Privacy policy

Introduction

Welcome to the Prosapient Limited privacy policy.

Prosapient Limited respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data, including when you visit our website (regardless of where you visit it from), and tell you about your privacy rights and how the law protects you.

Please also use the Glossary to understand the meaning of some of the terms used in this privacy policy.

1. Important information and who we are

Purpose of this privacy policy

This privacy policy aims to give you information on how Prosapient Limited collects and processes your personal data, including any data you may provide through your use of this website.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

proSapient is a data Controller

Prosapient Limited is the controller and responsible for your personal data (collectively referred to as the "Company", 'we', 'us' or 'our' in this privacy policy).

Your personal information may also be held and accessed by our staff and third parties working for us, or our subsidiaries and affiliates, inside and outside the United Kingdom.

If your information is gathered outside the United Kingdom, it may be transferred to our UK offices to be used for the purposes set out in this privacy policy, and it may be transferred to and shared with any of our business locations in other countries.

You may contact us fort a full list of all subsidiaries and affiliates of the Company.

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the details set out below.

Contact details

If you have any questions about this privacy policy or our privacy practices, please contact us in the following ways:

Full name of legal entity: Prosapient Limited

Email address: Jordan@prosapient.com

Postal address: 2 Holywell Lane EC2A 3ET

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated on 19th December 2018

We may update our privacy policy from time to time. We will notify you of any changes by posting the new privacy policy on this page. You are advised to review this policy periodically for any changes. Changes to this privacy policy are effective when they are posted on this page.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

2. What data do we collect?

There are three types of individual in respect of whom we store and use personal data. Please locate which of the three profiles set out below you match and then, in addition to this policy, ensure you also read the relevant privacy terms set out in the Schedule to this policy:

  1. Industry Experts – you have accepted our Terms and Conditions and we have presented your background to at least one of our clients
  2. Prospective Experts – you have been invited to participate in a consultation but you have not agreed to our Terms and Conditions
  3. Clients – you have a contract in place to speak Industry Experts through our platform

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows (more specific details of some of these kinds of personal data are provided in the Schedule):

  • Identity Data includes first name, maiden name, last name, username or similar identifier,marital status, title, date of birth and gender.
  • Contact Data includes email address and telephone numbers.
  • Financial Data includes [bank account and payment card details].
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
  • Usage Data includes information about how you use our website and services.
  • Marketing and Communications Data includes [your preferences in receiving marketing from us and our third parties and your communication preferences].

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data willnot directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Industry Experts

You have freely agreed to our Terms & Conditions.

We process the following personal information (“Expert Information”), as it is necessary for our legitimate interests:

  • Full Name
  • Work History (companies, job titles, job descriptions, dates served)
  • Phone numbers
  • Email addresses
  • Keywords relating to your expertise (“Keyword Cloud”)
  • The Consulting Work (Calls, Written Work, messaging, transcripts, recordings) that you have provided to our clients
  • Log Data

How long do we hold this personal information?

  • We hold this personal information indefinitely
  • If you would like this personal information deleted, please contact us with the title EXPERT REQUEST TO LEAVE PROSAPIENT

Who has access to your personal information?

  • proSapient staff
  • proSapient Clients or prospective Clients (once they have signed an NDA)
  • proSapient subsidiary companies and affiliates
  • Third party contractors working with proSapient

You consent to us:

  • Conducting background checks to verify your employment history or to check for any criminal history

What we do with your personal information

  • In order for us to give you consultations relevant to your experience and to present your information to our clients effectively, it is necessary to store the Expert Information.
  • Our system analyses your interactions with proSapient (consulting calls, written work and other paid consulting work) for keywords. It will also crawl other public sources of information about you to further learn about your background.
  • We use your Name and work history to present Clients or prospective Clients with your biography so they can understand why you have been recommended to take part in a consultation.
  • Your contact details are used by our account managers and our system. This allows us to notify you when we receive a project relevant to your background. On occasion we give your phone number to our Clients if there are significant problems when trying to join a conference line.
  • The Keyword Cloud allows our system to match you to appropriate Consulting Projects for you to participate in.

Prospective Experts

This means we have approached you about taking part in Consulting Work.

We process the following personal information (“Prospect Information”) as it is necessary for our legitimate interests:

  • Name
  • Work history
  • Phone number
  • Email address

How long do we hold this personal information?

  • For the duration of the project we have invited you to take part in which could be up to several months.
  • Once the project closes, all of your personal information is deleted unless you have consented otherwise (but see below).

In order to find the right expert for a project, we reach out to a number of Prospective Experts who have the right knowledge to assist our Client. When we reach out to you, we will store some basic details about you in order to track who we have reached out to. This is necessary for our legitimate interests to improve business efficiency and prevent repeated contacts to you. 60 days after a project is closed, all of this information is removed from our system. The reason we keep this information for this further 60 days is that our Clients may sometimes re-open our projects.

Clients

This means you or your Company has signed a Client Agreement with us.

We process the following personal information (“Expert Information”) as it is necessary for our legitimate interests and/or to perform a contract with you:

  • Name
  • Phone number
  • Email
  • Job Title
  • Project Information (project title, description, target companies, key learnings required)
  • The Consulting Work (Calls, Written Work, messaging) that you have conducted with our Experts
  • Log Data
  • Your Calendar Information (if autobooking is enabled)

How long do we hold this personal information?

  • We hold this information indefinitely
  • If you would like this information deleted, please email us with the title CLIENT REQUEST TO LEAVE PROSAPIENT

Who has access to your personal information?

  • proSapient staff
  • proSapient Experts (can receive your name and company only if you have agreed NOT to be anonymous)
  • proSapient subsidiary companies and affiliates
  • Third party contractors working with proSapient

What we do with your personal information

We use your personal information to be able to manage and operate your engagements within the proSapient platform.

All Expert Calls in English Language are transcribed and accessible by the Client who conducted the Expert Calls, their Company Super Users, their Company Compliance as well as proSapient staff, subsidiary companies and affiliates and relevant third-party contractors. The Expert has a right to request the transcript if they choose to.

One of our computer systems ingests your transcripts, locates the keywords and how many mentions of each keyword and then adds this keyword to the Keyword Cloud of the relevant Expert. This helps our system match the Expert to future projects. For example, if the Expert mentioned ‘Boeing’ 25 times in a transcript, our system would add Boeing, 25 mentions to that Expert’s Keyword Cloud.

If you enable our autobooking facility, you will give us access to your calendar. This access will include Appointment Details (meeting subject, meeting location, start time and end time). We do not process the meeting subject but we do use the start time and end time to see when you are available to take a meeting. We use the meeting location only to determine whether you are in the office or out the office (we apply a buffer).If you enable our autobooking facility, you will give us access to your calendar. This access will include Appointment Details (meeting subject, meeting location, start time and end time). We do not process the meeting subject but we do use the start time and end time to see when you are available to take a meeting. We use the meeting location only to determine whether you are in the office or out the office (we apply a buffer).

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity and Contact Data by filling in forms, contracts or by corresponding with us by post, phone, email or otherwise.
  • Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see Cookies below for further details.
  • Third parties or publicly available sources. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see Cookies below for further details.
  • Technical Data from analytics providers such as Google based outside the EU; and
  • Identity and Contact Data from publicly available sources such as Companies House and the Electoral Register based inside the EU.

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

We have set out in the Schedule a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by contacting us at any time.

Cookies and Log Data

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

We use the following cookies:

  • Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, that are required to identify irregular site behaviour, that prevent fraudulent activity and improve security or that allow you to make use of our functions such as shopping-carts, saved search, or similar functions.
  • Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
  • Functionality cookies. We may use cookies, web beacons, or other similar technologies that allow us to offer you enhanced functionality when accessing or using our sites, services, applications, or tools. This may include identifying you when you sign into our site or keeping track of your specified preferences, interests, or past items viewed so that we may enhance the presentation of content on our site.
  • Advertising or targeting-related cookies.  We may use first-party or third-party cookies and web beacons to deliver content, including ads relevant to your interests, on our sites or on third party sites. 

We also collect information that your browser sends whenever you visit our site. We call this Log Data.

Log Data may include

  • IP Address
  • Browser type
  • Browser version
  • Pagers of the site that you visit
  • Time and date of your visit
  • Time spent on pages

For more information about the cookies we use and log data, please contact us.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table Purposes for which we will use your personal data above.

  • External Third Parties as set out in the Glossary.
  • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
  • We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you. See the Schedule for further details.

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, regulatory, tax, accounting or other requirements.

In some circumstances you can ask us to delete your data: see Your Legal Rightsbelow for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

8. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please see below to find out more about these rights.

If you wish to exercise any of these rights, please contact us.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

9. Glossary

Lawful basis

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Third parties

External Third Parties

  • Clients
  • Service providers acting as processors based [SPECIFIC COUNTRIES] who provide [IT and system administration services].
  • Professional advisers [acting as processors or joint controllers] including lawyers, bankers, auditors and insurers based in [SPECIFIC COUNTRIES] who provide [consultancy, banking, legal, insurance and accounting services].
  • HM Revenue & Customs, regulators and other authorities [acting as processors or joint controllers] based [in the United Kingdom] [who require reporting of processing activities in certain circumstances]

Your legal rights

You have the right to:

Request access to your personal data (commonly known as a 'data subject access request'). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

  • If you want us to establish the data's accuracy.
  • Where our use of the data is unlawful but you do not want us to erase it.
  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
  • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.