Privacy Policy - Cookies Policy

 PRIVACY POLICY

Everybody Consulting Ltd

INTRODUCTION  

We respect your privacy and are committed to protecting your personal data. This Privacy Policy will inform you as to how we look after your personal data 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. 

1.  IMPORTANT INFORMATION AND WHO WE ARE  

PURPOSE OF THIS PRIVACY POLICY

This Privacy Policy aims to give you information on how Everybody Consulting collects and processes your personal data through your use of this website and your interactions with us, including any data you may provide through this website when you sign up to our newsletter, sign up for our free or paid services or offerings, or take part in a competition.

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 notice 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 the other policies or notices and is not intended to override them.

CONTROLLER  

Everybody Consulting Ltd is the controller and responsible for your personal data (collectively referred to as “Everybody Consulting”, “we”, “us” or “our” in this Privacy Policy).  

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this Privacy Policy. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

CONTACT DETAILS  

Our contact details are set out below:

Full name of legal entity: Everybody Consulting Ltd

Name or title of data privacy manager: Phillippa Diedrichs

Email address: phillippa@everybodyconsulting.com

Postal address: 71-75 Shelton Street, London, Greater London, WC2H 9KQ, United Kingdom

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  

This version was last updated in May 2022.

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.  THE DATA WE COLLECT ABOUT YOU  

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together below:

Identity Data: includes first name, last name, title

Contact Data: includes email address and telephone numbers

Financial Data: includes bank account and payment card details

Transaction Data: includes details about payments to and from you and other details of products and services you have purchased from us

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

Profile Data: includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses

Usage Data: includes information about how you use our website, products 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 may be derived from your personal data but is not considered personal data in law as this data does not 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.

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 products 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, as set out below:

Direct interactions

You may give us your Identity, Contact, Financial, Transaction, Profile and Marketing and Communications Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you :

• apply for or purchase our products or services;

• sign up for free services or offerings;

• create an account on our website;

• subscribe to our service or publications;

• request marketing to be sent to you;

• complete a survey; or

• give us some feedback.

Automated technologies or interactions

As you interact with our website, we may 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. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our Cookie Policy for further details.

Third parties or publicly available sources.

We may receive personal data about you from various third parties and public sources as set out below:

• Technical Data from the following parties:

  i. analytics providers such as  Google, Meta and Squarespace;

  ii. search information providers such as Google.

• Contact, Financial and Transaction Data from providers of technical, payment and delivery services such as Xero and Paypal.

• Identity and Contact Data from publicly available sources such as Companies House.

• Identity and contact data from providers of marketing, research and mailing list services such as Active Campaign, Qualtrics and Squarespace.

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 you have consented for us to do so;

• 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 or regulatory obligation.

See below to find out more about the types of lawful basis that we will rely on to process your personal data. 

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA  

We have set out below descriptions of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Please 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 via email at hello@everybodyconsulting.com or via the Contact Us page on our website 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 below:

Purpose/Activity :

To register you as a new customer.

Type of data:

(a) Identity

(b) Contact

Lawful basis for processing including basis of legitimate interest:

Performance of a contract with you.

Purpose/Activity :

To provide our free or paid services or offerings.

Type of data:

(a) Identity

(b) Contact

(c) Transaction

(d) Profile

(e) Usage

(f) Marketing and Communications

Lawful basis for processing including basis of legitimate interest:

(a) Performance of a contract with you.

(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy).

Purpose/Activity :

To process and deliver your order including:

(a) manage payments, fees and charges;

(b) collect and recover money owed to us.

Type of data:

(a) Identity

(b) Contact

(c) Financial

(d) Transaction

(e) Marketing and Communications

Lawful basis for processing including basis of legitimate interest:

(a) Performance of a contract with you.

(b) Necessary for our legitimate interests (to recover debts due to us).

Purpose/Activity :

To manage our relationship with you which will include:

(a) notifying you about changes to our Terms or Privacy Policy;

(b) asking you to leave a review or take a survey.

Type of data:

(a) Identity

(b) Contact

(c) Profile

(d) Marketing and Communications

Lawful basis for processing including basis of legitimate interest:

(a) Performance of a contract with you.

(b) Necessary to comply with a legal obligation.

(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services).

Purpose/Activity :

To enable you to partake in a survey.

Type of data:

(a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

Lawful basis for processing including basis of legitimate interest:

(a) Performance of a contract with you.

(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business).

Purpose/Activity :

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

Type of data:

(a) Identity

(b) Contact

(c) Technical

Lawful basis for processing including basis of legitimate interest:

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise).

(b) Necessary to comply with a legal obligation.

Purpose/Activity :

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you.

Type of data:

(a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

(f) Technical

Lawful basis for processing including basis of legitimate interest:

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy).

Purpose/Activity :

To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.

Type of data:

(a) Technical

(b) Usage

Lawful basis for processing including basis of legitimate interest:

Necessary for our legitimate interests (to define types of customers for our products/services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy).

Purpose/Activity :

To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.

Type of data:

(a) Technical

(b) Usage

Lawful basis for processing including basis of legitimate interest:

Necessary for our legitimate interests (to define types of customers for our products/services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy).

Purpose/Activity :

To make suggestions and recommendations to you about products/services that may be of interest to you.

Type of data:

(a) Identity

(b) Contact

(c) Technical

(d) Usage

(e) Profile

Lawful basis for processing including basis of legitimate interest:

Necessary for our legitimate interests (to develop our products/services and grow our business).

MARKETING  

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

PROMOTIONAL OFFERS FROM US  

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased products or services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

THIRD-PARTY MARKETING  

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

OPTING OUT  

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

• by following the opt-out or “unsubscribe” links on any marketing message sent to you; or 

• by contacting us via email at hello@everybodyconsulting.com or via the Contact Us page on our website at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.

COOKIES  

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. For more information about the cookies we use, please see our Cookie Policy, which is available here.

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 via email at hello@everybodyconsulting.com or via the Contact Us page on our website.

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 have to share your personal data with the parties set out below for the purposes set out in paragraph 4 above.

Third Party: Active Campaign

Purpose of disclosure: To send email communications and manage email subscriber lists

Link to Third Party Privacy Policy: Privacy Policy

Third Party: Xero

Purpose of disclosure: To manage and receive payments

Link to Third Party Privacy Policy: Privacy Policy

Third Party: Google

Purpose of disclosure: To send email communications, and store and collaborate on project documents

Link to Third Party Privacy Policy: Privacy Policy

We may also share your personal data with service providers who we engage to work with our business, including but not limited to those providing IT support, administrative support, and professional advice such as legal and financial advisers.

We may also share your personal data with 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.  INTERNATIONAL TRANSFERS  

 Some of our external third parties are based outside of the UK so their processing of your personal data will involve a transfer of data outside of the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.

• Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.

Please contact us via email at hello@everybodyconsulting.com or via the Contact Us page on our website if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

7.  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.

8.  DATA RETENTION  

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?  

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

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 requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six (6) years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see clause 9.3 below regarding Request erasure below for further information.

In some circumstances we may 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.

9.  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:

9.1 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.

9.2 Request correction of your 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.

9.3. 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 clause 9.4 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.

9.4. 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.

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

a. if you want us to establish the data’s accuracy; 

b. where our use of the data is unlawful, but you do not want us to erase it; 

c. 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; or 

d. you have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.

9.6. Request 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. Please 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.

9.7. Right to 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.

If you wish to exercise any of the rights set out above, please contact us via email at hello@everybodyconsulting.com or via the Contact Us page on our website.

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 may 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 from receiving the request from you. Occasionally it may 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 on expected timeframes.

 COOKIE POLICY

Everybody Consulting Ltd

Please read this Cookie Policy carefully as it contains important information on who we are and how we use cookies on our website. This Policy should be read together with our above Privacy Policy which sets out how and why we collect, store, use and share personal information generally, as well as your rights in relation to your personal information and details of how to contact us and supervisory authorities if you have a complaint.

Who we are

This website is operated by Everybody Consulting Ltd. We are a global team of world-renowned experts in body image, mental health and appearance diversity. We help purpose-driven brands and organisations deliver projects that drive social change and improve lives and well-being. For more information see our About page on our website.

Our website

This Cookie Policy relates to your use of our website, www.everybodyconsulting.com.

Throughout our website we may link to other websites owned and operated by certain trusted third parties to make additional products and services available to you. These other third party websites may also use cookies or similar technologies in accordance with their own separate policies. For privacy information relating to these other third party websites, please consult their policies as appropriate.

Cookies

A cookie is a small text file which is placed onto your device (for example, your computer, smartphone or other electronic device) when you use our website. We use cookies on our website. These help us recognise you and your device and store some information about your preferences or past actions.

For example, we may monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of your internet service provider. This information helps us to build a profile of our users. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.

We may use the following cookies:

1. 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, use a shopping cart or make use of e-billing services.

2. Analytical / performance cookies. These are cookies that allow us to recognise and count the number of visitors to our website 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 visitors are finding what they are looking for easily.

3. Functionality cookies. These are cookies that are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

4. Targeting cookies. These are cookies that record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

For further information on our use of cookies, including a detailed list of your information which we and others may collect through cookies, please see below.

For further information on cookies generally, including how to control and manage them, visit the guidance on cookies published by the UK Information Commissioner’s Office, or www.allaboutcookies.org. 

Consent to use cookies and changing settings

We will ask for your permission (“Consent”) to place cookies or other similar technologies on your device, except where they are essential for us to provide you with a service that you have requested. You can withdraw any consent to the use of cookies or manage any other cookie preferences. 

Our use of cookies

Below we have provided more information about the cookies we use and why:

Cookie Name: ss_cookieAllowed

Cookie Type: Analytical / Performance cookie

Purpose: Remembers if a visitor agreed to placing Analytics cookies on their browser if a site is restricting the placement of cookies

Expires: 30 days

Cookie Name: crumb

Cookie Type: Analytical / Performance cookie

Purpose: The crumb cookie is used in order to recognise a computer when a user visits our website. It also prevents cross-site request forgery.

Expires: when the user browsing session ends

Cookie name: ss_cvr

Cookie Type: Analytical / Performance cookie

Purpose: This cookie is equivalent to the ss_cid cookie with the exception that it stores the values of the current and ss_cvisit (This cookie is used to identify a user’s session for website usage analysis. The value assigned is the timestamp of the initial page view for a session and no personally identifying information is associated with this cookie. Expires after thirty minutes) and ss_cpvisit (This cookie represents the same information as ss_cvisit with the exception that it stores the previous session instead of the current one. Expires after two years) cookies.

Expires: after 2 years

Cookie name: ss_cvt

Cookie Type: Analytical / Performance cookie

Purpose: This cookie is equivalent to ss_cvisit with the exception that it stores a count of the page views for that session.

Expires: after 30 minutes

Cookie name: __atuvs

Cookie Type: Functionality cookie

Purpose: This cookie is associated with the AddThis social sharing widget which is commonly embedded in websites to enable visitors to share content with a range of networking and sharing platforms. This is believed to be a new cookie from AddThis which is not yet documented, but has been categorised on the assumption it serves a similar purpose to other cookies set by the service.

Expires: 1 year

Cookie name: __atuvc

Cookie Type: Functionality cookie

Purpose: This cookie is associated with the AddThis social sharing widget which is commonly embedded in websites to enable visitors to share content with a range of networking and sharing platforms. It stores an updated page share count.

Expires: 13 months

Cookie name: prism_XXXXXXXX

Cookie Type: Targeting cookie

Purpose: This cookie is used by Active Campaign for site tracking purposes.

Expires: 1 month

How to turn off all cookies and consequences of doing so

If you do not want to accept any cookies, you may be able to change your browser settings so that cookies (including those which are essential to the services requested) are not accepted. If you do this, please be aware that you may lose some of the functionality of our website.

For further information about cookies and how to disable them please go to the guidance on cookies published by the UK Information Commissioner’s Office, or www.allaboutcookies.org. 

How to contact us

Please contact us if you have any questions about this Cookie Policy or the information we hold about you.

If you wish to contact us, please send an email to hello@everybodyconsulting.com or contact us via the Contact Us page on our website.

Changes to this Policy

This Policy was published in May 2022 and last updated in May 2022. We may change this Policy from time to time, when we do we will inform you via our website.