Privacy
Apian is committed to protecting your privacy. This Privacy Notice ("Notice"), together with our website terms of use and any other documents referred to in it, sets out the types of personal information we collect, how we collect and process that information, who we share it with in relation to the services we provide and certain rights and options that you have in this respect.
Who is responsible for your personal data?
Apian Ltd is responsible for your personal data (a company incorporated in England & Wales, registered number 12578044)
Our contact details
Name: Apian Ltd
Address: Apian Ltd, 2-6 Boundary Row, London SE1 8HP
Phone Number: +44 (203) 7144145
E-mail: privacy@apian.aero
website: www.apian.aero
The type of personal information we collect
We currently collect and process the following information:
Personal identifiers, contacts and characteristics (name, address, telephone number, date of birth, marital status, passport number, employment history, educational or professional background, tax status, employee number, job title and function, and other personal data concerning your preferences relevant to our services)
Financial and Payment Data, including your bank account and other data necessary for processing payments and fraud prevention, including credit/debit card numbers, security code numbers and other related billing information;
Business Information, including information provided in the course of the contractual or client relationship between you or your organisation and Apian, or otherwise voluntarily provided by you or your organisation;
Profile and Usage Data, your preferences in receiving marketing information from us, your communication preferences and information about how you use our websites(s), including the services you viewed or searched for, page response times, download errors, length of visits and page interaction information (such as scrolling, clicks, and mouse-overs).
Technical Data, including information collected during your visits to our website(s), the Internet Protocol (IP) address, login data, browser type and version, device type, time zone setting, browser plug-in types and versions, operating system and platform.
When we use analytic cookies, Profile and Usage Data and Technical Data (as defined above) are collected and used.
If you provide information to us about any person other than yourself, your employees, counterparties, your advisers or your suppliers, you must ensure that they understand how their information will be used, and that they have given their permission for you to disclose it to us and for you to allow us, and our outsourced service providers, to use it.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
when you or your organisation seek any of our services;
when you or your organisation offer to provide, or provides, services to us;
when you correspond with us by phone, email or other electronic means, or in writing, or when you provide other information directly to us, including in conversation with our lawyers, consultants and staff;
when you or your organisation browse, complete a form or make an enquiry or otherwise interact on our website or other online platforms;
when you attend our seminars or other events or sign up to receive personal data from us, including training;
by making enquiries from your organisation, other organisations with whom you have dealings such as former employers and educational institutions, or from third party sources such as government agencies, a credit reporting agency, information service providers or from publicly available records.
How we will use your personal data
To fulfil a contract, or take steps linked to a contract, with you or your organisation. This includes:
to register you as a client or partner of Apian;
to provide and administer services or solutions, as instructed by you or your organisation;
to process payments, billing and collection; and
to process applications for employment.
As required by Apian to conduct our business and pursue our legitimate interests, in particular:
to administer and manage our relationship with you, including accounting, auditing, and taking other steps linked to the performance of our business relationship including identifying persons authorised to represent our clients, suppliers or service providers;
to carry out background checks, where permitted;
to analyse and improve our services and communications and to monitor compliance with our policies and standards;
to manage access to our premises and for security purposes;
to protect the security of our communications and other systems and to prevent and detect security threats, frauds or other criminal or malicious activities;
for insurance purposes;
to exercise or defend our legal rights or to comply with court orders; and
to communicate with you to keep you up-to-date on the latest developments, announcements, and other information about our services and solutions (including briefings, newsletters and other information), events and initiatives; to send you details of client surveys, marketing campaigns, market analysis, or other promotional activities; and
to collect information about your preferences to personalise and improve the quality of our communications with you.
For purposes required by law, including maintaining records, compliance checks or screening and recording (e.g. anti-money laundering, financial and credit checks, fraud and crime prevention and detection, trade sanctions and embargo laws). This can include automated checks of personal data you provide about your identity against relevant databases and contacting you to confirm your identity, or making records of our communications with you for compliance purposes.
Save as otherwise set out in this Privacy Notice, where personal data is collected as part of our customer due diligence processes, such personal data will only be used for the purposes of preventing money laundering, terrorist financing or proliferation financing. It will not be used for any other purpose without your consent. We will not use your personal data for taking any automated decisions affecting or creating profiles other than as described above.
Disclosure of your personal data
We share your personal data, in the following circumstances:
with our subsidiary undertakings and/or affiliates for the purposes of providing you with our services as described in this Privacy Notice.
with third parties including certain service providers we have retained in connection with the services we provide, such as consultants, translators, education evaluation services, couriers, or other necessary entities;
if we have collected your personal data in the course of providing legal services to any of our clients, we may disclose it to that client, and where permitted by law to others for the purpose of providing those services;
on a confidential basis with third parties for the purposes of collecting your feedback on the firm’s service provision, to help us measure our performance and to improve and promote our services;
with companies providing services for money laundering and terrorist financing checks, credit risk reduction and other fraud and crime prevention purposes and companies providing similar services, including financial institutions, credit reference agencies and regulatory bodies with whom such personal data is shared;
with courts, law enforcement authorities, regulators, government officials or attorneys or other parties where it is reasonably necessary for the establishment, exercise or defence of a legal or equitable claim, or for the purposes of a confidential alternative dispute resolution process;
with service providers who we engage within or outside of Apian, domestically or abroad, e.g. shared service centres, to process personal data for any of the purposes listed above on our behalf and in accordance with our instructions only;
if we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets to whom we assign or novate any of our rights and obligations.
Updating personal data about you
If any of the personal data that you have provided to us changes, for example if you change your email address or if you wish to cancel any request you have made of us, or if you become aware we have any inaccurate personal data about you, please let us know by sending an email to privacy@apian.aero. We will not be responsible for any losses arising from any inaccurate, inauthentic, deficient or incomplete personal data that you provide to us.
Your Rights
You have various rights with respect to our use of your personal data:
Access: You have the right to request a copy of the personal data that we hold about you. There are exceptions to this right, so that access may be denied if, for example, making the information available to you would reveal personal data about another person, or if we are legally prevented from disclosing such information. You are entitled to see the personal data held about you. If you wish to do this, please contact us using the contact details provided below.
Accuracy: We aim to keep your personal data accurate, current, and complete. We encourage you to contact us to let us know if any of your personal data is not accurate or changes, so that we can keep your personal data up-to-date.
Objecting: In certain circumstances, you also have the right to object to processing of your personal data and to ask us to block, erase and restrict your personal data. If you would like us to stop using your personal data, please contact us.
Porting: You have the right to request that some of your personal data is provided to you, or to another data controller, in a commonly used, machine-readable format.
Erasure: You have the right to [ask/require] us to erase your personal data when the personal data is no longer necessary for the purposes for which it was collected, or when, among other things, your personal data have been unlawfully processed.
Complaints: If you believe that your data protection rights may have been breached, you have the right to lodge a complaint with the applicable supervisory authority, or to seek a remedy through the courts.
You may, at any time, exercise any of the above rights, by contacting privacy@apian.aero together with a proof of your identity, i.e. a copy of your ID card, or passport, or any other valid identifying document.
Right to withdraw consent
If you have provided your consent to the collection, processing and transfer of your personal data, you have the right to fully or partly withdraw your consent. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose(s) to which you originally consented unless there is another legal ground for the processing.
To opt-out of receiving our marketing communications please follow the opt-out links on any marketing message sent to you or contact privacy@apian.aero. Opting out of receiving marketing communications will not affect the processing of personal data for the provision of our legal services.
How long we keep your personal data
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements and, where required for Apian to assert or defend against legal claims, until the end of the relevant retention period or until the claims in question have been settled.
If you want to learn more about our specific retention periods for your personal data established in our retention policy you may contact us at privacy@apian.aero.
Upon expiry of the applicable retention period we will securely destroy your personal data in accordance with applicable laws and regulations.
Changes to our Privacy Notice
We reserve the right to update and change this Notice from time to time in order to reflect any changes to the way in which we process your personal data or changing legal requirements. Any changes we may make to our Notice in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our Notice.
