Tone Agency (trading as Brandshank Ltd) have built a series of systems and processes to ensure full compliance of GDPR regulations, effective May 25th 2018. The new environment requires higher transparency and accountability and this document represents our position at an overview level.
We’re committed to protecting the rights and privacy of individuals, clients and prospects in accordance with these regulations, which accord new and stronger rights for individuals to understand and control that use.
We’ve avoided legalese or using extensive and exhaustive policies in the interests of simplicity and transparency. A more exhaustive GDPR survey is available on request.
We will never disguise or conceal our identity, and we will always provide valid contact information (email and address) in order to respond, opt-out or unsubscribe.
We will always process personal data fairly and lawfully
In particular, we will always inform clearly who we are, why we’re contacting them for marketing purposes and how they can simply opt out.
We will only ever email business-to-business (companies and corporate bodies) bringing us under the realm of PECr.
Only for the specified purpose, never shared
We will only ever collect personal data for the specified purpose and will never decide later to use if for other ‘incompatible’ purposes. In addition, data will never be shared and users can remove themselves from all communication channels with one click.
Automated removal after reasonable period
We always ensure that data is accurate and, where necessary, kept up to date. A marketing list which does not accurately record a user’s marketing preferences is incompatible.
We have also ensured that all data is removed after a reasonable period of time without in the event that no active working relationship is commenced.
How and why we store data
We strive to make distinctions between business-to-business (companies and corporate bodies) and individual consumers (plus sole traders and partnerships).
Any individual consumer data would only be sourced by inbound, unambiguously opted-in means related to content such as ebook downloads and other marketing activity.
The only platforms we hold identifiable data in are related to Sales and Prospecting (Prospect.io, Reply.io, Salesforce, Campaign Monitor) Production (TeamworkPM) and Accounting (FreeAgent). These are our data processors and we’ve linked out to their policies on GDPR.
We’ve detailed our individual approach to those areas below.
Sales & Marketing
We third party platforms such as LinkedIn to identify prospects with whom we feel there would be a legitimate business interest and a potential for positive partnership.
Upon single opt-out we have an automated process to first check, then remove all contact information from all of these platforms.
For digital sales and marketing for business purposes (with corporate, business email addresses) we are fully compliant with PECr which supersedes GDPR at this time:
We store name, company and email data for the stakeholders client-side to be able to receive updates on projects and tasks we’re actively working on.
This is a necessary platform since it keeps clients informed during projects and utilises email and gantt charts to provide info on project progress.
Accounting & Invoicing Systems
It is necessary to store company details for the purposes of invoicing and billing, to ensure we are compliant with HMRC, Companies House and that invoices are readily available for clients to make payments and to use for their own filing and reconciling purposes.
In summary, we are happy we are working within PECr and GDPR regulations and we hope this page is sufficient to outline what we’re doing in that respect, what your rights are and how you can ensure all data relating to you is removed.
You can reach us with the following contact information for any further enquiries
Brandshank Ltd t/a Tone Agency
B1 Business Centre
Telephone: 01282 686725