This privacy notice tells you what to expect us to do with your personal information.
Existent, 9C3 Chiswick Studios, 9 Power Road, LONDON, W4 5PY, GB
07957234544
info@existent.com
We collect or use the following information to provide services and goods, including delivery:
Names and contact details
Payment details (including card or bank information for transfers and direct debits)
Health information (including dietary requirements, allergies and health conditions)
Account information
Website user information (including user journeys and cookie tracking)
Photographs or video recordings
Information relating to compliments or complaints
Information relating to your use of Existent's software
We collect or use the following information for the operation of customer accounts and guarantees:
Names and contact details
Payment details (including card or bank information for transfers and direct debits)
Account information, including registration details
Marketing preferences
We collect or use the following information for service updates or marketing purposes:
Names and contact details
Marketing preferences
Recorded images, such as photos or videos
IP addresses
Website and app user journey information
Records of consent, where appropriate
We collect or use the following information for research or archiving purposes:
Names and contact details
Recorded images, such as photos or videos
Call recordings
Purchase or viewing history
IP addresses
Website and app user journey information
Personal information used for administration of research
Records of consent, where appropriate
We collect or use the following information to comply with legal requirements:
Name
Contact information
We collect or use the following information for recruitment purposes:
Contact details (eg name, address, telephone number or personal email address)
Date of birth
National Insurance number
Copies of passports or other photo ID
Employment history (eg job application, employment references or secondary employment)
Education history (eg qualifications)
Right to work information
Our lawful bases for collecting or using personal information to provide services and goods are:
Legitimate interest:
We collect basic personal data such as your email address and payment information to enable you to purchase Existent and be able to re-new or update your customer terms. Existent also runs events to promote the use of our software and to connect and support professionals in the XR industry. At our events we may ask to take photographs or videos of you and use these to showcase our involvement in the XR industry. We may also ask for your dietary requirements and access needs to make sure our events are inclusive and accessible.
Our software will collect information about your usage, such as the features you interact with and the length of time you use different features for. We collect this information to understand how we can improve our features and identify common user experience problems or errors.
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
Consent
Contract
Our lawful bases for collecting or using personal information for research or archiving purposes are:
Consent
Legitimate interest:
To improve our products and services we conduct user and sector research. The data we collect during this research is only done with the explicit consent of the research participant. The research enables us to improve our product adding features and changes which reflect the needs of our customer base.
Our lawful bases for collecting or using personal information for legal requirements are:
Consent
Contract
Our lawful bases for collecting or using personal information for recruitment purposes are:
Consent
Legal obligation
People directly
Third parties:
Stripe to collect your payment information
Hubspot to send marketing emails to you
We keep all active customer and user information indefinitely whilst an active customer. If you stop using our services we retain customer information for a period of 5 years after this point. We do this to enable retrospective analysis of customer trends so that we can continuously improve our products, services and communications.
Hubspot: This data processor does the following activities for us: Stores our customer relationship information such as name, email addresses, sales information and email correspondence.
Stripe: This data processor does the following activities for us: Holds names, email addresses and payment information.
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information.
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information.
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal data.
Your right to rectification - You have the right to ask us to rectify personal data 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 data in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing - You have 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 personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent -- When we use consent as our lawful basis you have the right to withdraw your consent.
You don't usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.
The ICO's address:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
13 June 2024