How we use your information
This privacy notice tells you what to expect when Minds Nebula Ltd. collects information about:
- visitors to our websites
- clients who use our services
- job applicants and our current and former employees
Visitors to our websites
When someone visits mindsnebula.com we use third party services like Google Analytics (opt out here), to collect standard internet log information, compile reports and details of visitor behaviour to help us improve the site:
- the pages you visit
- how long you spend on each page
- how you got to the site
- what you click on while you’re visiting the site
This information is not used by Minds Nebula to identify anyone.
A cookie is a small file which asks for permission to be placed on your computer’s hard drive. By using this site you agree to the small cookie file to be added as the cookie helps us analyse web traffic. Cookies allow web applications to respond to you as an individual. For example the web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
www.mindsnebula.com uses traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. www.mindsnebula.com only uses this information for statistical analysis, marketing and remarketing purposes.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website – the best way to prevent sites using cookies like Minds Nebula is to simply not access them.
Check the EU cookie law HERE
Security and performance
Minds Nebula Ltd Uses a third party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to the Minds Nebula website.
We use a third party service, WordPress.com, to publish our website which is run by Automattic Inc. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automattic’s privacy notice.
People who call us
When you call us we collect details such as your name, number and may request other information. We use this information to help improve our efficiency and effectiveness. We do not record our inbound calls, but will update this policy in the future if we decide to do so.
People who email us
Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is both within the bounds of the law and received by us.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We could compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained and access to it will be given on a ‘need to know’ basis.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
When we take enforcement action against someone, we may publish the identity of the defendant in our Annual Report or elsewhere. Usually we do not, identify any complainants unless the details have already been made public.
People who use Minds Nebula’s services
Minds Nebula Ltd. offers various services to the public. We may use a third party to deal with some publication requests, but they are only allowed to use the information to send out the publications.
We have to hold the details of the people who have requested services in order to provide them. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested a publication to carry out a survey to find out if they are happy with the level of service they received.
People who register (notify) under the Data Protection Act 1998
When businesses fill in their registration forms, they may be asked to provide the contact details of a relevant member of staff. Minds Nebula Ltd. will use this for its own purposes, for example where we have a query about a registration, but will not put it on a public register.
Job applicants, current and former Minds Nebula employees
When individuals apply to work at Minds Nebula, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.
Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.
Once a person has taken up employment with Minds Nebula Ltd. we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with Minds Nebula Ltd. has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.
Access to personal information
Minds Nebula Ltd. Tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to the Minds Nebula Ltd for any personal information we may hold you need to put the request in writing addressing it to our Information department, or writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
As a member of the Partner Program, Minds Nebula always provide clients with full access to their Adwords account allowing complete transparency of costs and performance. For more details about this, please refer to Google’s Advertiser Guide: Working with a third-party partner.
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
- if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at firstname.lastname@example.org
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting.
If you believe that any information websites are holding on you is incorrect or incomplete, please write to or email email@example.com as soon as possible. Minds Nebula will promptly correct any information found to be incorrect.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 29 April 2016.
How to contact us
Minds Nebula Ltd,
The Elsie Whiteley Innovation Centre,