GDPR, you have several rights concerning your personal information, including: 

• Access and Rectification: You can request access to and correction of your personal data at any time. 

• Erasure: You can request the deletion of your personal data under certain conditions. 

• Restriction: You can request that we restrict processing of your data in specific circumstances. 

• Portability: You can request a copy of your data in a structured, commonly used format. 

To exercise your rights, please contact us using the details below. 

Contact Us or File a Complaint 

To exercise your rights or if you are unhappy with how we have handled your personal information, you can contact us at dataprotectionlead@mayvin.co.uk or lodge a complaint with the Information Commissioner's Office (ICO) at  ICO Contact.