Privacy Policy

We take our obligations under privacy and data protection law seriously. This Privacy Notice is designed to help you understand what Personal Information we collect, why we do so, how we use it and who we share it with. It also explains the rights you have in connection with your Personal Information.

This Privacy Policy may change from time to time and in response to guidance and best practice advice. We will inform you of any changes via our website.

This Privacy Policy was last updated on 25 May 2018.

How Personal Information is collected
We will collect Personal Information from you if we have met you at an event and seek your consent to add to our contact databases, or if you have filled in a form on our website.

Visitors to our website
We use Hubspot to collect statistical information about the number of visitors to our Website. This information includes pages visited and content searched. Further information can be obtained from the Hubspot Privacy Policy. We use this information to maintain and improve our website, and to understand what is of interest to our website visitors so we can tailor the content. This data will not directly or indirectly reveal your identity.

We use technology to track the patterns of behavior of visitors to our website. This can include using a ‘cookie’ which would be stored on your browser or the hard drive of your computer. Please read our Cookies Policy for more information about how we use cookies and similar technologies.

Why we need it

Under the Data Protection law, we can only use your Personal Information if we have a proper reason for doing so, for example:

  • To comply with our legal and regulatory obligations.
  • You have given consent.
  • For our Legitimate Interests.

A Legitimate Interest, as per Recital 47 of the GDPR, is when we have a business or commercial reason to use your Personal Information, so long as this is not overridden by your own rights and interests.

The table below explains what we use your Personal Information for and our reasons for doing so. In general terms, we will collect Personal Information to:

  • Provide information required by or relating to audits, enquiries or investigations by regulatory bodies.
  • Provide you with information about our business and the services we offer, including relevant communications to help us improve our business and the services we offer.
What we use your Personal Information for Our reasons
Updating and maintaining client records. For the performance of our contract with you or to take steps at your request before entering into a contract.

To comply with our legal and regulatory obligations.

To send marketing updates via email. To enable you to stay well informed about the latest GeoTeric releases, updates, blogs, technical articles and events as per your marketing preferences.

For our legitimate interests.

We will not share information about you with third parties without your consent unless the law allows or requires us to.

Where we are required to share your Personal Information with external parties, we will take appropriate measures to protect your Personal Information. We will obtain the relevant Privacy Notices which assure your Personal Information is held by them appropriately.

Where your information is held

We will store your Personal Information on our inbound marketing platform (HubSpot) and our CRM system (Salesforce).

Both systems are accessed internally only by staff who have a clear requirement to access the information due to the nature of their roles within the organization and are fully password protected. Both companies have comprehensive Privacy and Compliance Policies, which are accessible online, or you may contact us to obtain a copy.

Marketing Communications

We may use your Personal Information to send you updates by email that might be of interest to you and/or information about our products and services.

We have a legitimate interest in processing your Personal Information for our business development purposes. Recital 47 of the GDPR allows for the processing of personal information for our legitimate business interests in terms of direct marketing. For example, we have an interest in ensuring our marketing is relevant for you, so we may process your information in order to send you marketing that is tailored to your interests in the business. We believe that this processing is in your interests as well.

We will always treat your Personal Information with the utmost respect, and will never sell or share it with other organization for marketing purposes.

You have the right to opt out of receiving marketing communications at any time by clicking the ‘Unsubscribe’ button at the end of our marketing emails, or by changing your preferences in your personal ‘Marketing Preferences’ center.

How long we keep it
We generally retain your Personal Information for the entire time you are employed within the organization that caused you to first interact with us, unless you ask us to remove your details.

When it is no longer necessary to retain your Personal Information, we will shred, delete or anonymize it.

How we protect your Personal Information
Keeping information secure is a key part of data protection compliance. We limit access to your Personal Information to those employees and external parties who have a business need to know and are subject to a duty of confidentiality.

We will investigate any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so, at our earliest convenience.

What are your rights?
If you believe the information we process on you is incorrect, you may request to see this information and have it corrected or deleted.

If you would like to find out more about how we use your personal data or if you have any concerns about how it is handled, please contact:

Fiona Ford – Marketing and Events Coordinator
Lynn Stevenson – Sales Coordinator