This privacy notice (Privacy Notice) sets out the ways in which we, The Susijn Agency Ltd (we, us, our), collect and use your personal data (your personal information) in connection with our business. It also explains what rights you have to access or change your personal data.
We are a company registered in England under company number 4915508, with our registered address as set out below. You can contact us as follows:
Registered Address and Correspondence Address:
820 Harrow Road, London NW105JU, UK
Email: info@thesusijnagency.com
Information we may collect about you
Information that you provide to us.
We will collect any information that you provide to us when you:
- make an enquiry over the phone, by email, in writing or on our website;
- submit manuscripts or other content to us by post, email or via our website;
- enter into a contract with us to represent you;
- ‘follow’, ‘like’, post to or interact with our social media accounts, including Twitter and Instagram.
The information you provide to us will include (depending on the circumstances):
Identity and contact data: Title, names, addresses, email addresses, date of birth, gender, and phone numbers;
Financial and contract data: If we represent you, you may also provide us with your bank details, VAT and tax information, immigration and residency information, passport details, frequent flyer numbers, your existing contracts (and related correspondence) with publishers or other licensees of your work;
Employment and background data: If you are submitting a manuscript for review, you may also provide additional information about your academic and work history, qualifications, skills, projects and research that you are involved in, references, proof of your entitlement to work in the UK, your national security number, your passport or other identity document details, and any other such similar information that you may provide to us.
Information we collect about you:
Information contained in correspondence. We will collect any information contained in any correspondence between us.
Website usage data: We will collect information about your interactions with the website, including information such as login data, IP address, page views, searches, requests, orders, pre-approvals, confirmations, agreements between you and other website users and other actions on the website;
Technical data: We will also collect certain information about how you use our website and the device that you use to access our website, even where you have not created an account or logged in. This might include your geographical location, device information (such as your hardware model, mobile network information, unique device identifiers), the data transmitted by your browser (such as your IP address, date and type of the request, content of the request regarding the specific site, time zone settings, access status/HTTP status code, volume of data transmitted, browser type and version, language settings, time zone settings referral source, length of visit to the website, date and time of the request, operating system and interface) number of page views, the search queries you make on the website and similar information. This information may be collected by a third-party website analytics service provider on our behalf and/or may be collected using cookies or similar technologies.
Information we receive from third parties
In certain circumstances, we will receive information about you from third parties. For example:
Publishers and other licensees of your work: If we represent you, you will normally authorise us to receive information about you from your publishers and other licensees such as information about your contracts, performance, royalties and other payments;
Third parties who can verify submitted information: If you submit a manuscript to us for our review, we may use third party providers to verify the information that you provide to us in connection with that submission. For example, we will use third-party databases or websites to confirm your publication history;
Website security: We will collect information from our website security service partners who are based inside the EU, about any misuse to the website, for instance, the introduction of viruses, Trojans, worms, logic bombs, website attacks or any other material or action that is malicious or harmful; and we might also receive information about you from third parties if you have indicated to such third party that you would like to hear from us.
We use your information for the following purposes:
To provide access to our website: to provide you with access to our website in a manner convenient and optimal and with personalised content relevant to you including sharing your information with our website hosts and developers (on the basis of our legitimate interest to ensure our website is presented in an effective and optimal manner);
Relationship management: to manage our relationship with you, which will including notifying you about changes to our terms of use or privacy policy (on the basis of performing our contract with you, to comply with our legal obligations and on the basis of our legitimate interests to keep our records updated and study how our website and services are used);
To conduct business with you: to contact you and manage and facilitate our business relationship with you, including (if we represent you) the administration of your contract with us (including administration of any contracts with third parties when we represent you on such contracts) (on the basis of our legitimate interests in maintaining our business contracts; on the basis of performing our contract with you) and administering contracts with third parties for your benefit;
User and client support: to deal with enquiries or complaints about the website and share your information with our website developer and IT support provider as necessary to provide support (on the basis of our legitimate interest in providing the correct services to our website users and to comply with our legal obligations);
Social media interactions: to interact with users on social media platforms including Facebook, Twitter, Instagram for example, responding to comments and messages, posting, ‘retweeting’ and ‘liking’ posts (on the basis of our legitimate interest in promoting our brand and communicating with interested individuals);
Fraud and unlawful activity detection: to protect, investigate, and deter against fraudulent, unauthorised, or illegal activity, including identity fraud (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so);
Compliance with policies, procedures and laws: to enable us to comply with our policies and procedures and enforce our legal rights, or to protect the rights, property or safety of our employees and share your information with our technical and legal advisors (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so); and
Who we might share your information with
In connection with the purposes and on the lawful grounds described above and in addition to the recipients of your information as described above, we will share your personal information when relevant with third parties such as:
Our service providers: third parties we work with to deliver our business (including, for example, hosting or operating the website and our databases and site analytics);
Publishers, TV Companies, Film Companies, broadcasters, licensees, sub-agents, advisors and service companies: if we represent you, any publishers, TV Companies, Broadcasters, and/or any other licensees of your work (or prospective licensees of any kind) as well as sub- or co-agents, advisors (such as your solicitor or accountant) and editorial service providers, where applicable and based both in the EU and outside of the EU.
Prospective sellers and buyers of our business: any prospective seller or buyer of such business or assets, only in the event that we decide to sell or buy any business or assets; and
Other third parties (including professional advisers): any other third parties (including legal or other advisors, regulatory authorities, HMRC, courts, law enforcement agencies and government agencies) where necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law.
We require third parties to maintain appropriate security to protect your information from unauthorised access or processing.
COOKIES
We use cookies to ensure that you get the most out of our website. Cookies are small amounts of information in the form of text files which we store on the device you use to access our website. Cookies allow us to monitor your use of the software and simplify your use of the website. If you do not wish for cookies to be installed on your device, you can change the settings on your browser or device to reject cookies. For more information about how to reject cookies using your internet browser settings please consult the “Help” section of your internet browser (or alternatively visit aboutcookies.org). Please note that, if you do set your Internet browser to reject cookies, you may not be able to access all of the functions of the website.
The names of the cookies used on our website and the purposes for which these cookies are used are set out below:
_ga – Registers a unique ID
_gat – Used by google analytics to throttle request rate
_gid – Registers a unique ID to generate statistical data
Collect – Used to send data to Google Analytics Session
Our website may contain content and links to other sites that are operated by third parties that may also operate cookies. We don’t control these third party sites or cookies and this Privacy Notice does not apply to them. Please consult the terms and conditions and Privacy Notice of the relevant third party site to find out how that site collects and uses your information and to establish whether and for what purpose they use cookies.
How we look after your information and how long we keep it for
We operate a policy of “privacy by design” by looking for opportunities to minimise the amount of personal information we hold about you. We use appropriate technological and operational security measures to protect your information against any unauthorised access or unlawful use, such as:
• ensuring the physical security of our offices, warehouses or other sites;
• ensuring the physical and digital security of our equipment and devices by using appropriate password protection and encryption;
• maintaining a data protection policy for our employees; and
• limiting access to your personal information to those in our company who need to use it in the course of their work.
We will retain your information for as long as is necessary to provide you with the services that you have requested from us or for as long as we reasonably require to retain the information for our lawful business purposes, such as for the purposes of exercising our legal rights or where we are permitted to do. We operate a data retention policy and look to find ways to reduce the amount of information we hold about you and the length of time that we need to keep it.
International transfers of your information
Our company is located in the UK.
We will transfer your personal data outside the European Economic Area (EEA) where necessary for us to perform our contract with you (if we represent you) such as by way of sharing your personal data with licensees or purchasers of your Work or sub-agents (as applicable and including prospective parties).
Third-party links
The website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party 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.
Changes to this privacy notice and your duty to inform us of changes
We may make changes to this Privacy Notice from time to time. We will post any changes to our site, or notify you of any material changes by e-mail.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us by updating your profile account information or contacting us via the contact details at the top of this Privacy Notice.
This Privacy Notice was updated on 15th December 2020