Privacy Notice

Read about what types of information we keep about you - How we use it, when we use it, why we use (or keep) it and where it might go. This is commonly called a 'Privacy Notice'.

Who this Privacy Notice is about and what it covers

Wise Wolf Consultancy is committed to protecting your privacy.

Where we mention ‘Wise Wolf Consultancy’ this refers to the brand name of services provided by Wise Wolf Consultancy Ltd.
When we refer to “our website” or “this website” we mean the webpages of www.wisewolfconsultancy.com.

If you have any requests concerning information about you that we hold (including any requests to exercise your rights under applicable data protection law) or any queries with regard to how we handle, store or protect your personal information, please contact:

Wise Wolf Consultancy Ltd

hello@wisewolfconsultancy.com

This Privacy Notice sets out how we collect, handle, store and protect information about you when you visit and use our Website or interact with us over the phone, in person, on paper or through another medium, for example by email.

It should be read alongside our Cookies Notice.

It also contains information about when we share your personal information with other parties (for example with third parties we work with, such as event organisers).

In this Privacy Notice, we may also sometimes collectively refer to handling, collecting, protecting and storing your personal information as “processing” those types of information.

Our website may contain links to other websites that are not managed/operated by us, or that we don't control. These websites are not covered by this Privacy Notice and if you access them using the links provided, the operators of these websites may collect information about you.

We encourage you to read and check the 'privacy notice' on each of these websites (which may be different from ours) before disclosing any personal information.

What information we collect

We collect information about you when you give it to us.

For example:

you make an inquiry;
purchase services;
tell us your story;
provide feedback; or
If you otherwise provide us with personal information such as:
- in person
- over the phone
- on paper
- by SMS
- by email
- Through social platforms

In some cases, we also collect information about you because other people legitimately provide that information to us.

For example; your information will be collected by an organisation working with us.

In some cases, we may also receive information about you from independent event organisers where they have legal permission to share your information with us (for example, you have consented to this).

We typically collect personal information from you because we observe or infer that information about you from the way you interact with us.

For example, we may use cookies and web beacons on our Website to automatically collect information about your visit. This information will help to improve your experience when you use this Website and help us check it is functioning correctly.

Please see our Cookies Notice for more details.

The information about you which we collect or obtain typically includes the following details about you:

name
date of birth
age
gender
email address
postal address
telephone numbers
country of residence
employment details (for example, the organisation you work for and your job title)
financial-related information (for example bank details for payments);
information on why you chose to work with Wise Wolf Consultancy;
your postings on any blogs, personal story pages and any other social media applications and services we provide.

This information can be collected through face-to-face communications, offline registration forms, online forms or through third party providers working on our behalf.

If you visit our Website, we can also gather information about you based on the way in which you access and use our Website.

We gather information about which pages on our Website users visit most often.
We may track popular links on Wise Wolf Consultancy’s emails and collect information on individuals’ IP address
browser and device type
device settings
language
access times and durations
websites you visited before and after our Website
details of how you like to interact with us and similar information

We use this information to personalise the way our Website is used to improve the service we provide to you. Wherever possible we use aggregated or anonymous information which does not identify individuals.

Where you receive electronic communications from us (such as emails or social media platform messages), we can also gather information about your use of that communication.

This includes information on when you open the communication and what links you click on within it.

If you unsubscribe to a communication from us, we will also update your preferences and retain a record of this so that we don't contact you inappropriately.

None of the information that we request from you is mandatory; however, if you choose not to provide some or all of the information that we request from you, we may be hindered or unable to provide you with the services or support that you seek from Wise Wolf Consultancy.

How we use your information

We typically use your personal information:

To provide you with services that you have requested.
To improve our services (for example, collecting feedback in order to monitor how well our services meet the needs of clients across the UK and internationally).
To manage and improve our Website (including services provided via our Website).
To help us learn more about you, the services that you receive from Wise Wolf Consultancy, and other products and services that may be of interest to you (including building profiles of individuals to help us ensure that our communications are directed to individuals that might be interested in them).
To share your experiences of Wise Wolf Consultancy, where you permit us to do so.
To deal with your enquiries and requests.

As part of the uses above, we use your personal information in the course of any correspondence relating to services you requested from us or information you provided to us. This correspondence may be with you, our service providers or competent authorities.

If you enter your details onto one of our online forms, and you don’t ‘send’ or ‘submit’ the form, we may also contact you to see if we can help with any problems you may be experiencing with the form or our Website.

In some cases, we also use your personal information for the purposes of, or in connection with:

Applicable legal or regulatory requirements.
Requests and communications from competent authorities.
Financial accounting, invoicing and risk analysis purposes.
Prudent operational management (including credit and risk management, insurance, audit, training and similar administrative purposes).
Customer relationship purposes, which typically involve: (i) contacting you (including by telephone, e-mail, SMS and by post) to receive feedback on our products and services; and (ii) contacting you for other marketing, market research or general research purposes.
Services we receive from our professional advisors, such as lawyers, accountants and consultants.

We will only send you marketing materials according to the preferences you submitted to us – either via our Website or another medium.

Where you have indicated to us that you do not want to receive any marketing materials from us, we will respect your preference.

If you would like to update your preferences at any point, please contact us at:

hello@wisewolfconsultancy.com

What laws we use

We are required by law to set out in this Privacy Notice the legal grounds on which we rely in order to process your personal information.

We generally use your personal information for the purposes outlined above because:

(a) it is necessary for our legitimate interests and does not unduly affect your interests or fundamental rights and freedoms (see below);

(b) it is necessary for legal and/or regulatory obligations that we are subject to, such as keeping records for tax purposes or providing information to a public body or law enforcement agency;

(d) in some cases, we have obtained your prior consent

Examples of the ‘legitimate interests’ referenced above are:

(i) The effective operation of our services, including analysing and gaining insights into the performance and effectiveness of our products and programme activities;

(ii) To benefit from cost-effective services (for example, it being cheaper to use an external printer to print our letters instead of print them ourselves);

(iii) To assess and verify any application that you submit through the Website to work with us;

(iv) To prevent fraud or criminal activity, misuses of our products and services, as well as the security of our IT systems, architecture and networks;

(v) To exercise our rights under Article17 of the Charter of Fundamental Rights, including our right to property; and

(vi) To conduct market research to better understand our users, along with their expectations and perceptions of Wise Wolf Consultancy and its services.

To the extent that we process any sensitive personal information relating to you for any of the purposes outlined above, we will do so because either:

(a) you have given us your explicit consent to process such information;

(b) the processing is necessary for reasons of substantial public interest on the basis of applicable law (for example, where we are required to process personal information to ensure we meet our ‘know your client’ and ‘anti-money laundering’ obligations);

(d) the processing is necessary to carry out our obligations under employment, social security or social protection law; or

(e) the processing is necessary for the establishment, exercise or defence of legal claims. The legal grounds for processing sensitive personal information outlined above at (a) to (e) appear at Articles 9(2)(a), 9(2)(g), 9(2)(h) 9(2)(b) and 9(2)(f) of the EU’s General Data Protection Regulation respectively.

How we keep your data safe

We ensure that there are appropriate technical controls in place designed to protect your personal information.

For example:

Our data and hardware is housed in the cloud and encrypted both in transit and at rest.
We do regular reviews of who has access to information that we hold so your information is only accessible by appropriately trained staff, volunteers and contractors.

Sometimes we use the services of partners or other reputable companies to collect or process personal information on our behalf.

Before we permit company or partner to collect or process personal information on our behalf we seek to put a written agreement in place with appropriate controls to secure your personal information.

We use appropriate security measures once we have received your personal information, but the transmission of data over the internet (including by email) is never completely secure.

We try to protect personal information but we cannot guarantee the security of data transmitted to us or by us.

What locations your information may be shared

The section below describes the third parties that we generally provide with information about you.

Some of them may be based outside the European Union (EU), including United States, Philippines, India, China and Japan. Although they may not be subject to the same data protection laws as companies based in the UK, we take steps to make sure that they provide an adequate level of protection to your personal information in accordance with our obligations under UK data protection law.

These steps might include Wise Wolf Consultancy entering into a data transfer agreement with the relevant third party based on standard contractual clauses approved by the ICO.

Further details of the transfers of your personal information outside of the UK and the adequate safeguards used by Wise Wolf Consultancy in respect of such transfers (including copies of relevant agreements) are also available from us by contacting:

hello@wisewolfconsultancy.com

How we keep your information up to date

We kindly ask that you update Wise Wolf Consultancy if your information changes.

We may, from time to time, conduct a data cleansing activity which will ask you to check your information and inform us of any changes.

Who we share your information with

In connection with one or more of the purposes outlined in the section above, we may share your information with:

Third parties that provide services to us or on our behalf. This includes third parties such as those delivering postal mail, print agencies, making calls to our users, sending emails, analysing or collecting data, processing credit card payments. In some cases, we also provide information to third parties, who assist with our service delivery.
Regulators, other competent authorities (including courts, tribunals and regulatory and law enforcement authorities) and other parties to whom we are required to disclose your personal information to by law.
Solicitors working with Wise Wolf Consultancy.
Our professional advisors, including lawyers, accountants and consultants.

Your data rights

You have various rights in relation to your personal information.

In particular, you have a right to:

ask us to delete, or stop processing, your personal information.
ask for a copy of the information we hold about you.
ask that we correct or update any discrepancies or inaccuracies in the information we hold about you.
withdraw consent to our processing of your personal information (to the extent such processing is based on consent)
object to our processing of your personal information.

If you want to exercise any of your rights, or if you have any other questions about our use of your personal information, please contact us at:

hello@wisewolfconsultancy.com

In certain circumstances we may need to seek further information about your identity before complying with your request.

Further information and guidance on subject access requests is also available from the Information Commissioner's Office here:

https://ico.org.uk/for-the-public/personal-information/

If we have been unable to deal satisfactorily with any concerns you may have over how we have processed your personal information, you have the right to make a complaint to the UK’s Information Commissioner’s Office or to any other data protection regulator in the place where you live or work, or in the place where you think an issue in relation to your data has arisen.

A list of the national data protection authorities can be found here:

https://ec.europa.eu/justice/article-29/structure/data-protection-authorities/index_en.htm

About our direct marketing (advertising)

Where your marketing preferences allow us to do so, we will contact you to let you know about the work we are doing or send you updates about Wise Wolf Consultancy.

Where we are permitted to do so, we may include information from organisations we work with in these marketing communications.

Please note if you decide to turn off or disable cookies this may affect the level of service we can provide you.

We aim to make it easy for you to tell us how you want us to communicate in a way that suits you.

Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing communications.

If you don’t want to hear from us, please do let us know.

You can do this when you provide your data or by contacting us:

hello@wisewolfconsultancy.com

How long we keep your information

We will hold your personal information on our systems for as long as is necessary to fulfil the purpose for which it was collected or to comply with legal, regulatory or internal policy requirements.

Although there may be some limited exceptions, your personal data is kept for up to 10 years after you:

(i) Stop receiving communications from Wise Wolf Consultancy

(ii) Stop receiving services from us

(iii) Stop attending our events

(iv) Last visited our website

We believe it is reasonable to keep information and contact individual supporters up to 10 years after the above for the purposes defined in the section above (How we use your personal information).

For example, this is because:

The information we hold about you ensures we are able to speak to you as efficiently as possible and in the way you find easiest.
This allows us to do things such as tailor our services and communications to you in ways you find most useful.

Limited exceptions where we may keep information for longer than the above, may include:

Financial information for auditing or legal purposes

Changes and updates

We may change this Privacy Notice from time to time.

Any future changes or additions to the processing of your personal data as described in this Privacy Notice affecting you will be communicated to you through an appropriate channel, depending on how we normally communicate with you.

Alternatively, please visit this page from time to time in order to keep up to date with the changes in our Policy.

Last updated August 2024.

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