Rein4ce Ltd Privacy Policy
This privacy policy governs the collection, storage and the use of personal information collected by us, Rein4ce Ltd. It provides details about the personal information that we collect from you, how we use your personal information and your rights regarding the personal information that we hold about you.
It also applies to information we collect via our website ( www.rein4ce.co.uk ). Please read this privacy policy carefully – by using our services, you confirm that you have read, understood and agree to this privacy policy in its entirety.
The contact details of the individual responsible for UK GDPR is Mairi Mallon
Rein4ce Ltd
hello@rein4ce.co.uk
+44 (0)203 131 2474
Who is Rein4ce Ltd?
Rein4ce Ltd is a public relations, social media experts and crisis communications business. It is a ‘data controller’ and a ‘data processor’ in respect of the personal information that it collects and stores from third parties including clients, business contacts, media representatives and suppliers. (“Data Subjects”).
What personal information do we collect and how do we collect it?
We collect personal data including name, email addresses, phone numbers and job titles.
We may also collect photographs of data subjects for use in press releases or clients’ marketing materials.
We may also automatically collect certain information about your equipment, browsing actions and patterns as you navigate our website, including:
- Details of your visits to our website, including traffic data, location data and information about the resources that you access and use on the website.
- Information about your operating system and browser type; this is statistical data about browsing actions and patterns and does not identify any individual.
- We may ask you to provide information by filling in forms on our website. This includes information provided to subscribe to receive periodic updates via email, or to request further services. We may also ask you for information when you report a problem with our website.
- If you contact us, we may keep a record of that correspondence.
- We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.
- We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. A cookie is a small piece of data that a website can send to your computer’s browser so that this computer will be recognised by the site on your return. cookies allow our web server to recognise your computer on connection to our website, enabling us to provide a better browsing experience. In addition, cookies may also be used by us to help gather statistics about the use of this website, such as most visited pages, time spent by users on each page, site performance, etc. By collecting and using such data, we hope to improve the quality of our website.
- We may request further information from you from time to time following on from any contact you have made with us through our website.
We collect this personal information by several means including:
- Via our website including e-mail, text and other electronic messages between Data Subjects and the website
- By receiving business cards during meetings
- By receiving Data Subjects’ names and email addresses to send them press releases
- Identifying bylines in papers, online sites and magazines
- By communicating with Data Subjects when we are aware of changes in the industry
- By following Data Subjects when they update their status on various social media platforms.
What is the purpose of collecting the personal data as well as the legal basis for the processing?
We collect, store and handle the personal information of Data Subjects for our legitimate interest in serving media representatives who write about the companies we represent. Media representatives will also often need to communicate with us when researching articles. Likewise, we keep them informed of corporate news via telephone, emails and press releases / updates.
- We only collect personal data that we need to provide our services. We believe in and carry out a policy of data minimisation. Rein4ce Ltd holds no sensitive data of our Data Subjects (e.g. religious views, health history or criminal records).
- We (or third-party data processors acting on our behalf e.g. Microsoft Outlook, Xero, Capsule CRM) collect, store and use the personal information listed above for the following purposes:
- to provide our clients with services that they request such as sending press releases
- to communicate with client credit control personnel
- For invitations to meet company staff or for our annual client party
- If we are working with another entity on a press release
- If we are helping to organise an event in the UK which will require personal details
- We may also handle personal information to keep our website secure and to ensure that our processes and procedures are as secure as possible.
Who are our clients?
Our clients include any businesses requiring our services within reinsurance, ILS, Insurtech and insurance.
What do we do with our Data Subjects’ data?
All the personal data that we handle is processed in the UK and this information is located on secure servers within the UK. We do not carry out any automated decision making which is likely to have a legal or similar effect on our Data Subjects. All our staff are aware of our data protection policies.
Identifiable personal data of Data Subjects is restricted to Rein4ce Ltd staff members and available on a need-to-know basis. We take appropriate technical and organisational measures to safeguard the personal information that Data Subjects provide to us but no transit over the internet can ever be guaranteed so we cannot guarantee the security of any information that is transferred over the internet.
How we share Data Subjects’ personal information and who we share it with
We may disclose information under the following circumstances:
- To fulfil the purpose for which you provide it.
- Compliance with laws and legal proceedings: When we respond to court orders, or legal process, or to establish or exercise our legal rights or defend against legal claims. When we believe in our sole discretion it is necessary to share information in order to investigate, prevent or take actions against illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of our terms of use, or as otherwise required by law.
- Merger or acquisition: When we need to transfer information about our Data Subjects if we are acquired by or merged with another company. If we are involved in a merger, acquisition, or sale of all or a portion of our assets, the Data Subjects will be notified afterwards via e-mail and/or a prominent notice on our website of any change in ownership or uses of Data Subjects’ personal information, as well as any choices they may have regarding their personal information.
How long do we keep the data?
We will retain our Data Subjects’ data for as long as it remains accurate, up to date or until Data Subjects ask us to delete it.
What are our Data Subjects’ rights in relation to the personal information that we hold?
Data Subjects have the following rights:
- to ask us to provide them with copies of personal information that we hold about them at any time;
- to ask us to update or correct any out of date or incorrect personal information that we hold about them (in accordance with applicable data protection legislation);
- where we are handling their personal information to perform a contract between us – e.g. clients, to request that we send the client (or another data controller) the Data Subjects’ personal information in a structured, commonly used and machine-readable format (in accordance with applicable data protection laws)
To exercise any of these rights, please write to us (either by post or e-mail) at the address specified below.
If you, as a Data Subject, object to our processing of your personal information for certain purposes or you want us to stop using or to delete your personal information, you can contact us and tell us why. In certain circumstances we may not be able to stop using your personal information but, if that is the case, we’ll let you know and tell you why.
By accessing or using our website it has been deemed you have agreed to this privacy policy. Your continued use of the website after we make changes is deemed to be acceptance of those changes, so please check the policy periodically for updates.
If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated. Please contact us at hello@rein4ce.co.uk
If you are not satisfied with our response or believe we are not processing your personal information accordance with the law you can complain to the Information Commissioner’s Office https://ico.org.uk/ or seek a remedy through local courts if you believe your rights have been breached.
This privacy policy was last updated on 17 May 2024.
Rein4ce Ltd
Dawson House
5 Jewry Street
London
EC3N 2EX