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At BeeLiked, we take the issue of your privacy very seriously, which is why we work diligently to ensure that we have policies and procedures in place, allowing us to continue our mission of helping create brilliant, engaging and bespoke marketing promotions for our customers. We want to know what appeals to them, so we can design fun, cutting-edge promotions, support our marketing strategy, and generate leads. For that, we need to know about people within the business – who makes the purchasing decisions, who is authorized to give instructions regarding the account, who should have access to the promotions platform to make changes or analyse audience data, and who pays the bills. This Data Privacy Notice should be read in conjunction with our Data Processing Addendum (DPA), particularly regarding data transfers outside the EEA or UK and the use of third-party service providers, to ensure consistent data protection practices and compliance with legal requirements.
The following privacy policy was developed in accordance with UK data protection laws, including the Data Protection Act 2018 and the General Data Protection Regulation (GDPR), and explains what personal information we collect or receive from you, how we process such personal information, and what we do to keep your personal information safe and secure. This policy is aligned with our Data Processing Addendum (DPA) to ensure consistent data protection practices, including the roles of data controller and data processor, data retention periods, and the lawful bases for processing personal data.
Please carefully read the following to understand our views and practices regarding your personal information and how we will treat it.
We are BeeLiked Media Limited, a company on a mission to help our clients grow by enabling them to create brilliant & interactive promotions that help their businesses grow. We are registered at UK Companies House; our company number is 06795071, and our ICO registration number is Z3249632. We collect personal information from the following types of people to allow us to undertake our business:
We collect information about you to carry out our core business and ancillary activities.
When we support our Customers by powering their promotions, we inevitably have access to some end-user data (‘Audience Data’). But we’ve taken steps to protect their privacy and rights.
While details about the end-users who enter the promotions, we power are extremely useful for you, we don’t need them. We are your Data Processors when it comes to data end-users provide, like name and contact, or information observed or derived from data about their activity and engagement (‘Audience Data’). That means we don’t decide what to do, how to collect it, or how to use it. You do. And we support you by following your instructions.
Put simply, we don’t use what we don’t need, and we’ve put controls in place to enforce this. That means:
When you choose to run a promotion using a BeeLiked-powered chatbot across various channels, e.g., Facebook messenger, the end-user using their own credentials gives it permission to share certain profile data or communicate with your promotions through BeeLiked using an API. BeeLiked doesn’t get that information. Users manage what information they want that platform to share with you through their privacy settings.
And no, we’re not building profiles of your end-users. We’ve put in controls to ensure Audience Data for each promotion is held separately, which means we don’t mingle or match Audience Data across BeeLiked promotions.
So, what do you tell end-users in your mandatory Privacy Notice? Everything you’re supposed to tell them under the Data Protection Act 2018 (DPA 2018) and UK GDPR and, in particular, what you collect and how you use it. And when you need to tell them about third parties like BeeLiked, feel free to use some of the information below.
What if I have questions or concerns?
If you ever have any questions or concerns about how we handle your Personal Data, contact:
Email: Privacy@beeliked.com
Regardless of where, why, or how we obtain or Process your Personal Data, we comply with Data Protection Laws. The Data Protection Laws protects ‘Data Subjects’ in the UK and EU (that’s you) by imposing stricter obligations on ‘Data Controllers’ (that’s us when it comes to our clients) and ‘Data Processors’ (that’s us when we power our clients’ promotions, and the vendors support our business) when we ‘Process’ ‘Personal Data’. These capitalized terms are Data Protection Law-speak. To decode them, see our glossary below: ‘Personal Data,’ ‘Processing,’ ‘Controller,’ and ‘Processor’? What do all these terms mean?
In a nutshell, the DPA 2018 applies to any data that might identify a living individual (i.e., you), wherever or however we got it (e.g., from you, from someone else, or by analyzing your activity), whatever we do with it and wherever we Process it, even if someone else Processes it on our behalf. For data transfers outside the European Economic Area (EEA) and the UK, please refer to our Data Processing Addendum (DPA) for specific details on the safeguards in place.
This means that whenever we Process your Personal Data, we do so
To help fulfil a legitimate business objective (see the ‘Why’ column of the Your Data At-a-Glance chart below) after confirming we’ve only used what’s reasonably necessary and proportionate to meet that objective and struck the right balance between our interests and yours (Legitimate Interests Assessment (LIA)). We have a Legitimate Interest in Processing Personal Data to operate our business, generate leads and sales, support our marketing campaigns, make sure our relationship with you runs smoothly, and protect the Personal Data and commercial data we hold by securing our network and information systems. This processing is conducted in compliance with our Data Processing Addendum (DPA), ensuring adherence to data protection laws and established safeguards.
To comply with the law (e.g., tax reporting, Data Protection Laws).
Basic ID: Includes your name, job title, and company affiliation.
You have given us permission, which you can withdraw at any time as described in this notice. We need your Explicit Consent to process sensitive data like health-related data (Special Data) or to transfer your Personal Data outside the EEA or the UK where we don’t have another basis for doing so, or for any Automated Decision Making (‘ADM’) that has significant legal or other effects. These transfers are also governed by the Data Processing Addendum (DPA), which includes Standard Contractual Clauses or other appropriate safeguards. We currently don’t process Special Data or conduct ADM, and if we do, we will ensure it is compliant with the DPA and applicable law.
Contact: Includes email address, social media contact (if applicable), and telephone numbers.
Email address, social media contact (if applicable), and telephone numbers.
Prospects: Includes lists with Basic ID and Contact data of potential contacts occupying appropriate roles within companies we wish to target.
Lists with Basic ID and Contact data of potential contacts occupying appropriate roles within companies we wish to target. We also scrape details from LinkedIn and LinkedIn Sales Navigator. This is all inputted into and managed through our CRM Hubspot, ensuring compliance with HubSpot’s privacy policies and data protection measures.
Marketing and Communications: Includes your preferences in receiving marketing from us – including do-not-call and unsubscribe requests (suppression lists).
Your preferences in receiving marketing from us – including do-not-call and unsubscribe requests (suppression lists).
We track emails read/unread and where (city) and email links clicked using Hubspot with a cookie that only gets dropped on your device if you enable images. You can adjust your settings to disable tracking pixels, and we ensure this tracking is compliant with PECR.
We use Slack to chat with existing, signed-in customers securely, ensuring all communications adhere to data protection standards.
Account & Billing: Includes contract details, details of services you have purchased from us or for which you have sought a quote.
Contract details, details of services you have purchased from us or for which you have sought a quote. Bank account and payment card details. Billing address, invoices, payment history. This is inputted into and managed through our Hubspot CRM and our accounting system Xero, ensuring secure handling of financial data.
Access: Includes access level to your company’s client dashboard (e.g., superuser, admin, etc.).
Access level to your company’s client dashboard (e.g., superuser, admin, etc.).
Customer Service & Profile Data: Includes customer service interactions, complaints, correspondence, and notes we input into our databases relating to your interactions with us.
Customer service interactions, complaints, correspondence, and notes we input into our databases relating to your interactions with us are inputted into our Hubspot CRM, which is linked to our company Gmail account and calendar ( G-Suite), ensuring secure data management and accessibility.
Our online chats with clients, inbound inquiries, and automated marketing emails and messages are powered by Hubspot. The contact information you input is captured in Hubspot and Typeform and stored in our CRM in Hubspot to make it easier for us to communicate with you and market to you (if you consent), in accordance with data protection laws.
Voice recordings: For clients communicating with us, (VOIP), calls are automatically recorded for quality assurance and training purposes, with appropriate consent where required.
Technical data: Includes data related to your device and interactions with our services.
BeeLiked’s proprietary web application (CMS for interactive promotions) for signed-in clients is hosted on Amazon AWS EU, ensuring data residency within the EEA. It collects certain Internet protocol (IP) addresses, your login data (including when you last logged in), browser plug-in types and versions, time zone settings and locations, and other OS details applicable to the device you connect with to enable support.
Data related to logged-in users’ behavior on our website or your interactions with us through different communication channels (e.g., when you’ve read an email, where you’re logging on), ensuring this data is used in accordance with this notice.
Cookies: Includes data collected through cookies on our website to enhance user experience.
Our website uses cookies to distinguish you from other website users. This helps us provide you with a positive and tailored experience when you browse our website and further helps us improve our website. For detailed information regarding the cookies we use and the purposes for which we use them, see our Cookie Policy, ensuring transparency and user control.
Web analytics: Includes standard internet log information and visitor behavior patterns obtained using Google Analytics and other tools. These analytics are managed in accordance with our Data Processing Addendum (DPA).
Standard internet log information and visitor behavior patterns obtained using Google Analytics and other tools. We get aggregated statistics, ensuring no individual is identified. These processes are further detailed in our Data Processing Addendum (DPA).
Hubspot and Posthog track which pages and campaigns logged-in clients visit. It also provides aggregated and individual visitor behavior. This client information is channelled through Hubspot and Posthog to give us a fuller picture, ensuring data is used for legitimate business purposes of our clients.
Website security & performance (web security): Includes measures to protect our website and your data from unauthorized access. These measures are detailed further in our Data Processing Addendum (DPA).
We use Amazon AWS to help maintain the security and performance of our website, which Amazon AWS EU (Europe) hosts. BeeLiked develops its own website with internal developers and freelancers globally, all bound by confidentiality under our contract and data protection agreements. As detailed in our Data Processing Addendum (DPA), we ensure that appropriate safeguards are in place for any data transfers, including those related to website development and maintenance.
Images: Includes photos if you choose to share them, for example, if your email includes your photo or automatically makes it appear along with your message.
Photos if you choose to share them, for example, if your email includes your photo or automatically makes it appear along with your message (you manage this through your own email platform’s preference settings). Please refer to our Data Processing Addendum (DPA) for details on how we handle and protect your data, including images, particularly if data transfers outside the EEA or UK are involved.
Feedback / Testimonials: Includes feedback you share directly or through our communication channels regarding our promotions and services.
We capture feedback you share directly or through our communication channels regarding our promotions and services and any testimonials you’ve permitted us to include on our website (thank you!), ensuring we have your consent to use them. Our data processing activities, including the handling of feedback and testimonials, are conducted in accordance with our Data Processing Addendum (DPA), which outlines our obligations and safeguards for your personal data.
You have given us permission, which you can withdraw at any time as detailed in this notice. We need your Explicit Consent to process sensitive data like health-related data (Special Data) or to transfer your Personal Data outside the EEA where we don’t have another basis for doing so, or for any Automated Decision Making (‘ADM’) that has significant legal or other effects. We currently don’t process Special Data or conduct ADM, and if we do, we will ensure it is compliant with the DPA and applicable law. All data processing activities are conducted in accordance with our Data Processing Addendum (DPA).
To generate possible leads to support B2B marketing campaigns, deliver great promotions & get in touch
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
To set up a demo or start a conversation
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
To analyze audience & customer engagement & conversion to measure campaign effectiveness, improve products & services, identify leads to contact & monitor conversion rates
WHAT:
FROM WHOM:
HOW LONG (MONTHS):
WITH WHOM:
To comply with marketing and cookie rules
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
To register you as a customer
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
To determine and configure user access levels and controls
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
Engage freelancers to support our marketing
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
Performance of our contract
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
To respond to an inquiry, process your order, and finalize a transaction
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
To understand and fulfil your needs & preferences & deliver our services
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
To manage our finances, generate and manage invoices, produce accounting, audit, and sales reports, and manage credit
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
To improve our services and products
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
To administer & protect our business, facilities & the security of our Network and Information Systems (NIS), including this website
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
Collect information required or permitted by law
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
Rarely: To investigate criminal wrongdoing or assist law enforcement
WHAT:
FROM WHOM:
LAWFUL BASES:
HOW LONG (MONTHS):
WITH WHOM:
We conduct Legitimate Interests Assessments (LIAs) whenever we rely on Legitimate Interests and, where appropriate, Data Protection Impact Assessments (DPIAs), as further detailed in our Data Processing Addendum (DPA).
For example, we do some limited profiling to target products and services that we’re quite confident your company will like and avoid bombarding you with those you won’t. To do this, we need to learn more about you and your preferences, your role in the company, and company data such as your energy needs. We ensure we have appropriate safeguards, as detailed in our Data Processing Addendum (DPA), including those regarding data transfers outside the EEA or UK, to prevent this information from being misused and ensure we strike the right balance:
When we need it… and only by those who need it….
Click unsubscribe or manage your marketing preferences by clicking the unsubscribe link in our emails. Tell us you no longer want to receive marketing calls or emails, and we’ll remove you from our list immediately.
Special Data requires higher levels of protection. We don’t need to Process this type of data for our business, but if we did, we would ensure it receives a greater level of protection as required under DP Law.
If you click on a link to third-party content or like or share specific content, this will either take you to those third-party sites or applications (e.g., Meta) or send your Personal Data to that third party related to your click. We have no control over their use of your Personal Data in this regard. However, we get aggregated data about clicks and shares that are not attributable to individual visitors. We encourage you to read the Data Privacy Notice of the websites you visit.
Need-to-know is the default…
Within the company
Only those individuals within our company or the third parties listed under the ‘With Whom’ column of the At-a-Glance table can see or access your Personal Data, and they only Process the specific data they need to fulfil their tasks. We have implemented internal measures to enforce this need-to-know access and to ensure those who do Process it do so on our instructions and under a duty of confidentiality. These measures include:
With our service providers and vendors
We do not allow our third-party service providers to use your Personal Data for their own purposes. Moreover, we’re selective. We’ve chosen providers that offer strong security and who understand their obligations when it comes to your privacy. For example, Slack has several third-party security certifications that provide additional assurance. You can learn about our key vendors by clicking the links in the chart under the heading ‘ The types of Personal Data we Process about you… ‘
Wherever we Process your Personal Data jointly with another Controller (Joint Controller), we establish clear lines of accountability to ensure your rights are respected and our obligations are met. We adhere to the aforementioned principles and approach to minimize how much Personal Data we use.
In all cases, wherever possible, we require third parties to respect the security of your Personal Data and treat it according to DP Law through binding contracts. We minimize the amount of your Personal Data that needs to be transferred to ensure this objective is met.
We work with the following third parties and share your personal information with them to help us deliver the best possible service to you:
If we sell or restructure all or part of the business, we will share some of your Personal Data with other third parties in the transaction’s context. In this situation, we will, as far as possible, share anonymized data with the other parties before the transaction completes. Once the transaction is completed, we will share your Personal Data with the other parties if and to the extent required under the terms of the transaction and on the basis of Legitimate Interests. This ensures seamless service for you, regardless of who owns the business, and data due diligence by us. We will notify you in such circumstances, and you may object to this transfer.
We may also need to share your Personal Data with a regulator or otherwise comply with the law. This may include making returns to HMRC, disclosures to financial services regulators, and disclosures to shareholders, such as directors’ remuneration reporting requirements.
We primarily Process your Personal Data – including back-ups and archives – in the EEA and in countries the European Commission has recognized as providing adequate levels of protection (Adequate countries). These processing activities are further governed by our Data Processing Addendum (DPA), ensuring compliance with data protection laws.
The personal information that we collect from you is stored on Amazon Web Service cloud servers within the European Economic Area (EEA). All information you provide to us is stored on these secure servers, and any payment transactions are encrypted. Where we have given you (or where you have chosen) a password that enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. These practices are further detailed and governed by our Data Processing Addendum (DPA).
Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted to our website; any transmission is undertaken at your own risk. We have implemented appropriate security measures to prevent your personal information from being accidentally lost, used, or accessed unauthorizedly, altered, or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal information on our instructions and are subject to a duty of confidentiality. These security measures are further detailed in our Data Processing Addendum (DPA).
On 31 December 2020, the Brexit transition period ended. The UK received an adequacy decision from the European Commission (EC) on 28 June 2021, allowing transfers from the EU/EEA to the UK without requiring additional safeguards. This privacy policy will be updated as needed to reflect any changes to this adequacy decision. These safeguards and updates are managed in accordance with our Data Processing Addendum (DPA).
Whenever we transfer your personal information out of the EEA or the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented, as further detailed in our Data Processing Addendum (DPA):
We’ve implemented measures to prevent your Personal Data from accidental loss, unauthorized use, access, alteration, or disclosure, some of which we’ve already discussed. We’ve implemented procedures and safeguards to deal with suspected data security breaches. We will notify you and any applicable regulator of a suspected breach where legally required to do so. Details of these measures are available upon request.
We will only retain your Personal Data for as long as necessary to fulfil the purposes we mentioned in our At-a-Glance table and satisfy any legal, accounting, or reporting requirements. This will vary according to the Personal Data involved and the purpose.
We consider the amount, nature, and sensitivity of the Personal Data, the potential risk of harm from unauthorized use or disclosure, the purposes for which we use it, whether we can achieve those purposes through other means, and the applicable legal requirements. To illustrate:
In some circumstances, we may aggregate or anonymize your Personal Data so that it can no longer be associated with you, in which case we may use it without further notice to you. We do this for purchasing statistics, historical operations data, or to analyze sales and marketing trends. See the Your Data At-a-Glance Chart for a list of retention periods. This is also in accordance with our DPA.
You have various rights with respect to your Personal Data:
Access
Receive a copy of the Personal Data we hold about you and confirm we’re lawfully Processing it by making a Data Subject Access Request (DSAR). It’s free of charge unless your request is clearly unfounded or excessive. This aligns with Data Protection Laws.
Rectification
Ask us to update, complete, or correct your Personal Data at any time if you detect an inaccuracy. In fact, we encourage you to do so. This aligns with Data Protection Laws.
Portability
Get any Personal Data you’ve given us in an electronic form based on Consent or Contractual Necessity in a common machine-readable format. We can also transfer it to a third party if you ask.
Erasure
Ask us to delete or remove Personal Data where there is no good reason or Lawful Basis for us continuing to process it. You also have the right to ask us to delete or remove your Personal Data where you have exercised your right to Objection. We can refuse in certain circumstances as defined by Data Protection Laws.
Objection
Object to any Processing we do based on Legitimate Interests. You also have the right to object where we are processing your Personal Data for direct marketing purposes, as defined by Data Protection Laws.
Automated processing
Not to be subject to automated decision-making without human intervention that has significant legal or other effects, as defined by Data Protection Laws.
Restriction
Suspend the Processing of some of your Personal Data, for example, if you want us to establish its accuracy or the reason for processing it, as defined by Data Protection Laws.
Withdrawal of consent
Withdraw consent at any time and we will stop Processing it unless we have another legitimate basis for doing so in law, as defined by Data Protection Laws. Where we rely on your consent, we also explain how you can easily withdraw it.
We will need to confirm your identity to confirm your right to access the information or exercise any of your other rights. This is to prevent Personal Data being disclosed to anyone who has no right to receive it.
This is in accordance with Data Protection Laws.
You can find out more about your rights by visiting your local data protection authority’s website.
If you are unhappy with the way we handle your personal data, we encourage you to contact Privacy@beeliked.com. This is in accordance with Data Protection Laws.
If you believe we have not handled your data properly, you have the right to complain to the Information Commissioner’s Office (ICO).
Withdraw consent at any time, and we will stop processing it unless we have another legitimate basis for doing so in law. Where we rely on your consent, we also explain how you can easily withdraw it.
A living individual. We’ll just say ‘you,’ ‘your,’ or ‘individuals’ in this Notice.
The person or entity that decides what, how, and why to Process Personal Data. We’ll use ‘we,’ ‘our,’ and ‘us’ since we’re the Data Controller.
The person or entity that Processes Personal Data on behalf of a Data Controller according to their instructions.
The General Data Protection Regulation (GDPR), the UK Data Protection Act 2018 (DPA 2018), the Privacy and Electronic Communications Regulation 2003 (UK PECR), and other data protection legislation, as amended from time to time.
A person or entity that decides what, how, and why to Process Personal Data jointly with another Data Controller.
Anything we do to Personal Data throughout its lifecycle: generating, scraping, collecting, sharing, storing, accessing, deleting, recording, organizing – whether manually or using automation.
Any information relating to an identifiable individual, even if we don’t know their name. That means that any data that, alone or with other information, can be used to figure out who an individual is or to target or impact an individual – like location, IP address, ID number, image or voice, or identifiable cookies – is likely to be Personal Data. Even Personal Data that’s been ‘pseudonymized’ (i.e., identifiers have been stripped away, but the pseudonym could be reverse-engineered or linked back to the individual) is Personal Data.
Unless data is truly anonymous, assume it’s Personal Data.
Special categories of more sensitive Personal Data require a higher level of protection, such as information about a person’s health or sexual orientation. Special Data is subject to more stringent safeguards, and we’re only allowed to Process it in certain cases.
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