Privacy Policy

Our contact details

Name: Studio Certain

Address: Hend House, 233 Shaftesbury Avenue, London WC2H 8EE

Phone Number: 020 8376 4387

E-mail: info@studiocertain.com

What type of personal information does Studio Certain collect?

We currently collect and process the following personal information, alternatively known as Personal Identifiable Information (PII):

  • Business contacts and characteristics. For example, your name, email address, telephone number and other contact details.

How does Studio Certain get the personal information and why do you need it?

Most of the PII we process is provided to us by you in the following scenarios:

  • You use the web form, email address, phone number or office address provided on this website to contact us.
  • You are a current or former client of Studio Certain Ltd. (formerly registered as Certain Ltd.) and you have provided your information as part of conducting business with us.

We use the information you have given us in order to:

  • Conduct business correspondence by mail, email, phone call, text message, internet message (e.g. WhatsApp) or social media (e.g. LinkedIn).
  • Market our products and services to you, only where you have provided consent for us to do so, or where there is a legitimate interest for us to do so, in accordance with the UK General Data Protection Regulation (UK GDPR).

We also obtain PII indirectly from data supplied to us by the following sources/providers:

We use the information supplied to us by third parties to:

  • Market our products and services to you by mail, email and social media; in accordance with the UK GDPR.
  • Identify and instigate new business opportunities by mail, email or phone call; in accordance with the UK GDPR.

We do not share your PII with any other individuals, business or organisations unless required to do so by law or in order to fulfil a contractual obligation.

Under the UK GDPR, we will only process your PII for one of the following lawful bases:

  1. Your consent You are able to remove your consent at any time. You can do this by using the unsubscribe link provided in marketing emails or by contacting us via the web formon this site, by emailing us at info@studiocertain.com or by writing to us at Marketing Department, Studio Certain, Hend House, 233 Shaftesbury Avenue, London WC2H 8EE.
  2. We have a contractual obligation
  3. We have a legal obligation
  4. We have a legitimate interest

How does Studio Certain store and secure my personal information?

Your PII is securely stored in one, some or all our data processing systems, as follows:

  1. Our Customer Relationship Management (CRM) system, HubSpot. This is our primary system for securely storing all our client and prospects’ PII. It is also used as one of our ESPs (Email Service Providers) for our email marketing and eCRM activities. HubSpot’s security policy can be viewed here where you can also download a copy of their Security and Risk Management Details.
  2. Our office applications and security/device management product, Microsoft 365. This system is also used for our general business documentation and email communications. Microsoft’s pre-set security policies in Exchange Online Protection (EOP) and Microsoft Defender for Office 365 can be viewed here.
  3. The ESP we use for some email marketing activities, Woodpecker. Information about this system’s data security processes can be viewed here.
  4. We use a Fixed IP address tracking service on this website. This service is provided by Lead Forensics, registered at Communication House, 26 York Street, London W1U 6PZ.  The data collected by Lead Forensics on behalf of Studio Certain consists of the IP addresses of website visitors and data regarding their use of the site. Lead Forensics uses the data collected on behalf of Studio Certain to produce reports based on website visitor activities at a business entity level.  The IP addresses are reconciled with Lead Forensics’ database/s. The companies in which our website is served to will be passed on to us from the Lead Forensics database. In this case we also receive information on which pages of our website are called up by the companies concerned. If the IP addresses are not company-related, only statistical information on use of our website is passed on, which does not permit any conclusions to be drawn regarding the people concerned.  Lead Forensics does not collect or identify any private IP addresses or identify the specific website visitor in question. Further information can be found on Lead Forensics’ privacy policy and data compliance statement.
  5. Our accounting software, Xero, which has a commitment to responsible data use and security assurance that can be viewed via the text links.

Our website is also protected by an SSL certificate. An SSL certificate is a section of code on our web server that provides security for online communications. When your web browser contacts this website, the SSL certificate enables an encrypted connection so that any online communications via this website (i.e. when using our web form) remain secure.

How long do you keep my personal information for?

We keep and use different types of PII for different time periods during the customer lifecycle, but in general we keep PII for no longer than 12 months after business and/or marketing engagement ceases.

How do you delete my personal information?

We use automated deletion rules set-up in our CRM system, HubSpot, to dispose of your PII in-line with the customer lifecycle mentioned above.

Our CRM system acts as the primary location for storing all the PII relating to Studio Certain’s clients and prospects, but your PII is also located across our other business systems, including our ESP systems, office applications and accounting software. Therefore, we also produce encrypted deletion reports when contacts are removed from the CRM system so they can also be removed from our other systems.

Once the PII has been deleted from all our systems, the data reports are anonymised and kept for Management Information (MI) and regulatory reporting only.

Please also note that when we delete your PII from our CRM system, anonymised analytical data will remain in place. For example, your former interactions with our business will continue to be reflected in our marketing and sales analytics reports, but we won’t be able to identify you as an individual.

What are my data protection rights?

Under data protection law, you have the following rights:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information 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 information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you wish to make a request, please contact us by email at info@studiocertain.com or by writing to Compliance Officer, Studio Certain, Hend House, 233 Shaftesbury Avenue, London WC2H 8EE.

How do I complain?

If you have any concerns about our use of your PII, you can make a complaint to us at Data Protection Officer, Studio Certain, Hend House, 233 Shaftesbury Avenue, London WC2H 8EE.

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address is Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

You can also get more help and support from the ICO by calling their helpline number – 0303 123 1113 or visiting their website at https://www.ico.org.uk

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