Onteigo's Privacy Notice

Last updated: September 2024

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At Onteigo we strive to seamlessly integrate into your business to ensure full data protection compliance and adapt to your evolving needs. With our commitment to providing continual, uncapped support and transparent, no-hidden-fee services, we prioritise safeguarding your data and supporting your growth every step of the way.

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We are big on trust, so we aim to be fully transparent about how we collect and use your personal data. This notice applies whenever we determine the purposes and methods of processing personal data, (where we act as a Data Controller under data protection law).  This Privacy Notice is designed to help you understand the information we collect, the reasons behind our data collection, and how you can update, manage, export, or delete your information.

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The different ways we process personal data

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1) When you request more information or book a call via our website

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What personal data do we collect, why do we collect it, and what legal basis do we rely on?

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When you reach out for more info or book a call through our website, we'll grab some basic details to follow up with you. We'll ask for your first name, last name, email address, phone number, company name, and a bit about how we can help. We collect this info because it’s important for our business to grow and connect with you. The legal basis we rely on is Article 6(1)(f) of the GDPR (Legitimate Interest) and Article 6(1)(b) of the GDPR (Contract).

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Where do we store it?

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We use customer analytics platforms to collect data and transfer it to our Customer Relationship Management (CRM) system. Our go-to tools include standard apps like email, word processing, and other cloud-based office software. Most of our data hangs out in the UK and EEA, including our CRM and office apps.

If we ever need to move data to a third country like the US, we make sure it's secure by using Standard Contractual Clauses and the UK Addendum.

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How long do you keep my data for?

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We hold onto your personal data according to our retention schedule and business needs. If you decide to unsubscribe, we’ll remove your data from our systems but keep your email on a restricted unsubscribe list to make sure you don’t get any more emails from us.

 

2) When you refer someone via the referral webform or on our website

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What personal data do we collect, why do we collect it, and what legal basis do we rely on?

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When you fill out our referral form, we'll gather some basic info about you and your company (if applicable), along with the contact details of the person or company you’re referring to us. We'll ask for your full name, email address, phone number, and company name. For the person you’re referring, we’ll collect their company name, individual’s name, phone number, email address, and a brief description of their business.

We collect this info because it’s important for us to grow our business. The legal basis we rely on is Article 6(1)(f) of the GDPR (Legitimate Interest).

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Where do we store it?

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We use Google Sheets to collect and store information for our referral schemes, and sometimes this data makes its way to our Customer Relationship Management (CRM) platform. We also use standard cloud-based apps like email, word processing, and other office software to process data.

Most of our data is stored in the UK and the European Economic Area (EEA), including our CRM and office apps.

If any data needs to be transferred to a third country, like the United States, we make sure it’s secure by using Standard Contractual Clauses and the UK Addendum.

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How long do you keep my data for?

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We hold onto personal data based on our legitimate interests, following our retention schedule and business needs. Data collected for our referral schemes is kept only as long as needed to achieve the purposes for which it was collected.

 

3) When you become a client

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What personal data do we collect, why do we collect it, and what legal basis do we rely on?

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When you become a client, we'll gather the names, contact details, and emails of key people, along with your company and financial info. This helps us provide the best service to you and your organisation.

We process this data based on Article 6(1)(f) of the GDPR (Legitimate Interests) and Article 6(1)(b) of the GDPR (Contract).

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Where do we store it?

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To keep things running smoothly, we use cloud-based tools for communication and collaboration. This includes standard apps like email, word processing, and other office software. We also use a Customer Relationship Management (CRM) platform. We’ll also ask you to sign contracts via a cloud app and handle payments through a secure finance platform.

Sometimes, we might record calls or take notes during meetings to help with product development and training.

Most of our data is stored in the UK and EEA, including our CRM, financial, and office software. If any data needs to be transferred to a third country, like the US, we use Standard Contractual Clauses and the UK Addendum (when needed) to keep your data secure.

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How long do you keep my data for?

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We will retain your personal data for the duration of your time as a customer and for 12 months after you leave, based on our business requirements.

Financial data will be kept for a minimum of 6 years, in compliance with UK law.

 

4) When you subscribe to our newsletter

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What personal data do we collect, why do we collect it, and what legal basis do we rely on?

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When you join our newsletter, we collect your name and email so we can stay connected. We do this with your consent, following Article 6(1)(a) of the GDPR.

If you ever want to take a break, just click the unsubscribe link at the bottom of our emails, or reach out to us directly—no hard feelings!

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Where do we store it?

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We use  Wix to store this information - here’s a *link* to their privacy policy. Their data is kept in the Republic of Ireland (EEA).

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How long do you keep my data for?

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We hang on to your personal data for 2 years, then we'll check in to see if you still want to hear from us. If not, we'll remove your info from our email list. And of course, you can hit unsubscribe anytime to opt out.

 

Your Rights

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The right to be informed

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You have the right to be informed about the collection and use of your personal data, the purposes for processing, retention periods for that personal data and who it will be shared with.

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The right of access

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You have the right to ask us for copies of the data we hold about you.

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The right to object

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You have the right to ask us to stop processing your personal information in some circumstances, such as when we are relying on our own (or someone else’s) legitimate interests to process your personal information, when we are processing your personal information for direct marketing or when we are processing your personal information for research.

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The right to rectification

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You have the right to ask us to rectify the personal information you think is inaccurate or to complete information you think is incomplete.

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The right to erasure

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You have the right to ask us to erase your personal information, in some circumstances.

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The right to restrict processing

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You have the right to ask us to restrict the processing of your personal information for a duration of time, in some circumstances.

 

The right to data portability

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You have the right to ask that we transfer the personal information you gave us to another organisation, or to someone else, in some circumstances.

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Making a request

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You don't have to pay anything in order to exercise your rights.

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Please contact us at hayden@onteigo.com, 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ, if you wish to make a request under your rights. We have a calendar month to get back to you with a response. Please ensure to check your junk/spam folders as our responses can sometimes end up there.

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How you can complain

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If you have any concerns about our use of your personal information, please let us know by writing to us at hayden@onteigo.com

If you are dissatisfied with our response or how we have handled your data, you can file a complaint with the Information Commissioner's Office (ICO)

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Please find the ICO’s details below:

ICO Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Helpline number: 0303 123 1113

ICO Website: https://www.ico.org.uk