GDPR, Convene and you.
At Convene we take data security and compliance seriously.
GDPR will take effect on May 25th 2018, but there is no harm in starting early.
What does GDPR mean for you as a visitor, subscriber or a potential customer of Convene?
- You will have to give your permission to receive marketing information from companies and for them to store your contact details.
- This means you have to tick a box when you sign up that lets us know that you consent. If you do not see this box, you will most probably get an email to confirm your consent.
- The exception to this rule is when you ask us for a quote, or sign up for a trial, or schedule a demo or download certain content (as some content will be emailed to you). Consent to communication is implied as it is for a business to business purpose and there is no other way to send you the information or the content.
- You have the right to know what data a company has on you and what they share.
- At Convene we normally keep your name, company name, company email, company phone number and company address on file and will not share your information with anyone outside our company. We believe that this is adequate and relevant to our business and customer service and is compliant under GDPR's clause for 'Legitimate Interest'.
- You can withdraw consent easily and without any penalty.
- You can unsubscribe from our emails any time. There is always a link at the bottom of all marketing emails.
- If you receive one of our emails and can’t locate the ‘unsubscribe’ button, simply reply to the email with the word ‘unsubscribe’ and we’ll do it manually.
- When you withdraw consent for us to send you marketing materials, we will presume that you want no further contact from us and will delete your information from our system.
- As of March 2018, it may take up to 15 working days for us to remove your details from our system completely if you have clicked on the ‘unsubscribe’ button. This is because most CRM systems keep unsubscribe details on file and we have to manually remove them from our database. Until there is an automated way of doing this, we cannot guarantee immediate removal of your details, but will update the process as soon as we can.
- You can exercise your ‘right to be forgotten’ by emailing us at firstname.lastname@example.org. Please include that you want your data removed immediately and we will do so by the next working day. If not, it will be subject to the 15 working days period, but you will not receive further communication from us.
- There is no penalty for choosing to unsubscribe or to block cookies from our website. If you want to re-subscribe to our blog or newsletters, you can do so any time.
- What kind of marketing information will you receive?
- Emails containing links to infographics, case studies, interesting blog posts and offers.
- What if you simply want to update your data?
- If you are changing jobs, or your company has changed name or you have new email address set up and want to stay in touch, just fill in one of the forms again on our website (either after you’ve erased cookies or in private mode or even on your new work computer) and your data will be updated automatically.
- We will inform you about any data breaches.
- So far, we haven’t had any but in the event that we do we will inform all those in our database via email within 24 hours.
- Legitimate Interest
- If your company is a client of Convene, it is within our legitimate interest to contact you about the product and for support reasons.
- If you have signed up to get more information about Convene or have downloaded something from our website, but not ticked of the box consenting to get emails from us, it is within our legitimate interests to email you with the information you have requested or a link to your downloaded file.
- If you have received an email from us have not signed up for this service, we may have researched your business email address based on our clients in your sector, which is also within our legitimate business interests (as many of our clients were first contacted this way) and does not violate your personal data rights as a company email is 'owned' by a company. You can exercise your right to forgotten at any time.
Other Privacy Policies and Website Cookie Information
Do we use 'cookies'?
You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser settings. Since each browser is a little different, look at your browser's Help Menu to learn the correct way to modify your cookies.
If you turn cookies off, some of the features that make your site experience more efficient may not function properly.
If you want to withdraw consent after accepting cookies, you can delete _hstc, _hubspotuk and _hssc cookies from your browser or clear all cookies from this site.
What Cookies do we use?
In the office, we are more ‘biscuit’ people. However as our website is hosted on Hubspot we use the following cookies:
The main cookie for tracking visitors. It contains: the domain, utk (see below), initial timestamp (first visit), last timestamp (last visit), current timestamp (this visit), and session number (increments for each subsequent session)
(Expires: 2 years)
This cookie is used for to keep track of a visitor's identity. This cookie is passed to HubSpot on form submission and used when deduplicating contacts.
(Expires: 10 years)
Cookie for keeping track of sessions. This is used to determine if we should increment the session number and timestamps in the __hstc cookie. It contains: the domain, viewCount (increments each pageView in a session), session start timestamp.
(Expires: 30 min)
Whenever HubSpot changes the session cookie, this cookie is also set. We set it simply to the value "1", and use it to determine if the user has restarted their browser. If this cookie does not exist when we manage cookies, we assume it is a new session.
(Expires: None. Session cookie)
(Expires: 2 years)
This cookie can be set to prevent the tracking code from sending any information to HubSpot. Setting this cookie is different from opting out of cookies, which still allows anonymized information to be sent to HubSpot.
(Expires: 2 years)
This cookie used to test whether the visitor has support for cookies enabled.
(Expires: Session cookie)
This cookie used to keep track of page views in a session.
(Expires: Session cookie)
This cookie is associated with sites using CloudFlare, used to speed up page load times. According to CloudFlare it is used to override any security restrictions based on the IP address the visitor is coming from. It does not contain any user identification information.
Google Analytics Cookies
We use Google Analytics to collect information about how you use azeusconvene.co.uk. We do this to help make sure the site is meeting the needs of its users and to help us make improvements.
Google Analytics stores information about:
- the pages you visit
- how long you spend on each page
- how you got to the site
- what you click on while you’re viewing the site
We don’t collect or store your personal information (for example your home address) so this information can’t be used to identify who you are. Please note that we will have information related to your business or place of work, which is GDPR compliant as GDPR was set up to protect individual privacy rights. Please see item 2.i in our GDPR statement.
We don’t allow Google to use or share our analytics data.
_ga 2 years This cookie is used to distinguish unique users by assigning a randomly generated number as a client identifier. Note: This process cannot be reversed, and therefore your personal information is safe.
_gid 24 hours Used to store and update a unique value for each page visited.
_gat 1 minute Used to managed the request rate.
How to opt-out of Google Analytics Cookies
Third Party Cookies
If you have opted in for cookies from social media sites, such as LinkedIn, Twitter or Facebook, some cookies will be stored on your browser from them when you visit our website or indeed other websites. You will have to opt out of these separately as these cookies are linked to your personal accounts on the aforementioned social media sites.
Note: with Google Analytics cookies, we will know when someone has visited our site via a social media post or our social media page. We are not be able to identify this person from the data gathered.
Here is a list of possible Third Party Cookies that can be dropped during your visit and what you can do about them: