Privacy policy

3FOX HOLDINGS LTD – PRIVACY POLICY

Effective from November 1, 2020.

INTRODUCTION

3Fox (3Fox Holdings Ltd) is a marketing agency with a number of media brands which are shown on its website www.3fox.co.uk

3Fox is the marketing agency for councils, places and property people. We generate insight that boosts performance, brands that position places, media that tell stories, events that connect people and sales that fund campaigns. Our digital channels include The Voice of Authority, Sitematch365 and 3Fox Presents…

3 Fox Holdings Ltd is a company registered in England and Wales with registration number 12590829.

In addition, the following companies in our group (with company registration number) are all data controllers:

3Fox Media Limited – 12597674

3Fox Events Limited – 12598199

The Voice of Authority Limited – 12596966

The registered address for each company is Kemp House, 160 City Road, London EC1V 2NX

This Privacy Statement describes how we collect, use and share information and how this information can be shared orally, in writing or electronically.

The following topics are presented in this Privacy Statement:

  • Collecting personal information
  • Collecting other information
  • Using and retaining personal information
  • Protecting personal information
  • Your rights to access personal information
  • Changes to this privacy statement
  • Contact us

3Fox Holdings Group respects the privacy of every person for whom we have personal data [“data”]. We comply with data protection legislation such as the Data Protection Act 1998 and the General Data Protection Regulation which regulates the processing of data and ensures that your data is processed fairly and lawfully, is kept secure and only data that is necessary for any processing is kept.

The collection and use of data from several sources are essential to our company’s ability to provide our services.

3Fox Holdings Ltd and its subsidiaries have a legitimate interest to process personal data relating to decision makers, budget holders, and other interest groups from the property development and regeneration community, including local authorities. This also includes other parties with whom there is a contractual agreement to provides services that have been requested to improve their needs.
We will only collect the minimum amount of information we need to do these things.

1. What Information do we collect and how is this collected?

We will collect personal data from you when you register or pay to attend, watch, or read any 3Fox event or media by telephone, email flyers or directly from the company’s websites or channels.

We also collect information from data provided by you as a delegate or participant registering to attend any of the 3Fox events or online webinars (or by someone acting on your behalf).

By accessing and utilising our payments page on the 3Fox website, you will consent to the collection, use, disclosure, storage and processing of personal data in accordance with this Privacy Statement and the sharing of data to third party payment providers who help us with services such as payment processing.

We may also collect data for processing by other third-party providers (i.e. banks, credit bureaus, payment method providers, email delivery providers).

We will collect personal data received directly from related individuals by email, telephone call or by business card at networking events, conferences or from third parties acting on behalf of the individuals and supplier invoices.

Data is also gathered from publicly available sources such corporate websites, corporate social media, related business platforms, e-newsletter respondents, advertising boards and various trade press.

In addition, 3Fox will always issue the company’s privacy statement to each person when contacting you. The privacy statement will also be included within each email sent by 3Fox employees.

If you use our website, we may record your IP address, registration details and your browsing history such as the pages you have visited within our sites.  If you sign up for a newsletter, we may track your response e.g. open a newsletter or click on a link in a newsletter or the pages you visit.

For employees, we keep personal data needed to recruit you, pay you, provide company benefits and to fulfil our legal obligations.

We do not share personal data with third parties for marketing purposes, other than with the direct consent of the individual(s) via our sponsor and partners which may be withdrawn at any time.

In addition, the personal data we collect may also be from data shared by local authorities for the sponsorship of local authority magazines or events. Where we received personal information provided by local authorities, we will always ensure that we obtain a signed contract or data sharing agreement between the local authority and 3Fox Holdings Ltd, giving permission to receive and share the data between both parties.

We may collect some of the following data such as names, job title, company that employs you, post code, email address, birthdate, telephone number, gender, purchasing preferences and history, content you post on our websites, and content you read on our websites plus various other data. This data may be collected when you order a service or product, use our websites (or a third-party website e.g. to pay for a subscription), post content to our websites, sign up for a newsletter or subscription, on completion of a survey, questionnaire or entry to a competition, or by communication to us by email, phone and by other means.

At a business and group level we may update the privacy policy at any time without notice so please check back regularly so you are aware of any changes.

2. Cookies

We use cookies to monitor web usage. Cookies are written to the hard drive of a web user, they contain no personal information about the website user and only keep a record of the sites visited and actions on the website.  Some cookies expire after your browser is closed whilst others stay on your hard drive. They are of standard use across many websites. We use them on an aggregated information basis and to assess your areas of interest.
They are used to identify the number of unique visitors to a site, to improve further web visits (store preferences, user name and your email addresses so you don’t need to reinput every time you visit) and to improve the user experience for you by, amongst other things, providing content based on your preferences.

Most browsers offer you ways to control or block cookies should you wish to. These browser controls will usually be found in the “options” or “preferences” menu in your toolbar. The “help” portion of the toolbar on most browsers will tell you how to stop or manage cookies. Note that should all cookies be rejected we are unable to match site content appropriate to the preferences given to us by previous visits and you will not be able to fully utilise all of the web site features.  For further information on cookies visit aboutcookies.org or the Information Commissioner’s webpage on cookies ico.org.uk/for-the-public/online/cookies/

3. Legal basis for processing data

Different legal bases are used depending upon the purpose for processing your data.

  • When data is provided when purchasing a product or service under a contract with you, we process your data under contract necessity with the data being needed to fulfil the contract.
  • When you sign up for a newsletter, an event or magazine subscription we process your data under consent
  • Any additional processing i.e. sharing data with third parties, marketing to you on behalf of third parties is done through either consent or legitimate interest (you are provided with useful information by us in exchange for supplying your information (including personal data) and the relationship between us is balanced in your favour. You have the choice to opt out of processing under this basis).
  • When issuing an invoice, purchase order or quotation, when you pay us, or we pay you, we only keep data as long as it is necessary to comply with the law.
  • Your personal information will be disclosed where we are obliged by law to do so. We may also disclose your personal information where we are allowed by law to protect or enforce our rights or the rights of others and for the detection and prevention of crimes, such as fraud.

4. Use of personal data

We will only use personal information for the purpose for which it was collected.  Should we ever wish to use it for another purpose we will contact you first asking you for your consent.

We primarily use data to communicate with you, deliver the service you have requested, or services that might interest you (subject to your right to opt out with the details being available on how to do this found on each business website), to renew a subscription, improve our service, to verify your identity when taking payment or to meet legal, regulatory and compliance requirements.

Selecting – from time to time we may use some elements of the data you supply to target the messages we send you.  For example, we may use your location to send you information about an event which is happening in the same location, or we may use your company type or job title to send you a relevant news story.  We do not use this information to make automated decisions.

5. How long do we keep your data for?

Data is not kept any longer than is required for the purposes of the processing or to comply with the law. As we collect data for many different purposes there is not a single retention period for all data. We instead carefully assess the length of time to retain data according to the processing purpose and to comply with our legal obligations. When data is no longer required for the purposes of the processing it is securely removed from our systems.

6. Security & Confidentiality

3Fox Holdings takes commercially reasonable physical, technical and administrative measures to protect personal information from theft, misuse or accidental destruction and to keep it confidential. We aim to protect personal information but cannot provide a 100% guarantee of security.  All employees and data processors (third parties who process data on our behalf) who access your data are obliged to keep the information confidential and secure and not to use it for any other purpose other than that they are contracted to carry out for us.

3Fox Holdings has entered into Data Protection Agreements with our vendors (processors and sub processors) to ensure that the privacy and security of our customer data is protected. To view our data processing agreement, please visit the following websites

Zoom- https://zoom.us/gdpr
Microsoft 365;https://privacy.microsoft.com/en-gb/privacystatement; https://www.pure360.com/pure360-gdpr-compliance-statements/
https://www.act.com/en-uk/privacy-policy

There are exceptions where, for the purpose of distributing local authority magazines, we are required to submit a list of names and address to our third-party mailing house. Whenever this occurs the third-party mailing house is covered by a signed contract between 3Fox and the mailing house for non-disclosure via a secure link.

7. Transfer of data to third parties

The data we gather about you will never be sold on to a third party.

We may use third party providers e.g. for website hosting, web maintenance, email alerting, subscription fulfilment and taking payment online video conferencing providers. We share information with these third party to provide these services.

We will also share data with public or regulatory authorities where required by law or to enforce our terms of service. We take reasonable commercial steps to ensure that your data is kept secure and confidential by any third party, is deleted when not needed for the purpose it was given, that their data privacy policies protect your data and that they only process your data on our instruction.

In some cases, we may need to share personal data with third party suppliers in order to provide our services, for example sharing of delegate lists with event venues. When we do we will ensure to have a data-sharing agreement in place with suppliers which enables the data to be returned and erased

We do not sell or rent your personal data, although we may transfer, sell or assign your data outside of our group to a third party if we merged, sold or reorganised all, of part, of the group. Your data will be processed fairly, lawfully and securely in the UK and will only be transferred outside of the European Union when there is protection in place for your rights and when the data will be kept secure.

8. Withdrawal of consent

When you have provided consent, if you should wish to withdraw that consent, you can let us know by sending an email  with the details of the email or postal address subscribed to sue@3fox.co.uk  and we will remove your data from our systems.

9. Restriction of liability

Our websites link to other websites. 3Fox is not responsible for the privacy policies of those websites nor does it have or accept any liability for their content.

10. Legal information and how to contact us

You have the right to see, erase and correct data we hold, the right to restrict the processing we do, and the right to object to it and to have your data transferred to a third party. If you wish to do any of these things or have any questions about how we use your data, or wish to make a complaint about any privacy issues, please contact sue@3fox.co.uk

If a person leaves their role, their names and contact details are deleted from the database. However, the information may still be used for suppression purposes i.e. to ensure that it cannot be added to the database again.

Should you also require a copy of some or all of your personal information, please email 3Fox here sue@3fox.co.uk or write to the following address:

Sue Mapara, GDPR officer, 3Fox Holdings Ltd, Kemp House, 160 City Road, London EC1V 2NX.


We may make a small charge for this service.

COMPLAINTS

Requests will be dealt with and responded to within a reasonable period, and no longer than 30 days. If you are not satisfied with the way your request was handled, you have the right to lodge a complaint with the supervisory authority – details of which are given below:

Information Commissioner’s Office, https://ico.org.uk/concerns/,

Telephone: +44 303 123 1113

PRIVACY SUPPORT

Please contact us if you have any questions about our privacy policy or information we hold about you by email at sue@3fox.co.uk