Privacy Policy

Privacy Policy

Topodium Group Privacy Policy

Topodium Group believes in protecting our users’ privacy. We will not wilfully disclose information about our users to any third party without first receiving our users’ consent.

General

This privacy policy sets out how the Topodium Group collects, stores, uses, discloses and disposes of personal information collected by us. In addition to the personal information we collect in the EEA, we also make every effort to ensure that our office outside the EEA follow the European Union data protection requirements. This privacy policy applies to any interactions we may have with you as either a client, prospective client, future employee, or a visitor of our website.

All data is held securely and in compliance with the Data Protection Act 2018 and the General Data Protection Regulation. This privacy policy only applies to the use of your personal information obtained by us. It does not apply to your personal information collected during your communications with third parties.

Please note that we may change this policy at any time by updating this page. You will be notified of any updates to our privacy policy. If you have any questions about this privacy policy or want to exercise your rights set out in the policy, please contact us via:

Topodium Group Rankine Road Basingstoke RG24 8GE hello@topodiumgroup.com

What Data Do We Collect?

In addition to the information Topodium Group gathers to contractually fulfil our services, we collect data from events, newsletter subscriptions, online form submissions, and job applications (both via email and website submissions).

We collect a minimal amount of personal information, including name, job title, organisation, and contact information (email, phone number, address) and only when necessary.

We collect financial information from our clients and suppliers for invoicing and contractual purposes.

We also collect information provided in CVs from job applicants.

When required to provide personal information, we will inform you about respective collections conditions, regulations and purposes.

Website

We have designed our website so that you can use it without identifying yourself or revealing any personal information. Once you choose to provide us with any information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy policy.

Individuals can apply for job vacancies via our website. If so, they will be asked to provide their name, email, cover letter and a CV.

When you provide any personal information via our website, a pop-up box will ask you to agree to the terms of this privacy policy. By clicking the “agree” button you are providing consent to use your details in the terms laid out in this policy. If you wish to remove your details from our systems, see “Withdrawing Consent”.

Marketing

In addition to the personal information described above, for the purposes of marketing, we may ask you to provide us with information regarding your personal or professional interests, which of our services you require, and contact preferences.

Careers

In addition to receiving applications via the website, we also accept applications via email. We will store your name, email address, phone number, cover letter and CV.

Financial

From our suppliers we collect any data provided on their invoice eg. bank account details, business address, name. When dealing with a new supplier, we also call to verify those details.

If you’re a new client with us, you may be subject to a credit check.

What is the Legal Basis for Processing?

We process personal information for the purposes described in this privacy policy on the basis that it is in our and your legitimate interest, that you would reasonably expect this processing and that it does not materially impact your rights, freedoms or interests.

Where we have a contractual relationship with you, we may process your personal information as necessary for the performance of that contract or prior to entering into it.

What do we do with the information we gather?

We believe in and carry out a policy of data minimisation. All information gathered will only be used for Topodium Group business purposes and will not be sold to third parties.

Marketing

If you have subscribed to receive relevant news and updates or registered for an event, your information will be stored electronically. We will use this information to occasionally share relevant updates and event invites with you.

This will be stored on our database unless you request for your details to be removed. Details on how to remove yourself from the list can be found under the section “Consent and Withdrawing Consent”.

Careers

On submitting your application, our team will review your CV and cover letter to assess whether there are any suitable vacancies.

If your application is unsuccessful, or if there is not a suitable role for you at the time of submitting your application, your information will be retained by us for 2 years. This is so we can contact you in the event another role becomes available. You can request at any time to have your details removed as outlined in the “Consent and Withdrawing Consent” section.

Who We Share the Information With, and Your Choices

We will not transfer or distribute your personal information to any third party unless they are employed by Topodium Group to carry out a legitimate business function, we have your permission to do so, or we are required by law.

Where we do transfer your data to a third party we will ensure that there are adequate provisions in place to guarantee that your data is secure and processed only in accordance with our instructions. A list of our third parties can be found in the “Third Parties” section.

We use third parties to support us in providing our services and to help supply, run and manage our internal IT systems.

For example, providers of information technology, cloud based software as a service provider, identity management, website hosting and management, data analysis, data back-up, security and storage services. The servers powering and facilitating that cloud infrastructure are located in secure data centres in both the Europe and the US, and personal data may be stored in any one of them.

Data Retention

We check on a quarterly basis to ensure that the information we hold for marketing purposes is relevant and up to date to justify inclusion on our database. If not, personal information is deleted.

We will retain applications for job vacancies for 2 years in the event a suitable role becomes available. After which point information is deleted.

Where we have a contractual relationship with you and/or hold financial information, we are required to retain this information for seven years.

Withdrawing Consent

Under data protection laws, you have a number of rights. These include the right to:

  • Have access to your personal information
  • Require us to correct any mistakes in your information which we hold
  • Object at any time to processing of your personal information for direct marketing
  • Otherwise restrict our processing of your personal information in certain circumstances

For further information on each of those rights see the guidance from the UK’s Information Commissioner’s Office.

If you wish to remove your details from our systems, or would like a copy of the information held on you, or believe that any information we are holding on you is incorrect or incomplete, please contact us at any time by either writing or emailing your request to the addresses below:

Topodium Group Rankine Road Basingstoke RG24 8GE hello@topodiumgroup.com

Cookies

To make this website simpler, small data files are placed on your computer. These are known as cookies. Most big websites do this too. Cookies can remember your settings, so you don’t have to keep re-entering them whenever you visit a new page, remember information you’ve given (eg. your postcode) so you don’t need to keep entering it, and measure how you use the website so we can make sure it meets your needs. Our cookies are here to make the website work better for you. You can manage and/or delete these small files as you wish. To learn more about cookies and how to manage them, visit www.aboutcookies.org

If you register with us or if you continue to use our website, you are agreeing to our use of cookies.

We use Google Analytics to collect information about how people use this website. We do this to make sure it’s meeting our users’ needs and to understand how we could do it better. Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. We do not collect or store your personal information or protected data (e.g. your name, specific age, or address) so this information cannot be used to identify who you are.

We use Google Analytics, Google Tag Manager, Facebook Pixels and CMS cookies to create reports on the performance of our website and patterns of use. These are listed below.Further Information on CookiesTopodium Group and our service providers (such as Facebook, Google, Bing) use tags and tracking technologies to collect and analyse certain kinds of technical information for the purpose of understanding more about our website visitors and performance of our advertising and marketing activity.

Information collected includes:

  • IP Addresses
  • Type of computer or mobile device
  • Operating system version
  • Mobile device identifier
  • Browser type
  • Browser language
  • Referring and exiting pages, URLS
  • Platform type
  • Amount of clicks on a page
  • Domain names
  • Landing pages
  • Pages viewed and order of those pages
  • Amount of time spent on a page
  • Date you downloaded documents, visited a page, completed a form.

Targeting/Advertising

Google Remarketing

We use Google Remarketing to show adverts that may be of interest to you, based on how you have interacted with our website and where you arrived from, for example if you have visited the website before, downloaded a document, or visited from a referral website.

In order to control the information Google uses to show adverts, please note that you can control this activity in Google Ads settings. There are more ways to opt out of the way you share online behaviour, these are shared below. Please see “Opting Out of Third Party Vendors Tracking”.

Facebook Pixel

This pixel records information about the user’s browsing session, which it sends to Facebook, along with a hashed version of the Facebook ID and the URL viewed. The purpose is to understand the success of adverts on Facebook, run by Topodium Group. It also helps us understand how people are interacting with our business from Facebook. The information is then used to help Topodium Group and Facebook run more relevant and effective adverts.

The pixel (or piece of code) has been incorporated into each of our web pages. This piece of code provides a series of functions for transmitting specific events and user-defined data to Facebook. No personal information is collected or contained in the pixels and cookies, this is only website user behaviour. More information on Facebook business tool terms, and sharing a pixel can be found here: Facebook for business – improving transparency sharing facebook pixel.

Security

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

Our website may contain links to enable you to visit other websites of interest. However, once you have used these links you should note that we do not have any control over that website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites as they and are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

We hope you enjoy using our website. If you have any queries or require further information please contact us at: hello@topodiumgroup.com

Third Parties

Third parties used by Topodium Group:

Sendible WordStream Mailchimp Showpad Braze Constant Contact Sisense for Data Teams (Formerly Periscope) Notion

Making a Complaint

If you are not satisfied with the steps and processes we have taken, or believe we are not processing your data in accordance with the law, you can complain to the Information Commissioner’s Office.

www.ico.org.uk/concerns/
ICO helpline: 0303 123 1113