Facet5 Privacy Notice

This information has been produced to help you understand everything you need to know about the way Facet5 collects, uses, and shares personal data, what your legal rights are and how to exercise them.

We hope you’ll take some time to read this document; we’ve tried to keep it all as simple as possible and to avoid jargon, and we’ll make our best efforts to keep you informed if there are any changes to the way we process your personal data in the future.
Facet5 takes its responsibility for protecting your data very seriously and we do advise you get to know our practices.
The terms “we”, “us”, “our” and “Facet5” refer to: Facet5™ Limited. When you use our service or product, you consent to the collection, use, and disclosure of data about you as described in this Privacy Policy.

Facet5 are committed to safeguarding the privacy of our clients, website visitors and service users. If you are providing personal information about, or on behalf of, another person, you must make sure that you tell them what you are providing to us, why you are providing it and make them aware of this Notice. Please do not provide any personal information to us unless you have the right to do so.

Throughout this document we refer to Data Protection Legislation this means the Data Protection Act 2018 (DPA2018), United Kingdom General Data Protection Regulation (UK GDPR), the Privacy and Electronic Communications (EC Directive) Regulations 2003 and any legislation implemented in connection with the aforementioned legislation. Where data is processed by a controller or processor established in the European Union or comprises the data of people in the European Union, it also includes the EU General Data Protection Regulation (EU GDPR). This includes any replacement legislation coming into effect from time to time.

About Facet5.

We are Facet5 Ltd, with its registered office at 29 Harbour Exchange Square, London, E14 9GE, and company registration number 08659593. Facet5’s operational headquarters in Cambridgeshire, United Kingdom.

We are registered with the Information Commissioner’s Office (the ICO) with registration number ZA065026.

Personal data collected and how we use it.

We collect personal data from you when you access our products and/or services and that we know we will genuinely use in accordance with the Data Protection Legislation.

Updating information.

Please let us know if the personal information that we hold about you needs to be corrected or updated, including if you are Accredited and change employer as we will need to keep you updated with Accreditation News.

What categories and types of information we collect.

We collect, transmit and store various categories of your personal data in connection with the Service provided by Facet5™. The type of personal information that we will collect on you, and you voluntarily provide to us, may include some or all the following:

The Facet5 personality questionnaire

Facet5 does not collect biometric information or sensitive personal information other than the above.

Anyone completing a Facet5 questionnaire will be asked for consent to process.

Other kinds of business data we may collect include:

Data hosting and storage

The hosting and storage facilities are situated within the European Union with our primary facility based in Carlow, Republic of Ireland (EU) and Dublin, the Republic of Ireland.

Facet5 will not transfer your personal data to any country other than those that have been granted an adequacy decision under the General Data Protection Regulation.

We may however share your personal data with third-party organisations who then transfer the data. We shall take all reasonable measures to ensure those third parties are also compliant with data protection law.

Legal obligations

Facet5 uses personal data firstly to fulfil any contractual obligations that exist between us and yourself. Where we request personal data be provided to enter into, or meet the terms of any such contract, you will be required to provide the relevant personal data, or we will not be able to deliver the goods or services you want. In such cases the lawful basis of us processing the personal data is that it is necessary for the performance of a contract.

We are required by law to process personal data for purposes relating to our legal obligations, these include:

• To provide for our financial commitments, or to relevant financial authorities.
• To comply with regulatory requirements and any self-regulatory schemes.
• To carry out required business operations and due diligence.
• To cooperate with relevant authorities for reporting criminal activity, or to detect and prevent fraud.
• To investigate any insurance claims, claims of any kind of harassment or of discrimination, or any other claim whereby the organisation may have to defend itself.

Consent

Facet5 may process Personal Data for the following purposes where it has received consent to do so:

• To receive marketing communications.

You may withdraw your consent for us to process your personal data for these purposes at any time; after a withdrawal of consent request is received, we may have to contact you to verify the request.

Withdrawing your consent for us to process your personal data will not affect the lawfulness of the processing beforehand.

Personal data of children

Facet5 does not knowingly collect or share personal information from individuals under 18.

If you are under 18, do not use or provide any information, do not register with us, do not use any of the interactive or comment features of our websites, or provide any information about yourself to us, including your name, address, telephone number, email address, or any screen name or username you may use. Should an individual whom we know to be under the age of 18, send personal information to us, we will delete or destroy such information as soon as reasonably possible. If you believe we might have this type of information, please contact us.

Legitimate interests

Facet5 may process Personal Data for any of the following purposes, which are considered to be within our legitimate business interests:

• To provide goods and services where it has been requested.
• To inform people of goods and services we provide or offers that may interest them.
• To send notification on subjects to individuals who have asked to be kept informed.
• To invite people to participate in research in fields and disciplines they are interested in.
• To improve the quality of the services we offer, and to better understand customers’ needs by requesting feedback, or reviews of the services provided, or sending survey forms.
• To send notifications of any changes to the goods and/or services provided that may affect people.
• To facilitate the completion of research initiatives.
• To enhance the security measures in place that protect data we are responsible for.
• To protect the organisations assets.

Where does Facet5 obtain personal data from?

We will collect personal data directly from you in various ways. This could include when you complete an online form or if you provide the data directly to a representative of Facet5.

We may also gather personal data by any of the following methods:

• From technical functionality that gathers data automatically from computer equipment when people visit our online platforms

Where will Facet5 store your Personal Data?

Our servers are located in the Republic of Ireland Carlow is the main server with a backup server in Dublin within the European Union.

Facet5 will not transfer your personal data to any country other than those that have been granted an adequacy decision under the General Data Protection Regulation.

We take all reasonable measures to ensure any third parties used by Facet5 are also compliant with data protection law.

How long will Facet5 keep your Personal Data?

We will keep your personal data only for as long as required to achieve the purposes for which it was collected, in line with this privacy notice.

The following criteria are what determine the period for which we will keep your personal data:

• Until we are no longer required to do so to comply with regulatory requirements or financial obligations.
• Until we are no longer required to do so by any law, we are subject to.
• Until all purposes for which the data was originally gathered have become irrelevant or obsolete.
• Until it has been requested that we no longer process the data and that it is to be erased (unless for legal reason we are required to keep this data)

Your Rights, Our Responsibility

At Facet5 we take your rights seriously and will always conduct ourselves in a way that is considerate of our responsibility to serve your legal rights.

Your right of access, objection, restriction of processing, correction, erasure, and portability.

You can make a request to access, object, restrict, correct, erase, or transfer any of your personal information. You also have the right to withdraw your consent when we process your personal information based on your consent. We will make every effort to respond to requests of this type immediately.

Note: once data has been removed/deleted you will no longer be able to access your Facet5 personal data and/or information provided to Facet, this includes any previously purchased Facet5 reports.

Your right to opt-out from direct marketing.

You have the right to opt-out from receiving marketing materials from us by following the opt-out instructions in our commercial emails, by contacting us, or by adjusting your preferences under your profile details on the website. Please note that we reserve the right to send you other communications, including transactional emails, service announcements and administrative messages relating to your Facet5 account, without offering you the opportunity to opt out of receiving them.

Your right to complain.

We will always try to maintain the highest standards and encourage the confidence our customers have in us as an organisation. To achieve this, we request that any complaints be first brought to our attention in order for us to fully investigate matters. However, if you would like to complain about Facet5 to a regulatory body, you may do so by contacting the supervisory authority in the member state of your habitual residence, place of work, or place of the alleged infringement your local data protection supervisory authority.

International Transfers

Your personal information will be processed in the United Kingdom and stored in Republic of Ireland. We ensure that your personal information is encrypted in transit and offers an adequate level of protection and security, and, if required, standard contractual clauses or an alternative mechanism for the transfer of data as approved by the European Commission (Art. 46 GDPR) or other applicable regulators or legislators. Where required by applicable law, we will only share, transfer or store your personal information outside of your jurisdiction with your prior consent.

Third party websites and social media

Our website may include hyperlinks to, and details of, third party websites or social media links. We have no control over, and are not responsible for, the privacy policies and practices of third parties.

Giving your reviews and sharing your thoughts

When using our websites, you may be able to share information through social networks like Facebook and ’X’. For example, when you ‘like’, ‘share’ or review our Services your personal information may be visible to the providers of those social networks and/or their other users. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts, so you are comfortable with how your information is used and shared on them.

Security

We have implemented appropriate administrative, technical, and physical security procedures to help protect your personal information.

For example, only authorised employees are permitted to access personal data, and they may only do so for permitted business functions. Our security and privacy policies are periodically reviewed and enhanced as necessary. In addition, we use encryption when transmitting your personal information between your system and ours, and we employ firewalls and intrusion detection systems to help prevent unauthorised persons from gaining access to your non-public information.

Please bear in mind that submission of information over the Internet is never entirely secure. We cannot guarantee the security of information you submit via the website while it is in transit over the Internet, and any such submission is at your own risk.

What happens if our business changes hands?

Should Facet5 sell and/or the transfer control of all or part of our business, any personal data that you have provided will, where it is relevant to any part of our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the purposes for which it was originally collected by us.

Changes to this Privacy Policy

This Privacy Policy is current as of the last updated date set forth in the footer. Facet5 may, in its sole and absolute discretion, update this Privacy Policy from time to time. Facet5 will post its updated Privacy Policy to the website. You acknowledge that your continued use of the Site and/or continued provision of personal information to Facet5 after we publish an updated Privacy Policy will be considered acceptance of any changes to this Privacy Policy. We encourage you to periodically review this Privacy Policy for any changes. You can see when this Privacy Policy was last updated by checking the “Effective From” date displayed at the top of this Privacy Policy.

If there’s anything here you don’t understand, or if you want to ask any questions, please feel free to contact us at support@facet5global.com

How to contact us

If you would like to exercise one of your rights as set out above, or you have a question or a complaint about this policy, the way your personal information is processed, please contact us by one of the following means:

By email:
support@facet5global.com

By post:
Facet5 Ltd
Mill Yard Offices
Childerley Estates
St Neots Road
Dry Drayton
Cambridgeshire
CB253 8BA

Facet5’s EU Representative
Ametros Ltd
Unit 3D
North Point House
North Point Business Park
New Mallow Road
Cork
Ireland

Phone: +44 (0) 330 223 6630

email: eurep@facet5global.com

Facet5 UK Representative
Ametros Group Ltd
Lakeside Offices, Thorn Business Park
Rotherwas Industrial Estate
Hereford
Herefordshire
England
HR2 6JT
gdpr@ametrosgroup.com
www.ametrosgroup.com

This Policy was last updated on May 2024