Privacy Policy - Ultimate

Scope

All data subjects whose personal data is collected, in line with the requirements of the GDPR.

Responsibilities

The GDPR Owner is responsible for ensuring that this notice is made available to data subjects prior to Ultimate collecting/processing their personal data.
All Employees/Staff of Ultimate who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and that their consent to the processing of their data is secured.

Privacy notice

Who are we?

Ultimate Communications (“Ultimate”) are no ordinary digital branding and design agency. Ultimate fuse creativity with clear-headed commercial judgement to develop brands and sophisticated digital solutions which stand out from the crowd, with meaningful and lasting impact.

At Ultimate in Manchester, strategic thinking is at the heart of everything they do, with digital solutions that encompass a campaign in its entirety, from initial branding to web development, right down to sales presentation design.

The Data Protection representatives can be contacted directly here:

[email protected]
Telephone – 0161 758 0030

The personal data we would like to collect from you is:

Personal data type:	Source (where Ultimate obtained the personal data from if it has not been collected directly from you, the data subject. Note if the personal data has been accessed from publicly accessible sources):
Name Email address CV and employment history	Website contact forms Email newsletter signup Whitepaper or eBook signup requests Submitting a CV or Portfolio for employment with Ultimate Previously engaging with our own digital marketing activities

The personal data we collect will be used for the following purposes:

Marketing to existing customers and those showing an interest in our products via a contact form.
Fulfilling our contractual obligations with our staff, customers and suppliers.

Our legal basis for processing for the personal data:

Takes processing for the purposes of legitimate interest pursued by controller as the lawful basis for processing three data items.

Consent

By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.

You may withdraw consent at any time by following the process on our web form.

Disclosure

Ultimate will not pass on your personal data to third parties without first obtaining your consent. The following third parties will receive your personal data for the following purpose(s) as part of the processing activities:

Retention period

Ultimate will process personal data for the duration of 6 years and will store the personal data for no longer than that time period.

Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances, you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
Right to judicial review: in the event that Ultimate refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in below.

All of the above requests will be forwarded on should there be a third party involved (as stated above) in the processing of your personal data.

Complaints

In the event that you wish to make a complaint about how your personal data is being processed by Ultimate (or third parties as described above), or how your complaint has been handled, you have the right to lodge a complaint directly with the Information Commissioners’ Office and Ultimate’s GDPR Owner.

The details for each of these contacts are:

	Information Commissioners’ Office contact details	[Data Protection Officer (DPO)] / [GDPR Owner] contact details
Contact Name:	Information Commissioner’s Office	Data Protection Team
Address line 1:	Wycliffe House, Water Lane	Ultimate Creative Communications Ltd Suite 3.11 Bonded Warehouse
Address line 2:	Wilmslow, Cheshire	18 Lower Byrom Street Manchester
Address line 3:	SK9 5AF	M3 4AP
Email:		[email protected]
Telephone:	0303 123 1113	01565 651 589

Online privacy statement

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

How we use your information

This privacy notice tells you how we, Ultimate, will collect and use your personal data for our marketing.

Why does Ultimate need to collect and store personal data?

For us to provide you with a service we need to collect personal data for correspondence purposes and/or detailed service provision. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.

Will Ultimate share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to Ultimate Creative in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Ultimate Creative’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

How will Ultimate use the personal data it collects about me?

Ultimate will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Ultimate is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. The retention periods for certain kinds of personal data may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Under what circumstances will Ultimate Creative contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

Can I find out the personal data that the organisation holds about me?

Ultimate Creative at your request, can confirm what information we hold about you and how it is processed. If Ultimate Creative does hold personal data about you, you can request the following information:

Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
Contact details of the data protection officer, where applicable.
The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of Ultimate Creative or a third party, information about those interests.
The categories of personal data collected, stored and processed.
Recipient(s) or categories of recipients that the data is/will be disclosed to.
If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
How long the data will be stored.
Details of your rights to correct, erase, restrict or object to such processing.
Information about your right to withdraw consent at any time.
How to lodge a complaint with the Information Commissioners’ Office.
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn’t collected directly from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide in order to access this?

Ultimate Creative accepts the following forms of ID when information on your personal data is requested:

Passport, driving licence, birth certificate, utility bill (from last 3 months)

Contact details of the Data Protection Officer / GDPR Owner: