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Privacy Notice

Updated May 2021

Beyond360 Ltd is fully committed to compliance with the requirements of the Data Protection Act 2018 and all other data protection legislation currently in force. The legislation applies to anyone processing personal data and sets out principles which should be followed and gives rights to those whose data is being processed.

This privacy notice tells you what to expect us to do with your personal information when you make contact with us or use one of our services.

In this Privacy Notice we’ll tell you:

• why we are able to process your information;
• what purpose we are processing it for;
• whether you have to provide it to us;
• how long we store it for;
• whether there are other recipients of your personal information;
• whether we intend to transfer it to another country; and
• whether we do automated decision-making or profiling. Beyond360 takes its responsibilities seriously and adheres to the Data Protection Principles as listed below.

When processing data we will ensure that it is:

• processed lawfully, fairly and in a transparent way
• processed only for the purpose that the data was collected for
• limited to what is necessary
• accurate and kept up to date
• kept for no longer than is necessary
• kept safe and secure
• only shared with other Organisations who can demonstrate compliance with the regulations

Our contact details

There are many ways you can contact us, including via our contact us page on our website, post or email as follows:

Name: Beyond360 Ltd

Postal Address: Clavering House Business Centre, Clavering Place, Newcastle NE1 3NG

Website: https://beyond360.com

Email: Info@beyond360.com

Collecting and processing your personal data

Our role

Beyond 360 can act as either a Data Controller or Data Processor dependant on the nature of your interaction with us. For example, if you go direct to our website and enquire about any of our services, we will act as a Data Controller. However, if your employer is using our services and give us your data to fulfil a request on their behalf, we act as a Data Processor.

How we collect your data and the type of information we collect

When acting as a data controller we collect the following information from you directly:

• personal data such as your name and contact details (address, email address, telephone number)

• other personal identifiers such as IP Addresses, information about your internet connection, the equipment you use to access the website and usage details.

When acting as a Data processor, your employer will choose what data either they or you input into the Harmony platform. We will process this data which may include:

• Name, date of birth, home address, email address, gender, contact number

• Your personal photograph

• Details relating to your employment such as your job title, employee number, employment location, date of joining

• Your health data and performance data.

When you and/or your employer inputs data to the Harmony Platform, you will be asked to agree to our ‘Supplier and Customer’ Terms and Conditions.

The purpose for collecting and processing it

The data we collect and process is for one or more of the following reasons:

• When you use our website or to enquire about our services via our website
• Use of the selected modules in the Harmony System
• In fulfilment of the incentive services enabled within the system.

Your data will not be used for automated decision-making or profiling other when used for analytical purposes. In such situations, the data is anonymised meaning you cannot be identified through this means.

Lawful bases for processing

In most cases, the lawful bases or reason(s) for processing your information is in fulfilment of a contract, for example:

• Where you send a query via our website requesting information about our products and services to help you decide whether to enter into a contract with us
• In acceptance of our Terms and Conditions.

How we store your information, where and for how long

We are committed to ensuring that your data is secure. As such we have put in place appropriate technical and organisational measures to safeguard it, including the use of user logins and passwords to the Harmony system, secure cloud-based data storage, encryption, anti-virus software and frequent network vulnerability scanning.

All data entered into our website by you is encrypted and securely stored in the UK and for the duration required to fulfil the request.

All data entered into the Harmony System is stored for the duration of your access and in an encrypted format in data storage centres located as follows:

• UK Customers-UK data storage centre
• US Customers – Central USA data storage centre
• India Customers – Southern India data storage centres

Once your access to the system has ceased, data relating to you will be erased. Some data however may be used for analytical purposes, this will be anonymised and as such will not identify you in any way.

Third parties we share your data with

We use third party organisations to provide elements of our services on our behalf. We have contracts in place with these organisations which means that they cannot do anything with your personal information unless we have instructed them to do so, and where necessary, in line with the instructions from your employer. They will hold it securely for the purposes of and retain it for the period we instruct. The organisations we share data with are:

• Beyond360 website developers Creativehill Ltd.
• Harmony platform:
  1. Our platform developers: Go Infinity Ltd.
  2. Gift Card or other related incentive prize vendors. To deliver to you your chosen gift/ prize, we may share your name and postal address and on occasion, email address.
  3. Other third-party websites. The Harmony platform may also contain links to third-party websites, where this is the case the terms and conditions for that particular website will apply. We will not share your information with any third parties for the purposes of direct marketing.

How to complain

You also have the right to complain to the ICO at the following address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Helpline number: 0303 123 1113

Changes to our Privacy Notice

Should you not be entirely satisfied with any aspect of how we have used your data, you can also complain. Whenever we make any changes to our Privacy Notice and practices, we will inform you by posting an updated notice on this page and/or by sending you details of the update.

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