Privacy Policy

This privacy notice contains important information on who we are and how and why we collect, store, use and share your personal information.  It also details your rights in relation to your personal information and how to contact us or the Information Commissioner’s Office (ICO) in the event you have a complaint.

Who we are

Big Yellow Penguin Ltd (BYP) is a limited company registered in England. 

Registration number 13671323. 

BYP may collect information about you and other people in the course of our business. Our use of personal data is regulated under the Data Protection Act and under the UK General Data Protection Regulation (UKGDPR).  We are a ‘data controller’ of that personal information for the purposes of those laws.

The personal information we collect and use

Information collected from you

The personal information that we process includes:

  • Basic information, such as your name (including name prefix or title), the company you work for, your title or position and your relationship to a person

  • Contact information, such as your postal address, email address and phone number

  • Financial information, such as payment-related information

  • Technical information, such as information from your visits to our website or in relation to materials and communications we send to you electronically.

  • Personal data you provide to us via  e mail or our website

  • Identification and background information provided by you 

  • Any other personal information which you may provide to us

How we use your personal information

We have a legitimate interest to use personal data to:-

  • Process personal information relating to our consultancy services.

  • Provide and improve our website, including auditing and monitoring its use

  • Allow you to participate in interactive features on our website such as requesting to be added to a mailing list

  • Communicate with you.  We use contact details you provide to respond to enquiries

  • Seek feedback on our service and send marketing communications to our customers unless they ask us not to.

We process data necessary for the performance of a contract when:-

  • We process customer data while providing our  consultancy services

Who we share your personal information with

We share personal data with carefully selected third party companies for the reasons set out below:

Cloud service providers

Type of data shared: All

We use technology companies to help run and support our IT systems and help process personal data. In particular we use cloud platforms.

Email Provider

Type of data shared: Emails

We use a cloud based email security and archive solution. All emails sent to or from Big Yellow Penguin or are stored on this service.

Website Analytics

Type of data shared: IP Address and tracking cookies

We use Google Analytics to monitor how our website is being used so we can make improvements. Google may share this information with other Google services. In particular, Google may use the data collected to contextualise and personalise advertisements on its own advertising network.

We will share personal information with law enforcement or other authorities if required by applicable law, but we will use reasonable endeavours to notify you before doing so, unless we are prohibited from doing so by law. 

We will never sell, rent or otherwise make personal information commercially available to any third party, except with your prior permission.

How long your personal information will be kept

  • We will not hold any information relating to your matter save for copies of invoices and materials we have created as part of the consultancy contract. 

  • If you become a customer, we will hold your name, contact details indefinitely.  

  • Any email sent to or from BYP is stored for 5 years as it is not practical for us to retain individual emails for different time periods based on the purpose of the email

  • Finance records relating to your transaction are stored separately for up to 7 years to help us meet our regulatory requirements around financial audit and VAT

Transfer of your information to or from other countries outside of the UK

We use a variety of cloud service providers to process, store and share data as set out above. We will always seek to ensure that cloud processing is carried out within the UK where possible.

Your rights

Under the General Data Protection Regulation (GDPR), you have a number of important rights free of charge.  These include the right to:-

  • Access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address

  • Require us to correct any mistakes in your information which we hold

  • Require the erasure of personal information concerning you in certain situations

  • Receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit that data to a third party in certain situations

  • Object at any time to processing of personal information concerning you for direct marketing

Keeping your personal information secure

We have appropriate technical and organisational measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way.  People processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

In circumstances where there is a high risk to your rights and freedoms resulting from a breach of data protection we will notify you of that breach without undue delay.

We carefully vet all third party companies we use to process personal data.  We have contracts in place with them to ensure they will keep the data secure and only use it for the purposes we intend.

Who to contact

If you have a query or complaint about how we process your data, or if you wish to exercise any of your rights under data protection law, please email shaun@bigyellowpenguin.co.uk or write to.

Shaun Jardine
Big Yellow Penguin Ltd
Parkside House
Tithe Lane
Clifton
Oxon
OX15 0PU

Mobile: 07866 447603    

You also have the right to lodge a complaint with the Information Commissioner’s Office who may be contacted at https://ico.org.uk/concerns/ or telephone 0303 123 1113.

Complaints Policy

We are committed to providing a professional and efficient service to all of our customers. If you have any concerns about the quality of our service we want to know about them as soon as possible.  We consider it an important opportunity to gather feedback and consider improvements.

Any expression of dissatisfaction about the service you have received from Big Yellow Penguin Ltd will be taken very seriously and we will ensure that we respond promptly to any complaint raised by our customers in accordance with this procedure.

What to do if you have a complaint about the service we have provided

Start by contacting the person dealing with your matter. You can do this either by telephone, in writing or by email. Your complaint will be acknowledged within two working days of receipt. We anticipate that in most cases the person dealing with your matter will be able to resolve your concerns swiftly.   

What to do if we are unable to resolve your complaint to your satisfaction

All complaints will be investigated and responded to within 14 days.

If further time is required for a response, we will notify you.

If it is not possible to resolve the matter, it will be referred within 14 days to the Chair of Oxford Mediation, an independent mediator to investigate your complaint and to make any recommendations that he or she may consider appropriate.

www.oxford-mediation.com

You will not be charged for the independent investigation.

Our overriding aim, however, is to deal with any concerns raised directly with you as quickly as possible with a view to reaching an informal and mutually agreeable resolution.