How we collect and use personal data
We may make changes to this policy from time to time, such as complying with legislation updates or company policy.
We may obtain personal data directly from you in a variety of ways as indicated below. We only collect this data when you voluntarily submit such information to us for any of the following reasons:
Via our web contact form, you may submit email address and telephone number. Additional information may be supplied voluntarily that will help us engage with your enquiry on a more personal level. If you are a business prospect, we will also add your data to a customer relationship management (CRM) record if you provided a business card to any of the 4DMIND's business development team.
When you provide your personal details to us they will be stored securely. We may use your information to conduct legitimate business interest communication with you for the purposes of developing a business relationship, unless other options for communication have been selected or you have unsubscribed to this content.
NEWSLETTERS AND EVENTS
You may choose to opt-in to other types of communication when completing forms on our website. These communications may include regular email newsletters or invitations to events. If data fields are marked as mandatory, this is to enhance and personalise your experience with us, particularly around event attendance.
Subscribers can change preferences or unsubscribe at any time by using links provided in these emails. We will also add your data to a CRM record if you’ve provided our team with business cards at events and workshops, as part of our legitimate business interests with you, we may use this data to invite you to similar events in the future. Any issues with managing subscriptions or data can be quickly brought to our attention by contacting [email protected].
CAREERS AND JOB APPLICATIONS
You may send us personal details including email address, name, and details on a CV, via our website. We currently use Pracuj.pl (see third party processors section below) to process applications for career related submissions. We consider submission of an application as the user giving consent for this data to be used for the processing of a job application but not for any other purpose, unless a user opts-in to receive other email communication while completing forms on our website.
NON-PERSONAL IDENTIFICATION DATA
We may collect non-personal identification information whenever you interact with our website. Non-personal identification information may include the browser name, the type of computer and technical information about the users means of connection to our website, such as the operating system and the Internet service providers utilised and other similar information. We may use information to understand how you, and our others as a group, use the services and resources provided on our website. This can help us optimise future user experience of our website.
LEGITIMATE INTEREST SUBSCRIPTION
Who we classify as a legitimate interest subscriber In light of GDPR, we have reviewed our subscriber list and determined whether we have a legitimate interest in maintaining contact with some subscribers or contacts. That means we may contact you to inform you that you’re an active subscriber within our secure database. You may be so for one of the following reasons:
- You work for a university or an academic institution that cooperates with 4DMIND
- You’ve shown an interest in our services
- You are or have been 4DMIND's client
- You’ve asked to learn more about our company via email
- You’re a friend of the business or a close associate
- You supply services to 4DMIND
We consider each of the above as good reason to continue contacting you in the future. Under GDPR, this is known as a Legitimate Interest and we believe there is a mutual and genuine interest in you hearing from 4DMIND going forward.
We do not share our database and our subscribers’ data with any third party without the specific consent of our subscribers.
What do we send our subscribers and when?
- Newsletters - We will normally only contact you on a quarterly basis (4 times per year) with relevant information and news about 4DMIND, trends in your industry, or in relation to one of our events.
- Announcements – These are for clients only and include important service level agreement (SLA) announcements as well as technology, security information and any other important updates that impact our service to you.
- Events – We may hold workshops or events for our customers. We will send you reminders, but only if you are scheduled to attend.
How we store and process your information
We use secure CRM system to store your data.
How we send out electronic communication
In most cases we will send you emails, but we may call or send you an SMS message if you are attending an event or 4DMIND party.
How to change your preferences
If you disagree with our assessment of legitimate interest in your case, you can change your preferences at any time. You can unsubscribe from our mailing list by clicking the unsubscribe button in your email correspondence from us.
Alternatively, you can get in touch with our team to learn more about how we manage your data, as well as what data we collect and hold, by contacting us at [email protected] We will also be able to update your preferences.
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How We Protect Your Information
We understand that sharing your data with us is very personal. We will protect your data and adopt appropriate data collection security measures, storage and processing practices against unauthorised access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored on our website.
Who Has Access to Your Information?
We will not sell or rent your information to third parties. We will not share any of your personal information with third parties for marketing purposes.
THIRD PARTY PROCESSORS
We use third party processors who help us operate our business and website or administer activities on our behalf. As a data controller, we ensure our data processors, are GDPR compliant. All data is stored either in the EU or in the USA with Privacy Shield compliant data processors. This is something that we verify as an organisation. We will share your information with the following third parties if you have given us your permission and only for these purposes:
Third party processor: pracuj.pl
Data processing type: Applicant Tracking System
Data processing purpose: Collect personal data relevant to current or future job roles.
You will find content on this website that links to other websites and services of our partners, suppliers, advertisers, sponsors, licensors and other third parties who may be data processors. These websites and services may have their own privacy policies, customer service policies, so we encourage you to read them.
For many of you, we will retain your data for as long as you remain engaged with us. We will conduct regular data reviews then securely delete your data in line with legal guidelines and our own data retention policies as shown below:
Timeframe: T&C specific
Timeframe: 6 months
ACCESS RIGHTS TO YOUR INFORMATION
You have rights regarding accessing, correcting or limiting how 4DMIND use or disclose information we hold about you.
You have the right to see what personal data we hold about you and for how long. To obtain a copy of this personal information, please email [email protected] and put "ACCESS REQUEST" in the subject line.
We will respond to any requests to access your personal information within 30 days. Requests will be processed free of charge unless the requests from one subject becomes excessive. We reserve the right to charge a fee if more than one request is received within a 12 month timeframe from a single individual. Requests for corrections to information will be dealt with within 21 calendar days from an electronic receipt of information from the data subject.
Your Acceptance of These Terms