Privacy Policy | Planet By Design

Revision 2.3.1 - December, 2024

Introduction

Planet By Design and Planet By Design Solutions is committed to protecting your privacy and ensuring the security of your personal and organisational information. This Privacy & Information Management Policy outlines how we collect, use, store, communicate and protect your data.

Definitions

"Services" unless otherwise stated, refers to any IT consulting, writing of articles, reader feedback or product provision.

Data Collection

We collect information from readers, clients and prospective clients through multiple channels, including:

Electronic correspondence: Including emails, comments and forms submitted through our website, and other electronic communications. As submitted by you, we may collect personal information such as your name, email address, phone number, and details of your organisation.
Face-to-face meetings: Information shared during face-to-face meetings may recorded via written word, electronic note taking or consensual video recording & transcript to the extent necessary to provide our insights or services. Any written or digital collection of information will be treated in the strictest of confidence.
Surveys: Conducted via SurveyMonkey, may include personal and organisational information of varying degrees of sensitivity. Survey data is provided voluntarily by you, collected in SurveyMonkey but deleted from the platform by Planet By Design once it is processed. SurveyMonkey's privacy and security policies can be found at SurveyMonkey's Privacy Notice. It is the responsibility of any survey participant to satisfy themselves that Survey Monkey's security and privacy controls meets the standards required by themselves or their organisation.

Purpose of Data Collection

We collect information to:

Provide communication, analysis, insights and recommendations.
Carry out our consulting services effectively.
Respond to comments and enquiries and provide customer support.
Share relevant updates or information regarding our services or articles.

Data Usage and Third-Party Services

The data collected is used strictly for the purposes of providing our services and for internal analysis. This includes generating analysis and recommendation reports, which are a central value of our consulting service offerings.
Sensitive information is de-identified for storage where possible.
We do not sell or rent your information to third parties.
To effectively deliver our services, we rely on a range of software tools and third-party services for the processing, storage, and communication of information. These tools include, but may not be limited to, the platforms mentioned in this policy and are integral to our operations and allow us to manage workflows, enhance service delivery, and maintain high standards of efficiency and security.
While these providers are technically third parties, we carefully select them based on their compliance with industry standards and their ability to uphold robust data security practices. All personal or confidential organisational information shared with these providers is managed in accordance with applicable laws and regulations, and only as necessary to perform specific tasks essential to our business operations.
We ensure that information shared with such providers is treated securely, used only for its intended purpose, and accessed only by authorised personnel. Additionally, we will not disclose personal or confidential information to third parties beyond these necessary tools unless required by law or with your explicit consent.

Data Storage and Security

We utilise industry standard platforms and take appropriate technical and organisational measures to secure your personal information from unauthorised access, alteration, disclosure, or destruction.

Planet By Design uses Microsoft 365 to store and protect consulting client information, data is accessible only to authorised staff using Multi-Factor Authentication (MFA). You can find more information on how Microsoft 365 protects your data at https://www.microsoft.com/en-us/trust-center/privacy.
Our website is hosted on Wix, which implements industry-standard security protocols to protect any data you directly or indirectly provide through our website. You can find more information on how Wix protects your data at Wix's Privacy Policy.
Survey data is collected in SurveyMonkey but deleted from the platform by Planet By Design once it is processed. SurveyMonkey's privacy and security policies can be found at SurveyMonkey's Privacy Notice.

It is the responsibility of any client or prospective client to satisfy themselves that the security and privacy controls of platforms used by Planet By Design meet the standards required by themselves or their organisation.

Data Communication

We use secure methods for communicating your information, taking the utmost care to protect it while in transit. This includes:

Access Control: Only authorised personnel have access to personal and organisational information, and communication is restricted to those directly involved in providing our services.
Secure Platforms: We use secure platforms, such as Microsoft 365, to share and store information, leveraging Microsoft's security to protect data against unauthorised access.
Passworded Links: Where required we can provide clients access to files using passworded links to documents in our Microsoft 365 environment. Microsoft 365 protects stored data through robust security measures, which you can learn more about at Microsoft 365 Privacy & Security.
Encryption:
- Electronic communications, such as emails, may be encrypted to safeguard data in transit.
- File encryption with alternative decryption-key-paths may be used to transmit sensitive files.

Data Retention

We retain your personal or sensitive organisational information only for as long as necessary to fulfil the purposes outlined in this policy, in keeping with a scope of work, or as required by law. When information is no longer needed, we take reasonable steps to destroy or permanently de-identify it.

Cookies and Tracking

Our website may use cookies and other tracking technologies to enhance user experience and analyse site usage. You can adjust your browser settings to refuse cookies; however, doing so may impact the availability of certain features on our website.

Your Rights

You have the right to access, update, or request the deletion of your personal data. To exercise these rights, please contact us at info@planetbydesign.com.

Changes to This Policy

We may update this Privacy & Information Management Policy from time to time. Any changes will be posted on this page.

If you have any questions or concerns regarding this policy or your personal information, please reach out to us at:

Planet By Design Solutions
Email: info@planetbydesign.com