Our privacy notice

Last updated: 20th October 2022

INTRODUCTION

Welcome to Audio Analytic Limited’s privacy notice (“Privacy Notice”).

Audio Analytic Limited (“Audio Analytic”, “we”, “us”) is committed to protecting the privacy and security of your personal information. This Privacy Notice describes how we collect and use personal information about you when you visit our website (regardless of where you visit it from) or otherwise interact with us. “Personal Information” here means any information that we process about you that relates to you or that can be used to identify you – for example, your name, email or whether you have opted in to direct marketing (please refer to ‘Marketing Communications and Updates’ below). Audio Analytic is the controller of your Personal Information (this simply means we are responsible for your Personal Information).

If you are a “Trial Participant” (this is somebody who agrees to help us with our research into sound) or are interested in being one, please see our Trial Participant Privacy Notice here for specific details on how we use Personal Information for the purposes of our research projects and trials. It is important that you read this Privacy Notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing Personal Information about you so that you are fully aware of how and why we are using your Personal Information. This Privacy Notice supplements the other notices and is not intended to override them unless we have explicitly communicated that this is the case.

Some Important Information About Our Website. Please note that our website is not intended for children, and we do not knowingly collect data relating to children. This website may also 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 notice of every website you visit.

HOW WE USE YOUR PERSONAL INFORMATION

We collect Personal Information about you, either directly from you, from a third-party source or by automated means (when you use our website for example). Under data protection law we can only use your Personal Information where we have a lawful basis (justification), and this can be either “to carry out a contract with you or to take steps on your instruction prior to entering a contract with you”; “where we have a legal obligation”; where you have given us your consent”; or “where it is necessary for our legitimate interests” (this means that we have a business or commercial interest in using your Personal Information).

The table below sets out clearly how we collect and use your Personal Information and the lawful bases we rely on for using your Personal Information. Where we have said that using or keeping your Personal Information is necessary for our “Legitimate Interests”, we have carried out a balancing test to ensure this is not unfair to you.

Please note that if you choose not to provide Personal Information requested by us, or refuse our use of your Personal Information, we may not be able to interact with you in a manner which you have requested, where this Personal Information is necessary or these interactions may be delayed.



Information We Collect From You
 Personal Information we collect How we use your Personal Information and our lawful basis
Marketing Communications and Updates

You give us Personal Information about you when you subscribe to receive marketing communications and updates from us or we are otherwise legally allowed to send you such marketing communications. This is generally information including your email address, sound profiles of interest and your marketing preferences (i.e. the updates you want to receive and how you want to receive these updates).

Consent

We use your Personal Information to send you marketing communications (and to manage our marketing processes) where you have provided your consent to receive these communications. We will only do this in line with your marketing preferences.

Legitimate Interests

We use your Personal Information to send you marketing communications via your email (and to manage our marketing processes) where we are legally allowed to send such communications.

You can opt-out of receiving these communications at any time by selecting the unsubscribe link in any email we send you, or by contacting us at the details provided at the bottom of the Privacy Notice.

Suppliers/Partners and Representatives

You give us Personal Information about you when you enter into a supplier/partnership agreement or relationship with us or are a representative of a supplier/partner. The information we collect is the following: your name, email and phone number.

Legitimate Interests

We use your Personal Information to contact you and to manage our relationship with you and/or your company where you are a supplier/partner or the representative of a supplier/partner with whom we have a business relationship.

Contacting Us

You give us Personal Information about you when you contact us or otherwise interact with us, including via the contact us web forms on our website, phone, email, post or social media. This is generally information including your name, company, job role, contact preference (email/phone number), your sound profiles of interest, website URL and what you have contacted us about.

Legitimate Interests

To respond to your inquiries and fulfil your requests, for example, when you send us questions, suggestions, compliments or complaints, or when you request information about our research, products or other offerings. We may also take this information into account when improving our website, research, products and services.

Recruitment.

You give us Personal Information about you when you express interest or apply for a job role with us on our website or otherwise. This is generally information including name, contact details, current job role, CV, cover letter, salary details, interview notes, education and employment history, reasonable adjustment (for disability) details, recruitment assessments, job reference, certificates and proof of attainment, email, phone number, current company name, current job role, job role applied for, CV, education and employment history, job expectations, assessment results, interview notes, salary details, reasonable adjustment (for disabilities) details, references, certificates and proof of attainment.

We may also collect additional Personal Information regarding eligibility to work in country: resident permit, work permit, passport, driving license and NI number.

Performance of Contract/ Taking Steps to Enter into a Contract

To manage our recruitment for job roles in our organisation, including reviewing job applications, setting up and conducting interviews and tests for applicants, evaluating and assessing the results thereto, and as is otherwise needed in the recruitment and hiring processes.

Legal Obligation

To comply with any legal requirements involved in the recruitment process (e.g. making reasonable adjustments for candidates).

Legitimate Interests

To manage our contractor engagement process where you are affiliated with a legal contracting entity and are being considered for a job role as a contractor with us.



Information We Collect From Third Parties
Personal Information we collect How we use your Personal Information and our lawful basis
Personal Information provided by your affiliated company

Where you are an employee or representative of any of the companies we have a relationship with (e.g. a customer, supplier or partner of Audio Analytic), we may be provided with your Personal Information by your affiliated company during the course of this relationship. We collect the following Personal Information: your name, contact details, job title, affiliated company and the content of business communications.

Legitimate Interests

We use your Personal Information strictly in the context of the business purposes with your affiliated company.

Recruitment – Referrals, Job Boards and Public Professional Networks.

We may collect your Personal Information where you have been referred to us by a third party for potential employment (e.g. a recruiter or a friend of yours who is an employee) or from your public profile on job boards or professional networks (e.g. LinkedIn) where it is lawful to do so and if we think you may be a good fit for a job role at Audio Analytic. We collect the following Personal Information: your name, email, phone number, company name, job role, resume and covering letter.

Legitimate Interests

To contact you in relation to job roles at Audio Analytic where we think you will be a good fit for our recruitment process.



Internal Business Purposes
Personal Information we collect How we use your Personal Information and our lawful basis
Fraud and Security Monitoring

Our fraud and security monitoring processes may apply to any of the above Personal Information we collect about you.

Legitimate Interests

We use your Personal Information to carry out fraud and security monitoring within our business (e.g., to detect and prevent cyberattacks or attempts to commit identity theft.)

Business Administration, Management and Planning

Our processes for ensuring the proper day-to-day running of our business may apply to any of the above Personal Information we collect about you.

Legitimate Interests

We use your Personal Information as necessary to operate our business efficiently (including business administration, management and planning).

Legal Claims and Compliance with Legal Obligations

Our processes for complying with our legal obligations and protecting our rights under the law may apply to any of the Personal Information we collect about you listed in this Privacy Notice.

Legitimate Interests

We use your Personal Information to effectively defend or bring claims to protect our legal rights and interests, to respond to investigations from regulators or law enforcement, and to audit our internal processes for compliance with legal and contractual requirements.

Legal Obligation

We use your Personal Information to comply with applicable laws, lawful requests, and legal process, such as to respond to subpoenas or requests from government authorities, and audit our internal processes for compliance with legal requirements.

Anonymisation and/or Aggregation

Our processes for anonymisation or aggregation may apply to any of the above Personal Information we collect about you

Legitimate Interests

We may carry out anonymisation and/or aggregation on any of your Personal Information provided above to ensure this information can no longer identify or be used to identify you and is therefore no longer Personal Information.



HOW WE SHARE YOUR PERSONAL INFORMATION

We share your Personal Information for the following purposes:

  • We share your Personal Information with trusted third parties who perform functions on our behalf such as service providers (including IT services and systems providers, website providers, cloud providers, email distribution and direct marketing providers, contractors), business consultants, and professional advisors (including lawyers and accountants). These third parties comply with similar and equally stringent undertakings of privacy and confidentiality.
  • We may share your Personal Information with our affiliates, meaning an entity that controls, is controlled by, or is under common control with Audio Analytic. Our affiliates will use the Personal Information we share in a manner consistent with this Privacy Notice.
  • We share your Personal Information if we are under a duty to do so, in order to comply with (or where we reasonably believe we are under a duty to comply with) any legal obligation; or in order to enforce any agreement we have in place with you; or to protect the rights, property, safety, or security of Audio Analytic, third parties, users of our services or the public.
  • As we continue to develop our business, we may sell or purchase assets. If another entity acquires us or merges with us your Personal Information will be disclosed to such entity.
  • We share your Personal Information where you give us express permission to do so in the course of your relationship with us from time to time.
  • During our recruitment process, we share your Personal Information with our online recruitment service providers and with your third-party recruiter (if you have used one) to progress your application, and for the purposes of communicating with you about your application. If you progress through the recruitment process and we hire you, we share your Personal Information with our internal HR systems providers for the purposes of your employment with us.


INTERNATIONAL TRANSFERS

We are located in the United Kingdom but we use email communication and online recruitment service providers in the United States of America (US) and so your Personal Information (specifically contact details) is transferred to and processed in the US for these purposes. The US may have data protection laws less stringent than or otherwise different from the laws in effect in your country. Where we share your Personal Information with parties in the US or any countries not recognized as adequate for the transfer of your Personal Information, to the extent a safeguard is required under law for such transfers of your Personal Information, we put in place, as applicable, the UK government approved international data transfer agreement/addendum or the Standard Contractual Clauses approved by the EU Commission. Please contact us for further details on the safeguards in place and how to obtain a copy using the contact details below.

RETENTION OF YOUR PERSONAL INFORMATION

We generally retain your Personal Information only for as long as necessary to fulfil the purposes outlined in this Privacy Notice. This will generally be for the duration of time you interact with us, however, there may be situations where we retain your Personal Information for a longer or shorter period. When determining the relevant retention periods for your Personal Information, we take into account the following factors: (a) any permissions you give us with regards to your Personal Information; (b) our contractual obligations and rights in relation to the Personal Information involved; (c) our legal obligation(s) under relevant laws to retain data for a certain period of time; (d) our legitimate business and commercial interests; (e) whether retention is advisable in light of our legal position (such as with regard to applicable statute of limitations, investigations, litigation, and other potential and actual disputes); and (f) any guidelines issued by relevant data protection authorities.

YOUR RIGHTS UNDER DATA PROTECTION LAW

By law, you have a number of rights (subject to certain conditions and exceptions) when it comes to your Personal Information and can exercise any of these rights by contacting us:

You have the right to object to us processing your Personal Information where we rely on “legitimate interests” (see the “How We Use Your Personal Information” section above) as a lawful basis for processing your Personal Information or where we are processing your Personal Information for any direct marketing purposes (e.g., to send you newsletters and updates).

You also have the right to:

  • Request access to your data (commonly known as a “subject access request”). This enables you to receive a copy of the data we hold about you and to check that we are lawfully processing it.
  • Request correction of the data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your data. This enables you to ask us to delete or remove 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 data where you have exercised your right to object to processing (see above).
  • Request the restriction of processing of your data. This enables you to ask us to suspend the processing of data about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request portability of your Personal Information. This enables you to ask us provide you or another party with any Personal Information we have obtained from you, in a structured, machine readable and reusable format.
  • Right to withdraw consent. Where you have provided your consent to the collection, processing or transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. This won’t affect anything we have used your Personal Information for before you withdrew your consent..
  • Right to Lodge a complaint with a data protection regulator. You have the right to lodge a complaint about the way we handle or process your Personal Information with a data protection regulator. In the UK, this is the Information Commissioners Office (ICO) Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Phone number: 0303 123 1113. Website: https://ico.org.uk/make-a-complaint/


CHANGES TO THIS PRIVACY NOTICE

We may periodically make changes to this Privacy Notice. We will notify you of any significant changes where we have a relationship with you and otherwise post updated versions here. We recommend that you revisit this Privacy Notice regularly.

HOW TO CONTACT US

If you wish to exercise any data subject rights or have any questions about this Privacy Notice or our information practices, please feel free to contact us by at emailing data.protection@audioanalytic.com or by writing to us at Audio Analytic, 2 Quayside, Cambridge, CB5 8AB.

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