Any questions, comments and requests regarding this Privacy Policy or the information that Azeus Convene holds about you should be addressed to dataprocessing@azeus.com.
 
Introduction

Azeus and its affiliated companies (“Azeus”, “we”, “us” or “our”) respect the privacy rights of our customers, users, website visitors and business partners and we recognize the importance of protecting and handling information collected about you in accordance with both the law and best practice.  This document (“Privacy Policy”) tells you how we use and disclose the personal information we collect via our services or when you otherwise interact with us.

Our Processing Activities

To find out more please go to the sections of this policy that are relevant to you (at Exhibit A):

  1. Visitors to our website
  2. Convene customers (Trial Users & Paid Customers)
  3. Business partners
  4. Job applicants
[fa icon="plus"] Security

We are committed to protecting the security of your personal information. We use a variety of security technologies and procedures to help protect your personal information from unauthorized access, use or disclosure.

While we take reasonable efforts to guard personal information we knowingly collect directly from you, no security system is impenetrable and due to the inherent nature of the Internet as an open global communications vehicle, we cannot guarantee that information, during transmission through the Internet or while stored on our systems or otherwise in our care, will be absolutely safe from intrusion by others, such as hackers. In addition, we cannot guarantee that any passively collected personal information you choose to include in documents you store on our systems are maintained at levels of protection to meet specific needs or obligations you may have relating to that information.

You may access your account information and our services only through the use of an individual username and password. To protect the confidentiality of personal information, you must keep your password confidential and not disclose it to any other person. Please advise us immediately if you believe your password has been misused. In addition, always logout and close your browser when you finish your session.

Our information security policy is supported by a number of security standards, processes and procedures and we store information in access-controlled premises or in electronic databases requiring logins and passwords. We require our third-party data storage providers to comply with appropriate information security industry standards. All partners and staff and third-party providers with access to confidential information are subject to confidentiality obligations.

[fa icon="plus"] Location of Processing

We may store and process personal information and content in the United States and other countries or cities which include but are not limited to the United Kingdom, Australia, Hong Kong, Singapore and the Philippines.

As part of a global group of companies, Azeus has affiliates and third-party service providers within as well as outside of the European Economic Area (the “EEA”) and the United Kingdom (UK).  We may transfer and disclose your personal information to our affiliates and third-party service providers for any of the purposes set out in this privacy policy.

As a result, your personal information may be transferred outside the country where you are located. This includes countries outside the European Economic Area (EEA), the UK and countries that do not have laws that provide specific protection for personal information. Where we collect your personal information within the EEA or the UK, transfer outside these locations will be only:

  • to a recipient in a jurisdiction approved by the European Commission (for personal information collected within the EEA) or approved by the UK-ICO (for personal information collected within the UK post-Brexit) as offering an adequate level of protection for personal data (including the U.S. for personal information transferred to organisations in the U.S under the EU-U.S. Privacy Shield) or
  • under an agreement which covers the EU requirements (for personal information collected within the EEA) or the UK requirements (for personal information collected within the UK post-Brexit) as the case may be, for the transfer of personal data to data processors or data controllers outside these locations.

We use resources and servers located in various countries around the world to process your personal information. Your personal information may also be transferred to third party service providers who process information on our behalf, including providers of IT and IT services such as website hosting and management, data back-up, security and storage services. Our third-party service providers may also use their own third parties (sub-processors). Our third-party service providers and their sub-processors are bound to maintain appropriate levels of security and confidentiality and to process personal information as instructed by us.

If you have any questions in relation to the transfer of your personal information outside the jurisdiction of origin please send an email to dataprocessing@azeus.com.
[fa icon="plus"] Sharing Information with Third Parties

We will share your personal information with third parties only in the ways that are described in this Privacy Policy. We do not sell your personal information to third parties.

We may also disclose your personal information to third parties where:

  • you have consented to us sharing your personal information in this way;
  • we are under a legal, regulatory or professional obligation to do so (for example, in order to comply with anti-money laundering requirements) or in order to enforce or to protect the rights and interests, property, or safety of Azeus, our clients or others;
  • if Azeus is involved in a merger, acquisition, or sale of all or a portion of its assets, or a bankruptcy proceeding, we may transfer your information to the acquiring company, you will be notified via email and/or a prominent notice on our website of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.
  • we may share aggregated or anonymized information with third parties that does not directly identify you.
[fa icon="plus"] Data Retention

We may retain your personal data for a period of time consistent with the original purpose of collection. We also may retain your personal data during the period of time needed for Azeus to pursue our legitimate business interests, conduct audits, comply with our legal obligations, resolve disputes, enforce our agreements, if deemed necessary.

[fa icon="plus"] Your Rights

You have a right of access to personal data held by us as a data controller.  We may charge for a request for access in accordance with applicable law.  We will aim to respond to any requests for information promptly, and in any event within the legally required time limits.

You have a right to have any inaccurate personal information corrected. When practically possible, once we are informed that any personal data processed by us is no longer accurate, we will make corrections (where appropriate) based on your updated information.

Where we process personal data based on consent, individuals have a right to withdraw consent at any time. 

You also have a right to erasure/deletion, to restrict or object to our processing of personal data and the right to data portability. 

If you wish to exercise any of these rights, please send an email to dataprocessing@azeus.com

In case you want to complain about our use of personal data, please send an email with the details of your complaint to dataprocessing@azeus.com. We will look into and respond to any complaints we receive.

[fa icon="plus"] Changes to this Privacy Policy

We will update this Privacy Policy when necessary to reflect customer feedback and changes in our services. When we post changes to this Privacy Policy, we will revise the “Posted” and “Effective” dates at the top of the Privacy Policy. If there are material changes to the statement or in how Azeus will use your personal information, we will notify you either by prominently posting a notice of such changes before they take effect or by directly sending you a notification. We encourage you to periodically review this Privacy Policy to learn how Azeus is protecting your information.

[fa icon="plus"] Contacting Us

Any questions, comments and requests regarding this Privacy Policy or the information that we hold about you should be addressed to dataprocessing@azeus.com .

You may also contact our EU/EEA and UK Representatives at the below addresses:

Convene Sociedad Limitada
Address: Calle Balmes, nú-mero 173, 4° 2a, 08006, Barcelona
Email: dataprocessing@azeus.com

 

Azeus UK Limited
Address: Azeus Convene, 2.014, 3 Waterhouse Square, 138-142 Holborn, London, EC1N 2SW
Email: dataprocessing@azeus.com

GDPR will take effect on May 25th 2018. Please note that if you haven't confirmed your opt-in by the 24th of May, we will unsubscribe you from our mailing list on the 24th of May at 23:00 British Summer Time. 

[fa icon="plus"] 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. 
[fa icon="plus"] 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 (if you have opted-in) and will not share your information with anyone outside our company. The legal basis for processing your information is that it is in our legitimate interest to ensure that you are provided with the best client services and visitor services we can offer.

If you think that your information is incorrect please contact us at dataprocessing@azeus.com.

[fa icon="plus"] You can withdraw consent easily and without any penalty.
  1. You can unsubscribe from our emails any time. There is always a link at the bottom of all marketing emails.
    1. 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.
  2. 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.
  3. As of May 2018, it may take up to 30 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.
  4. You can exercise your ‘right to be forgotten’ by emailing us at  dataprocessing@azeus.com. 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 30 working days period, but you will not receive further communication from us.
  5. 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.
[fa icon="plus"] What kind of marketing information will you receive?
Emails containing links to infographics, case studies, interesting blog posts and offers.
[fa icon="plus"] 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.

Do we use 'cookies'?

Yes. Cookies are small files that a site or its service provider transfers to your computer's hard drive through your Web browser (if you allow) that enables the site's or service provider's systems to recognise your browser and capture and remember certain information. They are also used to help us understand your preferences based on previous or current site activity, which enables us to provide you with improved services. We also use cookies to help us compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future.

We use cookies to: Compile aggregate data about site traffic and site interactions in order to offer better site experiences and tools in the future. We may also use trusted third-party services that track this information on our behalf, in such a case we will list them on this page.

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. 

[fa icon="plus"] Which 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:

__hstc
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)

hubspotutk
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)

__hssc
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)

__hssrc
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)

__hs_opt_out
This cookie is used by the opt-in privacy policy to remember not to ask the user to accept cookies again. This cookie is set when you give users the choice to opt out of cookies. 
(Expires: 2 years)

__hs_do_not_track
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)

__hs_testcookie
This cookie used to test whether the visitor has support for cookies enabled. 
(Expires: Session cookie)

hsPagesViewedThisSession
This cookie used to keep track of page views in a session.
(Expires: Session cookie)

__cfduid

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.

 

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.

[fa icon="plus"] 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

You can opt-out of having making your site activity available to Google Analytics by installing the Google Analytics opt-out browser add-on. The add-on prevents the Google Analytics JavaScript (ga.js, analytics.js, and dc.js) that is running on websites from sharing information with Google Analytics about visit activity.

[fa icon="plus"] 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:

https://www.linkedin.com/legal/cookie-table

https://www.linkedin.com/legal/cookie_policy

https://www.facebook.com/policies/cookies/

https://twitter.com/personalization

Our Clients