Updated March 2020
Erudus Ltd is fully committed to compliance with the requirements of the Data Protection Act 2018 and all other data protection legislation currently in force. The Regulation applies to anyone processing personal data and sets out principles which should be followed and gives rights to those whose data is being processed.
This privacy notice tells you what to expect us to do with your personal information when you make contact with us or use our services.
In this Privacy Notice we’ll tell you:
- why we are able to process your information;
- what purpose we are processing it for;
- whether you have to provide it to us;
- how long we store it for;
- whether there are other recipients of your personal information;
- whether we intend to transfer it to another country; and
- whether we do automated decision-making or profiling.
Erudus takes its responsibilities seriously and adheres to the Data Protection Principles as listed below.
When processing data we will ensure that it is:
- processed lawfully, fairly and in a transparent way
- processed only for the purpose that the data was collected for
- limited to what is necessary
- accurate and kept up to date
- kept for no longer than is necessary
- kept safe and secure
- only shared with other Organisations who can demonstrate compliance with the regulations
Our contact details
There are many ways you can contact us, including via our contact us page on our website, post, email or telephone as follows:
Name: Erudus Ltd
Postal Address: Erudus Limited, Panther House, Asama Court, Newcastle Business Park, Newcastle Upon Tyne, NE4 7YD
Telephone: 0333 1218999
Collecting and processing your personal data
How we collect your data and the type of information we collect
Erudus is primarily a Data Controller. We collect the following information from you directly or in some instances, via your employer:
- personal data such as your name and contact details (address, email address, telephone number)
- other personal identifiers such as IP Addresses, information about your internet connection, the equipment you use to access the website and usage details
- Payment details
- CV and employment applications
When you and/ or your employer inputs data to the Erudus system in order to set you up as a user, you will be asked to agree to our ‘Software Services Agreement Term Sheet’ and/ or the ‘End User License Agreement’. This Privacy Notice and our Cookies Notice should be read in conjunction with these agreements.
Cookies and usage data
We also collect (or rely on others who collect) information about your device where you have not engaged with our Services (e.g., ad ID, IP address, operating system and browser information) so we can provide you with relevant ads and better understand their effectiveness. You can opt out from our use of data from cookies and similar technologies that track your behavior on the sites of others for ad targeting and other ad-related purposes.
For full details, please refer to our cookie notice.
The purpose for collecting and processing your data
The data we collect and process is for one or more of the following reasons:
- When you use our website or to enquire about our services via our website, telephone, email, Live Chat or by other means
- Use of the selected services in the Erudus system
- Where you opt into our marketing mailing services. You can opt out of this at any time by either selecting the unsubscribe link shown on any marketing emails or by contacting us directly.
- To notify you of any enhancements or updates to the system
- To redirect you to our payment providers to take payment from you (Stripe or GoCardless)
- Deliver website or internet content or online advertising to you
- To comply with any legal obligations
- To manage our business
- To personalise the service and content based on your usage activity
- Perform the terms of our contract with you
Your data will not be used for automated decision-making or profiling other when used for analytical purposes. In such situations, the data is anonymised meaning you cannot be identified through this means.
Lawful bases for processing
In most cases, the lawful bases or reason(s) for processing your information is:
- Contract - Where you send a query via our website requesting information about our products and services to help you decide whether to enter into a contract with us
- Consent – To send you marketing about our products and services
- Our legitimate interests – to enable us to administer our website and systems
- Meet our legal obligations – whereby we may keep records as required to and for a period of time as set out in law.
How we store your information, where and for how long
We are committed to ensuring that your data is secure. As such we have put in place appropriate technical and organisational measures to safeguard it, including the use of user logins and passwords to the Erudus.com platform, secure cloud-based data storage, encryption, anti-virus software and frequent network vulnerability scanning.
All data entered into our website by you is encrypted and securely stored in our systems and retained only for the for the duration required to fulfil the request.
All data entered into the Erudus.com platform is stored for the duration of your contract with us and in an encrypted format in our secure, cloud based data storage.
Once your contract and therefore access to the system has ceased, personal data relating to you will be erased. Some data however may be used for analytical purposes, this will be anonymised and as such will not identify you in any way.
Third parties we share your data with
We use third party organisations to provide elements of our services to you, on our behalf. We have contracts in place with these organisations which means that they cannot do anything with your personal information unless we have instructed them to do so. They will hold it securely for the purposes of and retain it for the period we instruct. We share data with. The organisations we share data with are:
- Other third party websites or content providers. Our website and the Erudus.com platform may also contain links to third-party websites or content services such as social media providers, Google Ads, You Tube and Vimeo.
- Financial information. To take payment for our services we use the services of Go Cardless and Stripe.
- IT and other software providers. To enable us to collect and process data for our marketing purposes (based on your consent) and when responding to your online queries.
We will not share your information with any third parties for the purpose of them marketing their or another entities services directly to you.
Data Subject Rights
Your data protection rights
Under current legislation, you have the following rights:
- Your right of access - You have the right to ask us for copies of your personal information.
- Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
- Your right to object to processing - You have the the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. However, should your request be deemed as excessive we may levy a charge for this.
Please contact us at: firstname.lastname@example.org if you wish to make a request.
How to complain
Should you not be entirely satisfied with any aspect of how we have used your data, you can also complain to the ICO at the following address:
Information Commissioner’s Office
Helpline number: 0303 123 1113