Privacy Notice

 This privacy notice explains Fidelis' policy when handling personal data. Fidelis Privacy Solution Ltd is a limited company registered in England and Wales (no. 14429320). 

When you visit the Fidelis website or send us any personal data, we will process and store this information as a data controller in strict accordance with the General Data Protection Regulation (GDPR) and UK Data Protection Act 2018 requirements.

Information that is voluntarily provided by a visitor to our site will be collected via email links on site pages or web forms. For example, a visitor to our site may choose to provide contact information for us to be able to respond to queries. When personal data is collected, it is only used for the purposes for which it was provided. The act of sending an email via a link or online form is considered an act of consent for us to retain this information and you may naturally withdraw this consent at any time by contacting us (see contact details under Individual Rights below)

Processing of your personal data

Lawful basis: Fidelis may collect personal information under lawful bases such as consent, where you contact us specifically; by contract, if you enter into agreements with Fidelis as part of a service, and legitimate interest in cases where we must collect or process data to support the Fidelis platform.

Data retention period

We will continue to process your information until you withdraw consent, or it is determined your consent no longer exists in line with statutory and regulatory requirements.

Sharing your information with third parties

We may share some personal information necessary to run our business, to our service providers, to fulfil any contracts we enter into with you, when working with our trusted partners to respond to your requests and where required by law or to enforce our legal rights.

Transfers of your information outside the European Economic Area

Where you are a customer using the Fidelis™ platform, we may transfer your information outside of the European Economic Area (via our partners BusinessOptix to EMS provider (Hubspot) in the United States. We ensure appropriate safeguards and technical and organisational measures are in place with BusinessOptix and Hubspot who regularly self-certify themselves to ensure compliance in line with cross-border transfers.

If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.

Your individual rights

Under GDPR and the UK Data Protection Act 2018, your rights are as follows:

• the right to be informed of all and      any personal data processing related to you;
• the right of access to personal data      related to you;
• the right to rectification of any      such personal data;
• the right to the erasure of such      personal data in line with statutory and contractual obligations;
• the right to restrict the processing      of data we may hold on you;
• the right to data portability of      data we may hold, where appropriate;
• the right to object to data processing;      and 
• the right not to be subject to      automated decision-making including profiling.

Please send such enquiries to contactus@fidelis-privacy.comand we will promptly respond in accordance with GDPR.  If unsatisfied with the way we have dealt with responses, you have the right to complain to the ICO.

Internet cookies

We use cookies on this website to provide you with a better user experience. We do this by placing a small text file on your device/computer hard drive to track how you use the website, to record or log whether you have seen particular messages that we display, and to keep you logged into the website where applicable.

Some cookies are required to enjoy and use the full functionality of this website.

We use a cookie control system which allows you to accept the use of cookies, and control whether cookies are saved to your device/computer. Some cookies will be saved for specific periods, whereas others may last indefinitely. Your web browser should provide you with the controls to manage and delete cookies from your device, please see your web browser options.

We use the following types of cookies and will update this section as and when they change:

• Google      Analytics: you      can opt-out of this by installing the browser add-on which is available      here: http://tools.google.com/dlpage/gaoptout

Data security and protection

We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. We and our partners' methods meet GDPR compliance requirements, and our partners are ISO 27001:2018 Certified.

Email marketing messages & subscription

Under GDPR we follow consent for anyone subscribing to marketing or requesting information on our products and services. We only collect certain data about you, as detailed in the “Processing of your personal data” above. Any email marketing messages will be sent through a designated third-party email marketing service provider. 

Email marketing messages that we send may contain tracking beacons / tracked clickable links or similar server technologies to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as times, dates, IP addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations, will show the activity each subscriber made for that email campaign.

Any email marketing messages we send are following the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences / the information we hold about you at any time. See any marketing messages for instructions on how to unsubscribe or manage your preferences.

Our EMS provider may hold the following information about you within our EMS system:

• Name
• Address
• Telephone number
• Email address
• Company Name
• IP address
• Subscription time & date

You may yourself view, correct or remove any or all of this data.

We do not share this data with third parties without your approval,

This privacy and cookie notice is for www.fidelis-privacy.com and will be regularly updated. 

Last Updated: 19 November 2022.