What personal data we collect and why we collect it
The type and amount of information we collect depends on why you are providing it.
The information we collect when you make an enquiry can include amongst others:
- First name
- Last name
- Job title
- Preferred pronoun
- Date of birth
- Email (for login)
- Address (including billing address)
- Zip code
- Geo-location data (your geographical location based on your IP address)
If you are a job applicant, the information you are asked to provide is as set out in the application and necessary for the purposes of our considering the application.
How we collect information
We may collect information from you whenever you contact us or have any involvement with us for example when you:
- visit our website
- enquire about our activities or services
- sign up to receive news about our activities
- create or update a profile
- post content onto our website/social media sites
- attend a meeting with us and provide us with information
- take part in our events
- contact us in any way including online, email, phone, SMS, social media or post
Where we collect information from
We collect information:
- from you when you give it to us directly: you may provide your details when you ask us for information, attend our events or contact us for any other reason.
- when you have given other organizations permission to share it: your information may be provided to us by other organizations if you have given them your permission. This might for example be a business working with us or when you buy a product or service from a third party organization. The information we receive from other organizations depends on your settings or the option responses you have given them.
- when it is in available on social media: depending on your settings or the privacy policies applying for social media and messaging services you use, like Facebook, Instagram or Twitter, you might give us permission to access information from those accounts or services.
How we use your information
We will use your personal information in a number of ways which reflect the legal basis applying to processing of your data. These may include Kehoe-France Southshore and members of the wider ISP group (some of which are based outside of the United States):
- providing you with the information or services you have asked for
- sending you communications with your consent that may be of interest, including marketing information about our services and activities (including those of the wider ISP group)
- when necessary, for carrying out your obligations under any contract between us
- seeking your views on the services or activities we carry on, so that we can make improvements
- maintaining our organizational records and ensuring we know how you prefer to be contacted analyzing the operation of our website and
- analyzing your website behavior to improve the website and its usefulness
- processing job applications
Use of Aggregated Data
Where Data can be aggregated (and anonymized), we may use this for research purposes without restriction.
For example, we may monitor customer traffic patterns, Site and Services usage and related information in order to optimize users’ usage of the Site and Services and we may give aggregated statistics to a reputable third-party.
We are entitled to do this because the resulting data will not personal identify you and will therefore no longer constitute personal data for the purposes of data protection laws.
Our legal basis for processing your information
The use of your information for the purposes set out above is lawful because one or more of the following applies:
How we keep your information safe
We understand the importance of keeping your personal information secure and take appropriate steps to safeguard it.
We always ensure only authorized persons have access to your information, which means only our employees and contractors, and that everyone who has access is appropriately trained to manage your information.
No data transmission over the internet can be guaranteed to be completely secure. So, whilst we strive to safeguard your information, we cannot guarantee the security of any information you provide online and you do this at your own risk.
Who has access to your information?
- Third parties who provide services for us. We select our third-party service providers with care. We provide these third parties with the information that is necessary to provide the service and we will have an agreement in place that requires them to operate with the same care over data protection as we do.
- Third parties if we run an event in conjunction with them. We will let you know how your data is used when you register for any event.
- Analytics and search engine providers that help us to improve our website and its use.
- Third parties in connection with restructuring or reorganization of our operations, for example if we merge with another business. In such event, we will take steps to ensure your privacy rights will be protected by the third party.
Owing to matters such as financial or technical considerations, the information you provide to us may be transferred to countries outside the United States, which are not subject to the same data protection regulations as apply in the United States. We meet our obligations under applicable data privacy laws by ensuring that the information has equivalent protection as if it were being held within the United States. We do this by ensuring that adequate safeguards are put in place with any third parties receiving and processing your personal data outside the United States for example by entering into a data processing agreement.
As noted above, Kehoe-France Southshore is part of ISP. Kehoe-France Southshore may share your personal information with other members of the ISP family (which may include the transfer of data outside of the U.S.) and who may contact or share information with you, in each case in order to pursue our legitimate interests. Any such ISP corporate affiliate may use your information only according to the terms of this Policy.
We may also disclose your personal information if we are required to do so under any legal obligation and may use external data for the purposes of fraud prevention and credit risk reduction, or where doing so would not infringe your rights, but is necessary and in the public interest.
Other than this, we will not share your information with other organizations without your consent.
Keeping your information up to date
Cookies may be either “persistent” cookies or “session” cookies. A persistent cookie consists of a text file sent by a web server to a web browser, which will be stored by the browser and will remain valid until its set expiry date (unless deleted by the user before the expiry date). A session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
The law states that we can store cookies on your machine if they are essential to the operation of the Site, but that for all others we need your permission to do so.
The list below explains the cookies we use and why:
Opting out of cookies
How long we keep your information for
We will hold your personal information for as long as it is necessary for the relevant activity.
Where we rely on your consent to contact you for direct marketing purposes, we will treat your consent as lasting only for as long as it is reasonable to do so. This will usually be for five years. We may periodically ask you to renew your consent.
If you ask us to stop contacting you with marketing materials, we will keep a record of your contact details and limited information needed to ensure we comply with your request.
- the right to request rectification of information that is inaccurate or out of date;
- the right to erasure of your information (known as the “right to be forgotten”);
- the right to restrict the way in which we are dealing with and using your information; and
- the right to request that your information be provided to you in a format that is secure and suitable for re-use (known as the “right to portability”);
- rights in relation to automated decision making and profiling including profiling for marketing purposes.
Surveys and user groups
This Policy was last updated in OCTOBER 2020.