At Audere, privacy is important to us. In this Privacy Notice, you or your refers to anyone (a) visiting our websites at https://auderecommunications.com and https://www.csuitepodcast.com (Websites), (b) featured in our or our clients’ Contents, including any client personnel, and (c) featured in any of our Content.

Content means the image(s), video(s), podcast(s) or live webinar(s) and any other content we product for our Clients, whether ultimately owned by us or by the Client, including our c-suite podcast.

Client means the client (whether an individual or a company) for whom we agree to produce certain content in accordance with the terms of our contract with that client.

We respect your privacy and are committed to protecting your personal data. This Privacy Notice set out how we look after your personal data we collect from you, how we use it, who we share it with and how long we keep it for.

Our Websites are not intended for children and we do not knowingly collect data relating to children.

  1. Our Contact Details

Name: Audere Communications Limited

Registered Address: New Burlington House, 1075 Finchley Road, London, United Kingdom, NW11 0PU

E-mail: info@auderecommunications.com

  1. Purpose of this Privacy Notice

This Privacy Notice aims to give you information on how we collect and process your personal data (i) through your use of our Websites, including any data you may provide through our Websites when you contact us via the “contact us form”; (ii) when we provide our services to our Clients; and (iii) when you participate in one of our c-suite podcasts.

  1. Data Controller

We act as a data controller, which means we are responsible for deciding how and why we hold and use your Personal Data.

  1. The Data we collect about you

Personal data, or personal information, 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). It is important that the Personal Data we hold is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

We may collect, use, store and transfer different kinds of Personal Data, which we have grouped together as follows:

Identity Data first name, last name
Contact Data email address and telephone numbers.
Technical Data internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access or use our Websites.
Usage Data information about how you interact with and use our Websites.
Marketing and Communication Data your preferences in receiving marketing from us and your communication preferences.
Content Data Your voice, image and any personal data that you disclose to us during the recording, filming or production of Content (including, where applicable, Special Categories of Personal Data).

NOTE: You may decide to share certain Special Categories of Personal Data, which include data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and genetic data, biometric data for the purposes of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.

Whilst it is not the intention, appearing in the Content may reveal certain Special Categories of Personal Data about you, such as race, ethnicity, or visible medial conditions.

We will ask you for your explicit consent before processing any Personal Data that are considered to be Special Categories of Personal Data.

  1. If you fail to provide us with the required data

Where we need to collect Personal Data by law, or under the terms of a contract we have with Clients, and the Client or relevant participant fails to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with the Client. In this case, we may have to cancel a relevant contract but we will notify the Client if this is the case at the time. It may also mean that we are unable to deliver our services in accordance with the contract.

  1. How we collect the Personal Data

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

Direct interactions

 

 

 Personal Data you provide when you:

–        apply or otherwise contract for our services;

–        agree to be a participant in, or to otherwise provide or be part of, any Content;

–        request marketing to be sent to you; or

–        give us feedback or contact us.
Clients Your employer (our Client) may provide us with your Personal Data in order to allow us to provide our services to our Client, which may include recording and/or filming you.
Automated technologies or interactions We will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this Personal Data by using cookies and other similar technologies through our Websites.
  1. How we use the Personal Data

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

  • where we need to perform the contract we are about to enter into or have entered into with the Client;
  • 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;
  • where we need to comply with a legal obligation we are subject to; or
  • where you have provided us with your consent.

We may rely on consent in relation to any information used for marketing purposes.

Note:

Legitimate interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience.

We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process the Personal Data for our legitimate interests.

We do not use the Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
  1. Purposes for which we will use Personal Data

In the table below, we describe all the ways in which we use your Personal Data and the legal bases we rely on to do so. Where appropriate, we identified what our legitimate interests are.

Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest
To register you as a new Client (a) Identity

(b) Contact

 

 Performance of a contract with the Client.
To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy notices

(b) Dealing with your requests, complaints and queries

 (a) Identity

(b) Contact

(c) Marketing and Communications

 (a) Performance of a contract with you/the Client.

(b) Necessary to comply with a legal obligation.

(c) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you/the Client).
To administer and protect our business and our Websites (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Identity

(b) Contact

(c) Technical

 a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise).

(b) Necessary to comply with a legal obligation.
To send you relevant marketing communications (a) Identity

(b) Contact

(c) Technical

(d) Usage

(e) Marketing and Communication

 Necessary for our legitimate interests (to carry out direct marketing, develop our products/services and grow our business).
To carry out market research through your voluntary participation in surveys (a) Profile Data Necessary for our legitimate interests (to study how clients use our products/services and to help us improve and develop our products and services).
To supply our services to our Clients, whether for Client Content or with respect to our c-suite podcast (a) Identity

(b) Contact

(c) Content Data

 Consent (and explicit consent in the event of processing of Special Categories of Personal Data).

Performance of contract with you/our Client.
To use data analytics to improve our Websites, products/services, client relationships and experiences and to measure the effectiveness of our communications and marketing (a) Technical

(b) Usage

 Necessary for our legitimate interests (to improve our Websites and our marketing communications).

 

Note:

We may process Personal Data for more than one lawful ground depending on the specific purpose for which we are using the Personal 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 in the table above.

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.

Please note that we may process the Personal Data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

  1. Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our Websites may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy

We may share your Personal Data with the parties set out below for the purposes set out in the table above:

Externally with Clients To provide drafts and a final version of the Content, and any footage in relation to the Content, to the Client as per our contract with our Client.

Once we have delivered the final version of the Content, and any related footage, to the Client, we are not responsible for the use of your Personal Data by your employer / our Client.

To introduce our clients to one another where requested.
Externally with Third Parties

 

  

Purpose: to publish our Content, and to share and advertise our Content.
Externally with others Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets.
  Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use the Personal Data in the same way as set out in this Privacy Notice.
  We may disclose your Personal Data:

  • to the extent that we are required to do so by law;
  • in connection with any legal proceedings or prospective legal proceedings, including without limitation to the Police and other law enforcement agencies;
  • in order to establish, exercise or defend our legal rights, including providing information to others for the purposes of fraud prevention; and/or
  • due to a court order.

We require all third parties to respect the security of the Personal Data and to treat it in accordance with the law.

Note

Service Providers: We do not allow our third-party service providers to use the Personal Data for their own purposes and only permit them to process the Personal Data for specified purposes and in accordance with our instructions.
  1. International transfers

We may also need to transfer the Personal Data outside of the United Kingdom to provide services to you, and, if we do, we will comply with applicable data protection laws in doing so.

The nature of the Content means that it may be shared on public and worldwide platforms. Therefore, viewers and/or listeners could be located anywhere in the world.

  1. Data security

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

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

  1. 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, professional, accounting or reporting requirements. We may retain the 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 the Personal Data, the purposes for which we process the Personal Data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our Clients (including Contact and Identity) for six years after they cease being Clients for tax purposes.

  1. Your legal rights

Under certain circumstances, by law you have the right to:

Access Request access to personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
Correct Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected
Erase Request erasure of personal information. This is enables you to ask us to delete or remove personal information where there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove personal information where you have exercised your right to object to processing (see below).
Object Object to the processing of personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we process personal information for direct marketing purposes.
Restrict Request restriction of processing of personal information. This enables you to ask us to suspend the processing of your Personal Data in the following scenarios:

–        if you want us to establish the data’s accuracy;

–        where our use of the data is unlawful but you do not want us to erase it;

–        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

–        you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Transfer 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 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.

No fee will be payable 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.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the 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.

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.

If you wish to exercise any of the rights set out above, please contact us at info@auderecommunications.com.

  1. Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator 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 to the address set out at the beginning of this Privacy Notice.

  1. Third-party links

Our Websites 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 statements. When you leave our Websites, we encourage you to read the privacy policy of every website you visit.

  1. Changes to the Privacy Notice

We keep our Privacy Notice under regular review. This version was last updated on 18th August 2024.