Privacy Policy

Privacy policy introduction

Teneo Group Ltd is headquartered at 20/21 Theale Lakes Business Park, Moulden Way, Sulhamstead, RG7 4GB. Companies included in Teneo Group Ltd are Teneo Ltd, registered in England & Wales No. 3928202 and VAT Number: 732 5698 13, Teneo Inc, Teneo France SAS, Teneo Australia Pty Ltd with ABN 22 147 515 455, Geode Services Ltd and Geode Services LLC. You can contact us at +44 118 983 8600 or at www.teneo.net.

This privacy policy is to let you know how companies within our Group are firmly committed to your privacy and the safeguarding of your personal data.

The following policy explains how we collect, store and use your personal data and any associated information when you engage with us, transact with us and when you visit our website. It also describes the types of data we collect, how we use that data to ensure we provide relevant and timely communications and services to you, and your rights to control our use of that data at any time.

The privacy policy described here and our processes apply only to personal data collected by Teneo. When we refer to ‘our website’, we mean pages on www.teneo.net only. If you follow a link on www.teneo.net to an external site beyond our control, we recommend you always check the privacy policy of that site before using it.

If you are uncertain about any part of our privacy policy and processes, please contact us and refrain from using our website.

Your personal data

Collecting very specific, relevant data is a necessary part of us being able to provide you with the products and services you purchase from us. It also enables us to answer your enquiries and provide you with the information you request.

We treat the personal data we collect, process or use, fairly and securely and we will never do anything with it that you have not clearly agreed to (such as sharing it with any other party), or that could be considered irresponsible.

Whenever you give us your personal data, you must consent to its collection and use in accordance with this privacy policy, including our use of cookies explained in our cookie policy here.

What personal data do we collect?

We collect personal data from you (and your organization) from the companies within the Teneo Group and from these sources:

Data you give to us:

When you request information about, pricing for or order our products and services
When you talk to us on the phone, at meetings or events
When you use our website or Customer Portal
In emails, through instant messaging services or SMS messages
In documents relating to our services, e.g. SOWs, site surveys, customer handbooks
In customer surveys
If you take part in our marketing events, competitions or promotions

Usage Data:

Data we collect when you visit our website, including the frequency, type, location and origin. We gather this data from devices you use to connect to our website using cookies and other internet tracking software. For more information, please read our cookie policy here.

Data from third parties we work with:

Companies that introduce you to us, such as our vendor and distribution partners
Social networks
Public information sources
Marketing agencies, data partners, event organizers or other suppliers working on our behalf
Market researchers

We categorize your personal data as follows:

Personal Data Category	Description
Contact	Your name, the organization you work for and how to contact you, e.g. your work address, email and phone number.
Socio-Demographic	Details about your profession, e.g. job title and function, certifications and education, and diet for the purpose of certain Teneo events you attend.
Transactional	Pricing, orders, invoices and deliveries associated with your name and other contact information.
Contractual	Details about the products and services we provide to you and your organization.
Locational	Data we receive about where you are located when connecting to the Internet when you visit our website.
Behavioral	Details about how you interact with us and our communications.
Technical	Details about the devices and technology you use.
Communications	What we learn about you from emails, social media interactions and conversations between us.
Open Data	Information about you that is openly available on the Internet.
Usage Data	Other data about how you use our website, products and services.
Document Data	Details about you that are stored in documents in different formats, e.g. drivers license for the purpose of certain Teneo events you attend.
Consent Data	Any permissions, consents or preferences that you give us, for example how you want us to contact you and what type of information you want to receive.

How do we use your personal data?

Data Protection law says that we are permitted to use personal data only if we have a proper reason to do so. This includes sharing it outside of Teneo. The law says we must have one or more of these reasons:

When you consent to it
To fulfil a contract we have with you
When it’s our legal obligation
When it’s in our legitimate interest

A legitimate interest is when we have a business or commercial reason to use your data. We will always act in a way that is in your best interest.

Here’s a list of all the ways that we might use your personal information along with the reasons and legitimate interests we rely on to do so:

How we use your personal data	Our lawful bases	Our legitimate interests
To manage our relationship with you and your organization. To survey your opinion on the service you receive from us. To develop new ways to meet our customers’ needs and to grow our business. To develop and carry out direct marketing activities, e.g. to let you know about other products and services you may be interested in, to inform you about news, reports, events and webinars that are relevant to you and to communicate promotional offers that are relevant to you. To adhere to marketing suppression requests. To update customer details and preferences. To carry out social media platform and web analytics. To study how our customers use products and services from us and other organisations. To provide advice or guidance about our products and services, e.g. provide you with technical updates on the products you have purchased from us.	Consent To fulfil a contract Legitimate interests Our legal obligations (e.g. PECR, GDPR, UK Data Protection Act 2018)	Keeping our records up to date, working out which of our products and services may interest you and telling you about them. Developing products and services, and what we charge for them. Defining types of customers for new products or services. Seeking your consent when we need it to contact you. Carrying out direct marketing activities. Being efficient about how we fulfil our legal obligations.
To develop and manage our brand, products and services. To test new services. To manage how we work with other companies that provide products and services to us and to our customers.	To fulfil a contract Legitimate interests Our legal obligations (e.g. GDPR, UK Data Protection Act 2018)	Developing products and services, and deciding what we charge for them. Defining types of customers for new products or services. Being efficient about how we fulfil our legal and contractual obligations.
To provide pricing for our products and services To deliver our products and services. To make supplier payments and manage customer payments. To collect and recover money that is owed to us. To manage shipping and logistics services.	To fulfil a contract Legitimate interests Our legal obligations (e.g. HMRC, managing taxes and duties at customs)	Being efficient about how we fulfil our legal and contractual obligations. Complying with regulations that apply to us.
To manage risk for us and our customers. To obey laws and regulations that apply to us. To respond to customer complaints and seek to resolve them.	To fulfil a contract Legitimate interests Our legal obligations	Complying with regulations that apply to us. Being efficient about how we fulfil our legal and contractual obligations.
To run our business in an efficient and proper way. This includes managing our financial position, business capability, planning, communications, corporate governance, and audit.	Legitimate interests Our legal obligations	Complying with regulations that apply to us. Being efficient about how we fulfil our legal and contractual obligations.
To exercise our rights set out in agreements or contracts.	To fulfil a contract	Being efficient about how we fulfil our legal and contractual obligations.

Who we share your personal data with

We might share your personal information with other companies in the Teneo Group and these organizations:

Organizations that introduce you to us
Companies that we introduce you to
Market researchers
Companies we have a partnership or supplier relationship with in order to fulfil our contract with you, for example our vendor and distribution partners, third party service providers or courier companies
Companies you ask us to share your data with
Marketing agencies or suppliers we use to communicate with you on our behalf
Any party linked with you or your company
HM Revenue & Customs and other authorities for the purpose of delivery of goods

We do not sell, trade or rent your personal data to others.

In the event that we choose to sell, transfer, or merge parts of our business or assets, or we seek to acquire other businesses or merge with them, we might share your data with other parties during this process. We’ll only do this if they agree to keep your data safe and private. If any changes to our Group happen, then other parties may use your data in the same way as set out in this privacy policy.

Transfer of data outside of the European Economic Area (‘EEA’)

If your data originates from inside the European Economic Area (‘EEA’), we will only send your data outside of the EEA to:

Fulfil our contract with you using companies we have a partnership or supplier relationship with
Communicate with according to your preferences using marketing agencies or suppliers who work on our behalf
Follow your instructions
Comply with a legal duty

If we do transfer your personal data to our partners and suppliers outside of the EEA, we’ll make sure that it is protected in the same way as if it was being used in the EEA. A contract will be put in place with the recipient that means they must protect it to the same standards as the EEA. We will also ask them to complete a security questionnaire.

Marketing communications

We might use your personal data to tell you about relevant products and services. The personal data we hold for you is made up of what you tell us, and the data we collect about you and your organization when you interact with us, or we receive from third parties we work with. We study this to form a view on what we think you might want or need, or what might be of interest to you. This is how we decide which products and services might be relevant to you and your organization.

We can only use your personal data to send you marketing messages if we have either your consent or a legitimate interest, which must not unfairly go against what is right and best for you. You can update your marketing communication preferences by clicking the ‘update your marketing preferences’ link in the footer of any marketing emails you receive from us. You can also ask us to stop sending you marketing messages by contacting us at any time at incontrol@teneo.net.

Whatever you choose, you’ll still receive invoices, documentation that forms part of our service to you, and other important information such as updates and changes to your existing products and services.

We might ask you to confirm or update your choices if you take out any new products or services with us in future. We’ll also ask you to do this if there are changes in our privacy policy, in the law, regulation, or the structure of our business.

Retention of your personal data

We will retain your personal data for as long as your organization is a customer of a company within Teneo Group Ltd. After your organization stops being a customer, we may keep your data for up to 5 years from the last interaction we have with you.

We may keep your data for longer than 5 years from our last interaction with you if we can’t delete it for legal or technical reasons. We may also keep it for research or statistical purposes. If we do, we will make sure that your privacy is protected and only use it for those purposes.

Letting us know if your personal data is incorrect

We endeavour to keep your personal data accurate and up to date. If you become aware of errors or inaccuracies, please email incontrol@teneo.net We’ll take reasonable steps to check its accuracy and correct it.

How to request access to the personal data we hold

You can request access to the personal data we hold by contacting us at incontrol@teneo.net. From 25 May 2018 under the EU GDPR and the UK Data Protection Act 2018, you have the right to obtain your personal data from us in a format that is ‘portable’ or can be easily re-used. You can also ask us to pass on your personal data in a portable format to other organizations.

Your right to object and right to erasure

You might choose against providing us with your personal data. If you make this choice, it might delay or prevent us from meeting our contractual or legal obligations. Any data collection that is optional will be made clear at the point of collection.

You also have the right to object to our use of your personal data, or to ask us to erase, or stop using your personal data if there is no need for us to keep it. There might be legal or other official reasons why we need to keep or use your data, but please tell us if you think we shouldn’t be using it by contacting us at incontrol@teneo.net

Withdrawing your consent

You can withdraw your consent for us to use your personal data at any time. Please contact us at incontrol@teneo.net if you want to do so. We will tell you if this results in us not being able to provide certain products or services to you.

Changes to our privacy policy

Any changes to our privacy policy will be updated here and will supersede this version of our policy. Once any changes come into effect, we will notify you when you next visit our website or when we next send you an email.

This page was updated on 11th May 2018.

Questions and complaints

If you have any questions about this privacy policy, please contact us at info@teneo.net If you’re unhappy with how we have used your personal data, please let us know. You also have the right to complain to the Information Commissioner’s Office. You can find out more here: https://ico.org.uk/concerns/

Cookie policy

For information about Teneo’s cookie policy, please visit our cookie policy page.