Clever Together is the trading name of Clever Together Lab Limited. Our company is based in the United Kingdom and all our activities are conducted within the European Union and European Economic Area.
This privacy policy explains how we gather and use personal data we may hold about you.
Clever Together collects the following data:
When delivering the National Staff Survey and the Staff Friends and Family Test on behalf of our NHS clients, we further collect all the information that is nationally mandated. This includes your gender, ethnicity, age, sexual orientation, religious beliefs and disability status. Moreover, during these conversations, we may also collect your mailing address (work or home) to send you the survey in a physical form (if you are not easily contactable via email).
Clever Together does not and will not collect:
In most cases, Clever Together operates as a data processor on behalf of your employer. Usually, your employer has a legitimate interest to process some of your data, and you will need to confirm this with them directly. If you need our help in doing so, please write to us at privacy@clevertogether.com and we will point you in the right direction.
‘Legitimate interests’ is defined in GDPR (article 6 (1)(f)) and DPA(2018) as “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”
For any conversation where Clever Together is the data controller, we will always ask for your consent to process your information and explain why. You have the right to withdraw this consent at any time and can do so by simply writing to us at privacy@clevertogether.com.
There are three ways for Clever Together to obtain your data:
Clever Together will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Clever Together is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.
With respect to client projects, Clever Together is a data processor. This means that we only ever use the information we hold as requested to by our clients who are the data controllers. In most cases, the activities we complete are done under the legal basis of your employer fulfilling their obligations to you as an employee.
This information is used for:
In rare cases, if you have repeatedly or severely breached the rules of an online workshop conversation, we may also use the information for identification. This does not apply to the NHS Staff Survey or Friends and Family Test, where we will never identify you individually.
We are a small company and will sometimes use carefully selected partners to help us with the analysis of your data. These partners are listed below and have been checked to the same high standards as all of our employees:
Clever Together securely stores your data in an encrypted format at the following locations:
All of our providers are in compliance with European Union rules and the General Data Protection Regulation. Information is always stored in an encrypted manner and all our systems are updated regularly to ensure they meet and exceed industry standards for data security.
Upon completion of a project or termination of a service agreement with any client (usually your employer), Clever Together will delete any personal information it holds within 30 days. An encrypted, electronic copy of such data will be sent to the client.
In any situations where we are leading the conversation, we will retain the personal information for up to 12 months.
If you are a participant in one of our online engagements, we will never use your information for marketing purposes.
If you have registered your interest in our services, we will be in touch to discuss your needs and how we can help. We would also like to send you occasional emails sharing our latest thinking on the subject of large-scale engagement. You may always opt-out at any point.
If you no longer wish to be contacted for marketing purposes, please send an email to privacy@clevertogether.com with the subject UNSUBSCRIBE.
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:
Right to judicial review – in the event that Clever Together refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain. To do so, please email privacy@clevertogether.com with the subject COMPLAINT.
All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.
Cookies are text files placed on your computer to collect standard Internet log information and basic visitor behaviour. When you visit our websites or platforms, we may collect information from you automatically through cookies or similar technologies.
For further information on cookies, what they can and can’t do, please visit allaboutcookies.org
Clever Together uses basic functionality cookies for two reasons:
We will never track your behaviour or activities on other websites and we will never use cookies to serve you advertisements.
You can set your browser to not accept cookies or to only accept certain types of cookies. The above website provides you with instructions on how to do this. If you choose to not accept cookies, some of our website or platform features may not function correctly as a result, but this will never limit your ability to share your views in the conversation.
Clever Together keeps its privacy policy under regular review and will publish updates to this web page. The last update to this policy was made on 26th March 2019 by our Chief Operating Officer Alex Velkov.
If you have any questions about our privacy policy, the data we hold on you or if you would like to exercise one of your data protection rights, please contact us at privacy@clevertogether.com
If you feel that our company has not addressed your concern in a satisfactory manner or if you wish to report a complaint, you can also contact the UK’s Information Commissioner’s Office at https://ico.org.uk/
