Privacy Policy

Introduction

Multiple Agency (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal data. This Privacy and Cookies Policy provides information about how we look after your personal data when you visit our website at www.multipleagency.com (the “Website”) and tells you about your privacy rights and how to exercise these rights. Please read this Privacy and Cookies Policy carefully to understand our practices regarding your personal data.

Purpose of this privacy and cookies policy

This Privacy and Cookies Policy aims to give you information on how the Miroma Group collects and processes your personal data through your use of the Website.

The Website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this Privacy and Cookies Policy together with any other related policies we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Privacy and Cookies Policy supplements other notices and privacy policies, where applicable, and is not intended to override them.

Data Controller

This Privacy and Cookies Policy is made on behalf of the Miroma Group. For the purposes of the Website and the Privacy and Cookies Policy, the Miroma Group includes the following companies together:

Fold 7 Limited, company number: 04001759;
Hyperactive London Limited, company number: 10305575;
Miroma International Limited trading as Miroma Outcomes, company number: 04462686;
New Stance Limited, company number: 10886931;
The Contented Digital Media Company Limited, company number: 08333466;
Twelve A.M. Media Limited, company number: 10350204;
Way to Blue Ltd, company number: 03872642; and

Attentive, operating as a separate trading arm of Miroma International Limited. Please refer to clause 21 for further related terms. The above companies are joint controllers and are jointly responsible for the Website and the processing of your personal data. If you have any questions or concerns regarding the Privacy and Cookies Policy, or to update or change your personal information, please contact us by email at legal@miroma.com. We will respond to you as soon as reasonably possible. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We keep our Privacy and Cookies Policy under regular review. If we make any substantial changes in the way we use your personal data, we will post a notice on the Website to inform you of the change.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-Party Links

This Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy policies. When you leave this Website, we encourage you to read the privacy and cookies policies of every other website you visit.

Data We Collect About You

When browsing the Website, our web server collects logs which may identify the IP address assigned to your device or internet service provider. We also use third party products, including Google Analytics, to collect information about how you view the Website, which may include your IP address. We may also collect and store other personal data from you, as detailed below.

Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect from you, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
• Identity Data includes first name, last name, title, date of birth and gender;
• Contact Data includes home address, email address and telephone number;
• Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, operating system and platform, and other technology on the devices you use to access the Website;
• Usage Data includes information about how you use the Website; and

We also collect, use and share aggregated data such as statistical or demographic data. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. However, if we combine or connect Aggregated Data with your personal data so that it can identify you, we treat the combined data as personal data which will be used in accordance with this Privacy and Cookies Policy.

We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you Fail to Provide Personal Data

In the event that we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.

How is Your Personal Data Collected?

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your Identity Data and Contact Data by filling in forms or by corresponding with us by phone, email or otherwise. This includes personal data you provide when you request marketing to be sent to you, give us feedback, apply for a job vacancy or otherwise contact us.

Automated technologies or interactions. As you interact with the Website, we will automatically collect Technical Data about your equipment and browsing actions. We collect this personal data by using cookies, server logs and other similar technologies. Please see the below section on our cookies policy for further details.

Third parties or publicly available sources. We may receive personal data about you from various third parties, such as Technical Data from analytics providers such as Google Analytics based outside the EU and Identity Data and Contact Data from publicly available sources such as Companies House.

How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

where we need to perform the contract we are about to enter into or have entered into with you; where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; and where we need to comply with a legal obligation. Generally, we do not rely on consent as a legal basis for processing your personal data.

Purposes For Which We Will Use Your Personal Data

We have set out below, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out below.

To manage our relationship with you, which may include notifying you about changes to our Terms or Privacy and Cookies Policy or contacting you in relation to an application for a job vacancy submitted through the Website.

To administer and protect our business and this Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

To use data analytics to improve the Website, marketing and functionality experiences.

Change of Purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to receive an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for a purpose unrelated to the purpose it was collected for, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosures of Your Personal Data

We may share your personal data with third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. We may also seek to acquire other businesses or merge with them. If a change such as this happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy and Cookies Policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International Transfers

We may share your personal data within the companies under the common ownership of the Miroma Group. This may involve transferring your data outside the European Economic Area (EEA). Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means and any other applicable legal requirements. In some circumstances you can ask us to delete your data; please see below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You can find out about these by visiting the ICO website at www.ico.org.uk. You have the right to:

Request access to your personal data: this is commonly known as a ‘data subject access request’. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data we hold about you: this enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data: this enables you to ask us to delete personal data where there is no good reason for us continuing to process it or where you have successfully exercised your right to object to our processing option where we may have processed your information unlawfully. Note, however, that we may not be able to comply with your request of erasure for specific legal reasons which will be notified to you at the time of your request.

Object to processing of your personal data: where we are relying on a legitimate interest (or those of a third party) and there is something about your specific situation which allows you to object to processing as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data; this enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party; we will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data; however, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. If you wish to exercise any of the rights set out above, please contact us.

No Fee Usually Required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

Cookies Policy

What are cookies? We may use information obtained from cookies or similar technology. Cookies are text files containing small amounts of information which we download onto your device when you visit the Website. The cookies save onto your device and track, save and store information about your interaction and usage of the Website. We can recognise these cookies on subsequent visits. Sometimes a cookie resides on your device for just the single time you’re visiting the Website; this is called a session cookie. Sometimes a cookie remains on your device until deleted or it expires automatically; this is called a persistent cookie. Both types of cookies are used on our Websites.

Why do we use cookies? There are different types of cookies that are used for different purposes and stored for different lengths of time. Generally, cookies are used for the operation and functionality of the Website and to allow it to remember your device and improve your experience while visiting the Website by providing more enhanced, personal features. You are able to control and disable cookies through your browser setting, or to set your device to alert you when websites set or access cookies. Please note, if you disable or refuse cookies, this may impact your experience of using the Website as some parts may become inaccessible or not function properly.

For more information on cookies, including how to see what cookies have been set and how to manage and block cookies, visit: http://www.aboutcookies.org.uk/

What We May Need From You

We may need to request specific information from you in order for us to confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time Limit to Respond

We try to respond to all legitimate requests within one month. Occasionally, it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.