This privacy notice is a document that publishes the way that The Meliors as a business, gathers, holds, communicates, and manages your information. It fulfils a legal requirement to protect your ‘right to privacy’ and our responsibilities as a business. It also governs the way we allow you to use our website.
You have the right to be informed about the collection and use of your personal information. This is a requirement of the data protection regulations, and our privacy notice provides you with the information relating to how we lawfully use your information; the purpose for which we use your information; and the manner in which your information is controlled and remains secure, giving you an opportunity to review and object to how your information is being processed.
The Meliors is the controller for the personal information which it processes, unless otherwise stated. Should you have any questions relating to the use of your information please contact us via info@the-meliors.com
At The Meliors, we aim to remain open about the information we are collecting about you, why it is needed, how it is being processed and who has access to it. This notice provides you with all the information necessary to ensure that you retain the confidence that your personal information is protected from misuse and is being used and treated as you would expect.
This notice will cover the Information relating to The Meliors, including how to contact us, our commitment to you, the information we hold about you, how we collect your information, who and why we sometimes share your information, how we use your information, how we protect your information, how long we keep your information and finally your right to privacy.
The Meliors is an end-to-end sports focused sponsorship and marketing consultancy, backed by the best legal minds – understanding the power of sports sponsorships (and the marketing thereof) and having the ability to deliver them in an efficient and effective manner.
We work to bring sponsors and rights holders together – with an inherent understanding of what is required from both sides - thus ensuring that any partnerships drive value for all parties involved.
Reference in this notice to ‘The Meliors’, ‘we’, ‘us’, or ‘our’ are references to The Meliors Group Limited – a limited company registered in England and Wales under Company Registration number 15959791
The Meliors is committed to:
TPersonal information is any information that relates to or can be related back to you. This can include your name, contact details or any other information we gather as part of our relationship with you.
The information we hold can be categorised into several groups. We refer to these as ‘information categories’. These categories cover all the information requirements needed to provide you with the various products and services offered by The Meliors, many of which may be applicable to you based on the contractual relationship you have with us.
These categories are:
General:
The Meliors will only process (i.e. use) your information where we have a legal and proportionate basis to do so. This will be in accordance with our ‘commitments to you’ and our legal requirements.
The legal basis for ‘use’ will form at least one of the following categories:
Your consent:
This basis is used when we have provided you with a choice on how your data is used and you agree and consent to how we can use your data as we have described for that specific purpose.
Your contract with us:
This basis is used when we need your information to deliver the terms of our contract with you. Whilst your ‘right to privacy’ remains, information used for this purpose cannot be restricted or removed without the possibility of disrupting the contracted services you have with us. The impact of this may result in the failure to provide the agreed services or the subsequent cancellation of the contracted services.
Our legitimate interests:
This basis is used when The Meliors feel it is within our own interests to use your information, in a lawful capacity by taking both your ‘right to privacy’ and the needs of the business (in delivering its services to you) into consideration. Unless we are entitled to exercise lien (i.e. a right to keep possession of property belonging to you until your debt owed to us is discharged), The Meliors will never use your information when our own interests supersede your overall right to privacy or the legal basis for which we can process your information. If you have any concerns relating to how your information is used, please contact us immediately. The Meliors may use your information on more than one legal basis, dependant on its expected or intended use. The descriptions below provide an overview of the types of information collected, their use and the legal basis it relies upon.
Direct marketing:
The Meliors will never send ‘direct marketing’ communications to you unless your subscriber preference allows it. You will be provided with a detailed selection of subscriber options either: (a) when you join The Meliors as a client; (b) if you attend an event in which you agree to receive promotional materials and accept a follow up call from The Meliors personnel or; (c) periodically throughout your contract with The Meliors as part of our on-going maintenance of your subscriber preferences. We maintain a concise subscriber preference database covering all potential/active clients whose information we hold. This database contains the legal basis upon which, and the individual subscriber preferences upon which, all direct marketing communications are acted upon. Under no circumstances are mailings communicated or your information used outside of these purposes. Should activities be carried out in contradiction to this, we will classify this as an ‘incident’. Incidents may warrant supervisory notifications, the performance management of individuals, internal/external sanctions and/or corrective actions across The Meliors’ departments. As such – all incidents are treated seriously and responded to swiftly taking our resources into account. We categorise the risks based on the severity of the incident and the possible risk(s) to you or other customers. Details of the incident may be communicated to you or be made public.
To unsubscribe from direct marketing communications, we provide several options; such as following the embedded links on any direct marketing mailing to access your subscription preferences; or by informing the marketing team directly at info@the-meliors.com.
The Meliors do not share, allow access to, or sell your information to third parties for additional marketing purposes, unless express consent is obtained from you.
Our website collects and uses cookies to monitor performance and to improve your experience whilst visiting our website. To our knowledge, none of the cookies collect or store personally identifiable information. For more information relating to our use of cookies, please see our cookie policy.
Our website may use Google Analytics which allows us to analyse data to help us improve the experience of our website for visitors. Google Analytics uses cookies which generate information about your use of our site. These small files are transmitted to Google and the information contained in them is stored on their servers. To our knowledge this will not contain any personal information about you, other than your IP address which Google will not associate with any other data held by them. Your use of our website means that you consent to the use of this data for this purpose and if you have any concerns you should refer to Google’s own Advertising Privacy Notice: www.google.com/privacy/ads/
When you call The Meliors our telephony systems will automatically collect and display your calling line identification (CLI) information. We use this information to help improve the efficiency and effectiveness of our call handling.We use transport layer security (TLS) to encrypt and protect email traffic. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
We apply the highest standards of security when it comes to hosting and protecting your information. We have adopted policies and have technical measures in place to protect your personal data against unauthorised access, accidental loss, improper use and improper disclosure. All of our employees and any third parties that we engage to process your personal information, are obliged to respect the confidentiality of your information and thorough due-diligence checks are carried out. We do not sell, rent, distribute or otherwise make personal information commercially available to any third party, except as described in this policy or with your prior permission.
The Meliors are continually improving the resilience, security and adaptability of our IT Infrastructure and as such, working towards the achievement and maintenance of best practice standards relating to information security and cyber essentials. All activities which require the use of your personal information, will be formally assessed for risk(s) relating both to the protection of your rights and freedoms to privacy, and the requirements of The Meliors as a data controller. This risk management process will indicate any potential issues relating to the security, lawful handling or controls around the protection of your information. Only activities which are deemed to satisfy these requirements are in use across our systems.
The Meliors will only use/store your information for as long as we are permitted to do so. Often this is based on the purpose upon which we collected the information in the first instance. However, there are a number of exceptions in which it may be kept for longer. These are; where legal obligations require us to keep the information for longer (or for a specified period); or until the expiry of any limitation period in relation to potential claims against The Meliors; or until the expiry of any limitation period in relation to potential claims made by The Meliors against you or as determined by a court or competent jurisdiction.
The Meliors has a retention policy which ensures data is kept only for as long as it is needed and to satisfy all statutory or other legal obligations regarding the retention of such records. This information may vary from case to case and you can request it in relation to your information if you so wish. We will only retain your personal information for as long as is necessary to fulfil the purposes we collected it for. This includes for example the purposes of satisfying any legal, regulatory, accountancy or reporting requirements as part of a contract. To determine the appropriate retention period, The Meliors will consider: the amount; its nature; its sensitivity; the potential risk of harm from unauthorised use or disclosure; the purposes for which it’s processed; whether we can achieve those purposes through other means, and (e) the applicable regulatory or legal requirements.
In some circumstances we may anonymise your personal information (so that it can no longer be associated with you); this can be for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
The Meliors respects your right to privacy and will act in accordance with the latest privacy laws to ensure we meet our underlying commitment to you, as set out by this notice. Further information relating to your rights can be found on the Information Commissioners Office website. A link to the article can be found here.
In summary, you have the right to know how your Information is processed by The Meliors; the right to obtain copies of the information The Meliors holds (including how it’s processed and by whom); the right to correct any mistakes made to your information; the right to request that your information is deleted (in certain circumstances); the right to object if you feel your information is not being processed securely or lawfully; the right to restrict the use of your information in specific areas such as ‘marketing’ communications; and the right to know how decisions (which are or are not automated) are made.
Please contact us immediately should you wish to exert any of these rights.
No fees are due to exercise these rights, unless they are deemed to be excessive, spurious or repetitive, in which case we would contact you directly to discuss the matter further.
General
The Meliors will receive emails for data protection enquires. If you would like further information relating to this privacy notice, or wish to log a complaint, report an incident, or request the information that we hold about you; or for any other data protection related query – please email us at: info@the-meliors.com
It is important that the information we hold about you remains accurate at all times. Please keep us informed should any of your details change using the email address above.
For general enquiries, please allow up to fourteen working days for a response.
You always have the option to raise all concerns directly with the Information Commissioners Office, whether you’ve raised the matter with The Meliors already or not. This is your right.
Information requests & subject access request.
You have the right to access/request the information that The Meliors holds about you. This is often referred to as subject access. You can make a subject access request in person, verbally or in writing. Subject access requests help you to understand how and why we are using your data and to check that it is being handled lawfully and is acceptable to you.
Unless we are entitled to exercise our lien on your file of papers, The Meliors have 30 days to respond/fulfil your request. There is no fee for this service.
Information requests will be responded to within the regulatory guidelines, unless the complexity or volume of information requested impacts upon these timescales. In such cases, we will notify you directly to discuss completion dates.
Incidents & complaints
Incidents and/or complaints relating to The Meliors use of controls around your personal information are taken very seriously and we encourage you to bring to our attention, anything which you feel is unfair, misleading or inappropriate.
An incident can be anything from failure to notify you of an activity in which your data is being used, to the loss of personal information relating to you; the vulnerability or potential misuse of personal information relating to you; or unlawful access or damage to your personal information.
We have the responsibility to coordinate and ensure that each matter is brought to its sensible conclusion within a sensible timeframe and in accordance with the directions set out in this policy.
The Meliors are required by law to inform the Information Commissioners Office (ICO) and other interested parties (i.e. police, SRA) – when an incident or complaint causes significant damage(s), upset or discomfort to you.
On occasion, we may need to request further information from you in order to confirm your identity, exercise your rights, or to ensure we possess the necessary information to investigate the matter in hand. Any and all information we capture at this stage will be treated in the same manner as set out from within this privacy notice. Notifications to the ICO or other interested parties may require further communication of your personal information. This information will only be used for the purposes of the notification in question and will not be processed by any other means. Anonymisation will be used when possible and/or when it is deemed suitable.
To ensure that we prevent repeated incidents involving personal information, extracts from incidents or complaints raised will be used as case studies to strengthen corrective actions and build a better privacy practices for the firm. These case studies contain no personal information and any references to individuals will be removed. Phrases such as ‘customer’, ‘client’ or ‘employee’ will be used as substitutes and as appropriate.
Privacy update
This privacy notice was first published on xxxx and it is aligned to the latest legal requirements of GDPR regarding the processing of personal data and on the movement of such data. This notice is maintained by The Meliors and is subject to a periodic review.