Privacy policy

Who we are and how to contact us

In the context of this privacy notice, Metaxis Ltd is your data controller and is responsible for the security of your personal data.

Please note:
We have included links to some of our clients’ websites on our website as examples of our software design services and experience. We do not control these external websites and are not responsible for their privacy statements.
When you leave our website, we encourage you to read the privacy notice of every website you visit.

Purposes and lawful bases for personal data processing

At Metaxis, we process the following categories of personal data as part of our day-to-day business-related activities:

• Client and supplier data
  For business communications and contractual purposes.

• Candidate data
  For internal recruitment and selection purposes.

• Marketing data
  For business development purposes.

• Employee data
  We process personal data of our team members in order to fulfil our responsibilities as an employer. This is explained in our separate staff privacy policy.

We process your personal data in line with the EU’s General Data Protection Regulation (the GDPR) and the UK’s Data Protection Bill. The lawful bases we have identified to support our personal data processing activities are explained in the following sections of this privacy notice.

Please keep us informed if your personal data changes during your relationship with us. It is important that the information we hold about you is accurate and current.

Clients and suppliers

We collect the minimum amount of personal data we need to:

• respond to enquiries
• communicate with clients and suppliers
• fulfil our contractual, invoicing and payment obligations
• improve our business services and
• build our business network.

We therefore collect, use and store:

• names of key business contacts and
• their business contact details (typically business phone, email address and job title)
• Business information for contract and financial transaction management.

We process your personal data in line with the EU’s General Data Protection Regulation (the GDPR) and the UK’s Data Protection Bill. The lawful bases we have identified to support our personal data processing activities are explained in the following sections of this privacy notice.

Please keep us informed if your personal data changes during your relationship with us. It is important that the information we hold about you is accurate and current.

• Performance of Contract
  where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract

• Legal obligation
  when we have to process personal data to comply with a legal or regulatory obligation

• Legitimate interest
  this means in the interest of conducting and managing our business by undertaking reasonable and foreseeable business communications, administration, IT and security activities which ensure our client and supplier relationships are supported in an effective and secure business environment.

How long do we keep your personal data?

We retain your personal data only for as long as is necessary to conduct and manage our ongoing business relationship and to satisfy legal, accounting, and reporting obligations. We will keep basic information (including identity and contact details, financial and transaction data) for six years after the year in which our contract expires or our business relationship ceases.

Recruitment candidates

We process the personal data of individuals as part of our recruitment and selection activities. The data you provide is the minimum we need for the purposes of:

• responding to enquiries
• progressing your application
• assessing your suitability for employment with us and
• to fulfil legal or regulatory requirements, for example prior to an offer of employment with us being confirmed, we will check evidence of your eligibility to work in the UK.

We only use your personal data when we can demonstrate we have a lawful basis to do so, and for recruitment and selection purposes this will be in one of the following situations:

• Legitimate interest 
  this means in the interest of the business in conducting and managing its recruitment and selection activities by undertaking reasonable and foreseeable communications, assessment, administration, IT and security activities to ensure the process is managed in a way which is consistent with the interests of all relevant parties and takes place within an effective, secure and confidential framework.
• Legal obligation
  when we process your personal data to comply with a legal or regulatory obligation.

When you apply for a role with us, we ask you for personal data including name and contact details. We also ask you to describe your previous work experience, qualifications, and to provide information relevant to the role you have applied for. You don’t have to provide all we ask for but it will affect our ability to assess your suitability for a role with us if we do not have sufficient information on which to base a decision.

Your application details are processed on our server and on email applications, accessible only to authorised recruitment team members and senior management. We keep recruitment and selection data for 12 months from the date of your application.

We do not use automated decision-making as part of our recruitment process.

If you join us, you will be provided with our employee privacy policy as part of your induction.

Website analytics, marketing and sales

We use Google Analytics only for website management purposes, to monitor the number of visits to our site. No personal data is processed.

We do not track the source or monitor the behaviours of our visitors to this website for marketing or sales purposes.

When you visit our website, IP address information from your device is processed and retained only for as long as it is needed for analytical and business critical purposes including IT systems security and fraud prevention.

We respond to requests for further business or recruitment related information using the contact information you provide in your initial enquiry. Your contact data will be retained on our server and email applications for a period of 12 months from the initial enquiry date, then deleted if no further action ensues.

Who we share your data with

Your personal data is shared internally on a confidential basis with authorised employees of Metaxis Ltd in order to respond to your enquiry, to provide and develop our services or in line with our recruitment and selection process.

It may be necessary to share personal data with parties external to Metaxis to comply with legal or regulatory obligation, or on the basis of legitimate interest to meet reasonable and foreseeable business needs, for example in consulting professional advisory services.

We do not share your personal data with any company outside Metaxis Ltd for marketing purposes.

We do not transfer your personal data outside the European Economic Area (EEA).

Your rights as a data subject

In summary, under data protection law you have the following rights with respect to your personal data:

• The right to request a copy of the personal data which we hold about you;
• The right to request that we correct any personal data found to be inaccurate or out of date;
• The right to request your personal data are erased where it is no longer necessary to retain such data;
• The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
• The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable;
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
• The right to object to our processing of personal data, where applicable.

For further information about your data subject rights or to make an enquiry or request about your personal data, please contact us by email: info@metaxis.com

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We aim to respond to all requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

To wish to make a complaint in relation to this notice or any other data protection matter between you and us, please in the first instance contact us by email: info@metaxis.com

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.