PLANIXS Privacy and Cookie Policy

BACKGROUND:

Planixs GRP Limited (“Planixs” or “we” or “us”) understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who we interact with. This privacy policy focuses on how we collect and use personal data from the following:

Visitors to this website (https://www.planixs.com) and any Planixs provided customer support portals/platforms (collectively “Our Sites”), and our social media pages that link to the Planixs website and this Privacy Policy.
Attendees of Planixs events, Planixs sponsored events or industry networking events (“Events”);
Customers and prospective customers and their employees/representatives;
Business partners and suppliers and their employees/representatives.

This privacy policy does not cover the data we process as part of applying for job roles at Planixs. Please see our Employee and Applicant Privacy Notice for details of how we process personal data through the application process, located here.

Planixs will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it.

Definitions and Interpretation

In this Policy the following terms shall have the following meanings:

“Account”	means an account required to access and/or use certain areas and features of Our Site;
“Cookie”	means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in Part 14, below; and
“Cookie Law”	means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;

2. Information About Planixs

Planixs GRP Limited is a limited company registered in England under company number 07553139.

· Registered address: Union House, 2/10 Albert Square, Manchester, England, M2 6LW

· Email address: info@planixs.com.

· Telephone number: +44 (0) 161 298 8822.

· Postal address: Union House, 2/10 Albert Square, Manchester, England, M2 6LW

Planixs is the data controller and is responsible for your personal data

3. What Does This Policy Cover?

This Privacy Policy applies to i) your use of Our Sites, ii) our interaction with you during and after Events, iii) the collection and use of our customer or prospective customer’s data for the management of our customer relationship and iv) the collection and use of our business partners or suppliers data for the management of our business relationship.

Our Sites may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

4. What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

5. What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

a) The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 15.

b) The right to access the personal data we hold about you. Part 13 will tell you how to do this.

c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 15 to find out more.

d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 15 to find out more.

e) The right to restrict (i.e. prevent) the processing of your personal data.

f) The right to object to us using your personal data for a particular purpose or purposes.

g) The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.

h) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.

i) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 15.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (see contact details below).

We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 15.

Contact details for the Information Commissioner’s Office are:

· Tel: 03031231113

· Email/Contact Form: https://ico.org.uk/global/contact-us/

· Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.

6. What Data Do You Collect and How?

Depending upon how we interact with you we may collect and hold some or all of the personal data set out in the table below, using the methods also set out in the table. Please also see Part 14 for more information about our use of Cookies and similar technologies. We do not collect any ‘special category’ or ‘sensitive’ personal data, personal data relating to children and/or data relating to criminal convictions and/or offences.

Data Collected	How We Collect the Data
Identity Information including: Name and Title.	Provided by you via Our Sites (e.g. submitting a request for information via website forms) Provided by you or collected by us at Planixs or Planixs sponsored events or industry events (e.g. customer forums and industry marketing or networking events) Provided by you or your employer as part of our relationship engagement (e.g. where we supply services to your employer or your employer supplies services to us).
Contact information including: business address, business email address and telephone number.
Business information including: business name, job title and profession.
Data from third parties including: contact information and your business or profession information.	We may use third party marketing list and/or business data providers who would supply contact details to us to augment our own contact data. We currently utilise the third party Cognism Ltd. To understand how they collect and process data you can view their privacy policy at the following location: https://www.cognism.com/en/privacy-policy

7. How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:

What We Do	What Data We Use	Our Lawful Basis
Registering you on Our Site	Name, Title, Business Email Address, Job Title, Profession	Our legitimate interest to engage and network with you for the growth of our business
Administering our business and communicating with you	Name, Title, Business Email Address, Job Title, Profession	Our legitimate interest to communicate appropriately with you and to respond to your requests and engage and network with you for the growth of our business
Supplying our products and services to you or receiving services from you (transactions with our customers, suppliers and business partners)	Name, Title, Business Email Address, Job Title, Profession.	We process information about you as necessary to enter into or perform a contract with you. OR Our legitimate interest to appropriately communicate with you, respond to your requests and to analyse any support tickets to improve internal processes or technical solutions.
Supplying you with information by email, telephone, text message and/or post	Name, Title, Business Email Address, Job Title, Profession.	Our legitimate interest to engage and network with you for the growth of our business

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email and/or telephone and/or text message and/or post with information, news, and offers on our products and services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. We will always obtain your express opt-in consent before sharing your personal data with third parties for marketing purposes and you will be able to opt-out at any time.

We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 15.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

8. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

Type of Data	How Long We Keep It
Identity Information including: Name and Title.	We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 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 your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Contact information including: business address, business email address and telephone number.
Business information including: business name, job title and profession.

9. How and Where Do You Store or Transfer My Personal Data?

We may store some of your personal data in the UK. This means that it will be fully protected under the Data Protection Legislation.

AND/OR

We may store some of your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the EU GDPR and/or to equivalent standards by law. Transfers of personal data to the EEA from the UK are permitted without additional safeguards.

AND/OR

We may store some or all of your personal data in countries outside of the UK or EEA. These are known as “third countries”. We will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows:

We will use specific approved contracts which ensure the same levels of personal data protection that apply under the Data Protection Legislation. For further information, please refer to the Information Commissioner’s Office.

Please contact us using the details below in Part 15 for further information about the particular data protection safeguards used by us when transferring your personal data to a third country.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

· limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;

· procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.

10. Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions.

– If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.

– In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

– We may sometimes contract with the following third parties to supply certain products AND/OR services to us:

Recipient

Activity Carried Out

Sector

Location

Cloud hosting service providers

We may utilise hosted services to administer our business such as: i) Helpdesk platform(s), ii) Infrastructure hosted services and iii) cloud storage and customer relationship management platform(s).

Your data may be stored in these environments but strictly for the purposes as described in this Privacy Policy.

Cloud SaaS (software as a service), Cloud Infrastructure and cloud storage services.

Personal Data is predominantly stored in UK or EEA data center’s.

The Cloud hosting service provider may store or process data from locations outside the EEA (for example on servers located in the USA)

Venue and catering providers

As part of hosting an event, the venue may ask for a list of attendees and any specific requirements for such attendees

Hospitality

Personal data would be stored at the location of the venue and/or hospitality team

If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 9.

If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

11. How Can I Control My Personal Data?

In addition to your rights under the Data Protection Legislation, set out in Part 5, when you submit personal data via Our Site, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails and, if applicable, by managing your Account).

Should you wish to opt-out or object to any of the processing purposes we have highlighted in this policy, please contract us using the contact details detailed in Part 15

12. Can I Withhold Information?

You may access certain areas of Our Site without providing any personal data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.

You may restrict our use of Cookies. For more information, see Part 14.

13. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 15. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will aim respond to your subject access request within 15 business days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

14. How Do You Use Cookies?

Our Site may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our products and services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.

All Cookies used by and on Our Site are used in accordance with current Cookie Law.

Before Cookies are placed on your computer or device, you will be shown a [pop-up] requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended. You will be given the opportunity to allow only first-party Cookies and block third-party Cookies.

Certain features of Our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown in the table below. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed below, but please be aware that Our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.

The following first-party Cookies may be placed on your computer or device:

Name of Cookie	Purpose	Strictly Necessary
N/A – Currently no 1st party cookies

and the following third-party Cookies may be placed on your computer or device:

Name of Cookie	Provider	Purpose
_cf_bm	Cloudflare	This cookie is used to distinguish between humans and bots. This is beneficial for the web site, in order to make valid reports on the use of their web site. Expiry Period: 1 hour Type: Necessary
Cookieyes-consent	Cookieyes	CookieYes sets this cookie to remember users’ consent preferences so that their preferences are respected on subsequent visits to this site. It does not collect or store any personal information about the site visitors Expiry Period: 1 year Type: Necessary
_hjAbsoluteSessionInProgress	HotJar	Hotjar sets this cookie to detect a user’s first pageview session, which is a True/False flag set by the cookie. Expiry Period: 1 hour Type: Functional
_hjIncludedInSessionSample_3678838	HotJar	Hotjar sets this cookie to know whether that visitor is included in the data sampling defined by our site’s daily session limit. Expiry Period: 1 hour Type: Performance

Our Site uses analytics services provided by Google (Google Analytics), HotJar and Vimeo. Website analytics refers to a set of tools used to collect and analyse anonymous usage information, enabling us to better understand how Our Site is used. This, in turn, enables us to improve Our Site.

The analytics service(s) used by Our Site use(s) Cookies to gather the required information. You do not have to allow us to use these Cookies, however whilst our use of them does not pose any risk to your privacy or your safe use of Our Site, it does enable us to continually improve Our Site, making it a better and more useful experience for you.

The analytics service(s) used by Our Site use(s) the following Cookies:

Name of Cookie	First / Third Party	Provider	Purpose
_ga_*	Third Party	Google	Google Analytics sets this cookie to store and count page views. Expiry 1 year 1 month 4 days
_gat	Third Party	Google	Google Analytics sets this cookie to calculate visitor, session and campaign data and track site usage for the site’s analytics report. The cookie stores information anonymously and assigns a randomly generated number to recognise unique visitors. Expiry 1 year 1 month 4 days
_hjTLDTest	Third Party	HotJar	To determine the most generic cookie path that has to be used instead of the page hostname, Hotjar sets the _hjTLDTest cookie to store different URL substring alternatives until it fails. Expiry Session
_hjSessionUser_*	Third Party	HotJar	Hotjar sets this cookie to ensure data from subsequent visits to the same site is attributed to the same user ID, which persists in the Hotjar User ID, which is unique to that site. Expiry 1 year
_hjFirstSeen	Third Party	HotJar	Hotjar sets this cookie to identify a new user’s first session. It stores the true/false value, indicating whether it was the first time Hotjar saw this user. Expiry 1 hour
_hjSession_*	Third Party	HotJar	Hotjar sets this cookie to ensure data from subsequent visits to the same site is attributed to the same user ID, which persists in the Hotjar User ID, which is unique to that site. Expiry 1 hour
vuid	Third Party	Vimeo	Vimeo installs this cookie to collect tracking information by setting a unique ID to embed videos on the website. Expiry 1 year 1 month 4 days
_hjRecordingEnabled	Third Party	HotJar	Hotjar sets this cookie when a Recording starts and is read when the recording module is initialized, to see if the user is already in a recording in a particular session.

In addition to the controls that we provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.

You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.

It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.

15. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Business Operations Director or Contract and Commercial Manager):

Email address: info@planixs.com.

Telephone number: +44 (0) 161 298 8822.

Postal Address: Union House, 2/10 Albert Square, Manchester, England, M2 6LW.

16. Changes to this Privacy Policy

We may change this Privacy Policy from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date. This Privacy Policy was last updated on 2nd December 2024.