UK Privacy Notice

 

What do we do with your personal data?

Ecorys provides consultancy services to national and international public sector clients and to private sector medium-sized and large companies. In order to carry out our activities properly, it is sometimes necessary to process personal data. Personal data are data that provides information about an individual person, such as contact details, but also financial data or data about other private and/or sensitive matters.

If we process your personal data, we always act carefully and in accordance with the applicable laws and regulations and our internal privacy policy. The basic principles of our internal privacy policy are:

  • We inform you about the use of your personal data and how you can exercise your right of access and objection.
  • We only use personal data for the purpose for which it was obtained.
  • We do not collect, use and store more personal data than strictly necessary, and only if there is no other way to achieve the purpose.
  • The more sensitive the data, the less we use it.
  • We only use personal data if there is a legal ground to do so.
  • We take security measures to ensure an appropriate level of security for protecting personal data from risk of loss or unauthorized access.
  • We only provide personal data to third parties if sufficient guarantees for the protection of your data are in place.

In this Privacy Notice, we inform you about the use of your personal data in the execution of our activities by answering the following questions:

  • Which type of personal data do we process?
  • Why do we collect and use of your personal data?
  • What is the legal ground for our processing of your personal data?
  • Which parties have access to your personal data?
  • How long do we store your personal data?
  • Do you have to provide personal data to Ecorys?
  • Who is responsible for the processing of your personal data?
  • Who can you contact if you have questions about the use of your personal data?
  • What about the use of your personal data by third parties?
  • How are your personal data protected?
  • What are your rights regarding the processing of your personal data (and how can you exercise them)?
  • Do we use any cookies on our websites?
  • Do we use your data for sending newsletters?

Overview of the use of personal data by Ecorys for the following data subjects:

  1. Clients, (sub)contractors, suppliers and other contacts.
  2. Visitors of our websites, especially those who show interest in our company by filling in the contact form.
  3. Participants in training courses organised by Ecorys.

Clients, (sub)contractors, suppliers and other contacts.

What data do we process?

  • Your contact details such as your first name, surname, title, your company address, place of residence and telephone number.
  • Information concerning your cooperation with Ecorys, and
  • Data concerning the calculation or recording of declarations, making payments and collecting receivables.

Why do we process your data?

  • Service and advice.
  • Purchasing services and products from our suppliers.
  • Relationship management, customer administration and service purposes to:
    • Inform you of the latest news regarding Ecorys
    • Inform you with respect to relevant products and services
    • Development of sales promoting activities
    • Measuring the response to our marketing actions
    • Conduct customer administration and debt management
    • Manage a Client Management System (CMS)
    • Conduct market research.

What is the legal ground for processing your personal data?

The use of your personal data is necessary for:

  • The execution of our agreement
  • Meeting our legal obligations
  • Representing your legitimate interest in being able to continue to provide our services as efficiently as possible and
  • Looking after your legitimate interest in obtaining advice and assistance.

Who has access to your personal data?

  • Ecorys uses various systems for processing your data. The supplier of those systems can therefore also process your data. For more information please contact [email protected] 
  • Only employees of Ecorys who need the personal data to carry out their work have direct access to your data in our systems.
  • Ecorys sometimes shares personal data with market research agencies and other third parties. We do this as anonymously as possible. For information please contact [email protected]

How long do we store your personal data?

We delete the data after the retention period has expired based on our contract, on applicable rules of conduct and/or professional rules or - if they do not exist - two years after termination of the cooperation at the latest; unless we have to keep your data longer because of a legal regulation. For more information contact us at [email protected]

Do I need to provide this data to Ecorys?

The processing of your personal data is necessary if you use our services. We cannot provide our services properly without this information.

Visitors of our websites, especially those who show interest in our company by filling in the contact form.

What data do we process?

  • Contact details (such as name and e-mail address)
  • The message you left including any personal data
  • Cookies.

Why do we process your data?

  • For service purposes: to be able to follow up and to inform you regarding next steps.
  • Relationship management, marketing, customer administration and service purposes.

What is the legal ground for processing your personal data?

  • Promoting our legitimate interest enabling us to provide our services as efficiently as possible and to make best use of our website to serve our visitors well.

Who has access to your personal data?

  • Ecorys uses various systems for processing your data. The supplier of those systems can therefore also process your data. For more information please contact [email protected] 
  • Only employees of Ecorys who need the personal data to carry out their work have direct access to Ecorys’ systems.

How long do we store your personal data?

  • We store your personal data until we have marked your message as “completed” unless we have to store your data longer because of a legal regulation or if it’s necessary to carry out our activities. We keep contact details of visitors who have signed up for our newsletter up to 4 weeks after receipt of the cancellation.

Do I need to provide this data to Ecorys?

  • The processing of your personal data is necessary in order to respond or for you to receive our newsletters. Without this information we cannot process your message.

Participants in training courses organised by Ecorys.

What data do we process?

  • Contact details (title, initials, first name, surname, gender, company, job title, e-mail address).

Why do we process your data?

  • Service purposes, customer administration and relationship management, as far as necessary for:
    • Your participation
    • Conduct customer administration and debt management
    • Manage a Client Management System (CMS) and,
    • Communication with you by sending e-mails.

What is the legal ground for processing your personal data?

  • The use of your personal data is necessary for the execution of our agreement and for the legitimate interest of Ecorys or third parties to provide our services as efficiently as possible to our relations.

Who has access to your personal data?

  • Ecorys uses various systems for processing your data. The supplier of those systems can therefore also process your data. For more information please contact [email protected] 
  • Only employees of Ecorys who need the personal data to carry out their work have direct access to Ecorys’ systems.

How long do we store your personal data?

  • We store your personal data until you have attended the course and we have sent you a certificate, unless we have to keep your personal data longer because of a legal regulation or if really necessary for carrying out our activities.

Do I need to provide this data to Ecorys?

  • The processing of your personal data is necessary if you want to attend the course at Ecorys. We cannot deliver our services without these data.

Visitors of Ecorys premises

What data do we process?

  • Contact details (such as first name, surname, company name)
  • Camera images

Why do we process your data?

  • Internal control and security

What is the legal ground for processing your personal data?

  • The use of your personal data is necessary to represent the legitimate interest of Ecorys or third parties, being Ecorys’ interest in securing our premises.

Who has access to your personal data?

  • Ecorys uses various systems for processing your data. The supplier of those systems can therefore also process your data. For more information please contact [email protected] 
  • Only employees of Ecorys who need the personal data to carry out their work have direct access to Ecorys’ systems.

How long do we store your personal data?

  • We store your personal data up to 6 months after you have visited the premises. We store your personal data for a maximum of 4 weeks after your visit, unless we have to keep your personal data longer because of a legal regulation or if really necessary for carrying out our activities.

Do I need to provide this data to Ecorys?

  • The processing of your personal data is necessary if you want to gain access to our offices. We cannot grant you access without this information.

Further information regarding the use of personal data and your rights.

Who is responsible for the processing of my personal data?

Ecorys UK, having its registered office at Albert House, Quay Place, 92-93 Edward Street, Birmingham, B21RA, UK is responsible for the processing of your personal data.

Who can I contact if I have questions regarding the use of my personal data?

For questions you may contact our communication department at:   [email protected]

What about the use of my data by third parties?

Ecorys has made agreements with all parties to whom it provides your personal data, to ensure that there are sufficient safeguards for the careful processing of your personal data, in accordance with the law, the internal privacy policy of Ecorys and this Privacy Notice.

  • If we provide third parties access to your data, we only do so if we are certain that the third party uses the data in a way and for a purpose that is related to the purpose for which the data were obtained, and only in accordance with this Ecorys Privacy Notice. In addition, the confidentiality and security measures required by law are always applicable to prevent your personal data becoming known to other third parties.
  • If we are obliged to transfer your personal data to comply with a legal obligation, we will always try to protect your right to privacy as much as possible.
  • If the data are transferred outside the European Union, for example, because a data centre or our supplier is located there, such transfer shall always be subject to the conditions set out by the applicable personal data protection laws, for example by means of a contract to which the EU Model Clauses apply.
  • For more information regarding this supplier, please contact us at: [email protected]

How do we protect your personal data?

  • We will take all reasonable, appropriate security measures to protect the personal data of our visitors and participants against unauthorized access or alteration, disclosure or destruction. We comply with the applicable security standards.
  • If despite the security measures, there is a security incident that may affect your privacy, we will inform you as soon as possible with regard to the incident. We will inform you with respect to the measures we have taken to limit the impact and prevent recurrence in the future.
  • Your rights regarding the processing of your personal data (and how to exercise them)
  • You have the following rights regarding the processing of your personal data by Ecorys:
  • The right to object to the use of your personal data, for example, if you believe that the use of your personal data is not necessary for the performance of our activities or compliance with a legal obligation.
  • The right to access your personal data. This means that you can request which personal data are registered and the purposes for which such personal data are used.
  • The right to have your personal data corrected (if we have processed your personal data incorrectly). You can ask us to limit the processing of your personal data, and also ask for the time necessary to assess your requests or objections.
  • The right to have your personal data deleted from our systems.
  • The right to have your personal data transferred to a third party.
  • We will comply with your requests unless we have a compelling, legitimate interest not to delete the data, which outweighs your privacy interest. If we have deleted the data, for technical reasons it is not possible to immediately remove all copies of the data from our systems and backup systems. We may refuse to comply with the aforementioned requests if these are made unreasonably frequent, if it takes unreasonably strenuous technical efforts to comply or if it has unreasonably strenuous technical consequences for our systems, or the privacy of others is at risk.
  • You may exercise these rights by sending a letter (by mail or by email), with your name, address, telephone number and a copy of a valid ID to Ecorys at [email protected] Please make any social security number on the ID unreadable before sending it to Ecorys. Please clearly mention which right you invoke and the reasons for it. We will reply within one month after receipt of your request.
  • You may also file a complaint regarding the use of your personal data with the Supervisory Authority in the UK; it is the Information Commissioners Office. https://ico.org.uk/

Do you place cookies if I visit your website?
General visitor data are kept on our website, such as the most frequented pages. The purpose for this is to optimize the layout of the website. The data can also be used to offer more specific information. No personal data will be sent / recorded through the internet without your consent.

The website of Ecorys uses cookies. Cookies are simple text files which contain information, and are placed on your computer, tablet or smartphone by your browser. The website instructs the browser with which the website is visited (for instance Internet Explorer or Google Chrome) to place these cookies.

A cookie contains no identifying information and is only used to make the Ecorys website more accessible for you. It is possible to disable cookies. This can be done via the settings in the menu of your browser (for instance Internet Explorer or Google Chrome). Most parts of our website will then remain readable.

Ecorys uses three types of cookies:

Functional cookies

The functional cookies are used to make the website more user friendly, by registering the behaviour of the visitor on the website and saving certain preferences.

Analytic cookies

The analytic cookies are used for creating statistics on the use of the website. Ecorys uses Google Analytics. For more information, please read the privacy policy of Google Analytics.

Social media cookies

Via the social media cookies Ecorys offers the possibility to share the information on this website via social media buttons. These cookies are placed by third parties. For more information, please see the privacy statements of LinkedIn, Twitter or Facebook. This information changes from time to time, Ecorys cannot influence this.

Ecorys does not place tracking cookies on the website itself, but if you use social media cookies, third parties can place them.

Do you use my data for sending newsletters?

We use contact information from our clients for sending service emails and sending commercial information, such as newsletters and invitations to events. You can always opt out for the emails with commercial information, or set your preferences by using the unsubscribe option which is included in each message, or by sending an email to: [email protected] We use your contact details up to three years after the closing of the file that we have handled for you.

Only if you have given permission in advance, do we use contact information from other clients than our clients for sending commercial information, such as newsletters and invitations to events. You can always withdraw your consent by using the unsubscribe option included in each message or by sending an email to: [email protected] We will ask your permission to use your contact details again after three years.

Ecorys UK.
Birmingham
May 2018