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Privacy Policy

Essence Intelligence follows all legal requirements to protect your privacy. Our Privacy Policy is a legal statement that explains how we may collect information from you, how we may share your information, and how you can limit our sharing of your information. You will see terms in our Privacy Policy that are capitalized. These terms have meanings as described in the Definitions section below.

Our website collects and processes personal data relating to visitors to this website, and in relation to the services we provide. The data we process differs depending on your interactions with us, as detailed more fully below.

Definitions

  • Personal Data: Personal Data means data about a living individual who can be identified from those data (or from those and other information either in our possession or likely to come into our possession).
  • Usage Data: Usage Data is data collected automatically either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
  • Cookies: Cookies are small pieces of data stored on a User's device.
  • Data Controller: Data Controller means a natural or legal person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal data are, or are to be, processed. For the purpose of this Privacy Policy, we are a Data Controller of your data.
  • Data Processors (or Service Providers): Data Processor (or Service Provider) means any natural or legal person who processes the data on behalf of the Data Controller. We may use the services of various Service Providers in order to process your data more effectively.
  • Data Subject: Data Subject is any living individual who is the subject of Personal Data.
  • User: The User is the individual or business using our Service. The User corresponds to the Data Subject, who is the subject of Personal Data.

Where we act as a controller of personal data, the following items apply:

Details of the controller and data protection officer: the controller of the personal data we process is 3500 South DuPont Highway, Suite B101 Dover, DE 19901. Our data protection officer can be contacted by email at privacy@essenceintelligence.com.

Transfers outside of the EEA: As part of our group operations and to help us manage the personal data that We process, we transfer personal data of Users outside of the EEA subject to appropriate safeguards including European Commission adequacy decisions and model clauses approved by the European Commission on the basis of Art. 26(4) of Directive 95/46/EC.

Your rights

You can request that we correct, erase, or grant you access to the personal data we hold relating to you, or (where processing is based on your consent) withdraw your consent to our processing of your personal data. In many cases, the most effective way to exercise these rights will be to mail our dedicated inbox at privacy@essenceintelligence.com.

If you are concerned that we are handling your personal data improperly, you also have the right to make a complaint to our US data protection regulator.

Information collection and use

The information we collect, and the ways in which we use it, varies in line with the use cases below (click the headings to view the relevant portions of the policy):

  • Visitors to Essence Intelligence.com
  • Our Compliance Suite and Intelligence Platform
  • Candidates for jobs with Essence Intelligence
  • Business contacts

Visitors to EssenceIntelligence.com

When you browse this website

What we collect

Data on how you use the site

The pages you visit, the means you use to visit (browser version, time zone, operating system, etc.), how long your visit and pageviews last, the frequency of your visits, and information on how you navigate the site.

Data that identifies you

Your IP address, unique identifiers tied to cookies.

What we do with your data

Site optimisation

Analysing aggregated data to update our site’s content and layout to improve relevance for visitors.

Our basis for processing this data

Legitimate interests

Using insights from visitor behaviour to improve the way we market our services.

How long we hold this data

Data holding periods are determined by cookie expiry times.

Recipients of data

Within Essence Intelligence group companies

  • Personal information will be available for our global marketing teams, and other Essence Intelligence personnel who have a need to access this data for the purposes set out above.

Outside of Essence Intelligence

  • CRM and marketing automation providers
  • Website analytics vendors

We may use third-party Service Providers to monitor and analyze the use of our Service. Google Analytics Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualize and personalize the ads of its own advertising network.

You can opt-out of having made your activity on the Service available to Google Analytics by installing the Google Analytics opt-out browser add-on. The add-on prevents the Google Analytics JavaScript (ga.js, analytics.js, and dc.js) from sharing information with Google Analytics about visits activity.

For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: http://www.google.com/intl/en/policies/privacy/

When you provide us with information by completing forms, subscribing for email updates

What we do with your data

We use this information to contact you for the purpose specified for the form and in any opt-in boxes selected by you while completing.

This information is added to, and managed through, our CRM. A member of our sales team may contact you if we determine through your submission that you may be interested in our services. We analyse our CRM data to understand, track, and improve how we market and sell our services.

Our basis for processing this data

Consent

We’ll send you our email newsletters only with your consent.

Taking steps at your request prior to entering into a contract

If you request that we contact you to provide more information on our services to you, we’ll process your data and contact you on this basis.

Legitimate interests

We’ll retain and analyse information gained from our interactions with you as part of understanding, tracking and improving how we market and sell our service. We retain some records of consent-based and other processing in order to demonstrate our historic compliance with data protection law.

How long we hold the data

Email newsletters

We’ll keep your details on this list until you unsubscribe, at which point we’ll move your details to an opted-out list to ensure that we don’t send you marketing emails from other sources in future.

Sales process

We retain information relating to our sales interactions with you for up to five years following our determination that we’re not an appropriate sales fit. We use this period as service contracts in our industry often last for 3-5 years, so a new opportunity may arise during the retention period.

General

We retain historic information relating to any consent you provided, or other bases for processing that have since lapsed, for six years from the date that the basis for processing lapsed.

Recipients of data

Within Essence Intelligence

Personal information will be available for our marketing and sales personnel, as well as customer success and other teams as necessary to fulfil the purposes set out above.

Outside of Essence Intelligence

Our cloud storage providers, CRM, marketing

Our Compliance Suite and Intelligence Platform

The data we process

Sanctions, warnings, fitness & probity

Information related to and available on publicly-available government lists covering sanctions, the prevention and detection of unlawful acts, and other protective functions. This will generally include a full name, a year or date of birth, reasons for appearing on the list, and the period covered by the data subject’s appearance on the list.

Politically exposed persons

We collect publicly available information relating to individuals in prominent public positions, and their family members, close associates, and business interests. Names, dates or years of birth, position(s) held or connection(s) that we think may give rise to a PEP designation, country of nationality, residence and service, photographs (if available) and the period for which that designation would have been active (e.g. active service dates).

Adverse media

We collect links to publicly available news articles that our systems determine to name individuals in connection with financial crime, terrorist financing, other relevant unlawful acts, improper conduct, dishonesty, etc. We will also extract information relating to age from these articles to determine approximate years of birth.

What we do with this data

Consolidated profiles

We structure the data collected into profiles consolidating the information outlined above.

Sharing with clients

Where one of our clients searches for a name on our database, we share with that customer any profiles that match the given search parameters.

Our basis for processing this data

Legitimate interests

Our existing and prospective clients have legitimate interests in gaining access to high-quality and easily manageable data of the type we process in order to optimize their sanctions and anti-money laundering compliance. We also pursue our own legitimate interests in develop and improve products and services to serve this market.

How long we hold the data

Politically exposed person data

Different jurisdictions’ regulations vary on how they treat politically exposed persons (PEPs) after they leave office. As some of the jurisdictions that we serve consider a PEP to always be a PEP, we retain this information indefinitely.

Backups

Where we remove personal data from this database (for example, where we become aware that the information is not, or is no longer, relevant), it will remain in our backups for 30 days.

Recipients of data

  • Other data controllers on whose behalf we act as processors, who search for information matching given profiles
  • Essence Intelligence group employees
  • Our hosting and cloud storage providers
  • Vendors we use to monitor the accuracy and performance of the data

Links to other sites

Our Service may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party's site.

We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Candidates for jobs with Essence Intelligence

Recruitment information you provide to us

What we do with your data

We use your data to:

  • contact you in relation to your candidacy
  • assess suitability for future vacancies
  • assess your suitability for the vacancy you applied for

Our basis for processing this data

Legitimate interests

We want to build the best team we can, and we carry out this processing as part of the hiring process that enables this.

Compliance with a legal obligation

For roles where we conduct a resident labour market test to enable us to apply for visas, and subsequently hire someone who needs a visa on this basis, we retain unsuccessful applicant information as part of the related record-keeping requirements.

How long we hold the data

General

You information is stored in our applicant tracking system 12 months after we disqualify your candidacy for the role applied for. Successful candidates’ information becomes subject to our employee privacy policy/notice.

Legal record-keeping

If we hire someone subject to a resident labour market test for a role you applied for, we’ll retain your personal data until the expiry of the applicable record-keeping requirement (currently one year following the end of our sponsorship of the visa in question).

Recipients of data

Within Essence Intelligence

  • Personal information will be available for the hiring and recruitment teams.
  • Outside of Essence Intelligence

    • Our applicant tracking system
    • Providers of any aptitude testing systems used as part of the hiring process

    Recruitment-related data we collect

    The data we process

    • Publicly available information relevant to your potential suitability to work with Essence Intelligence
    • Any information provided by someone who introduced you to us.
    • Feedback from interviews and assessments.

    What we do with your data

    We use your data to:

    • contact you in relation to current vacancies
    • assess your suitability for vacancies

    Our basis for processing this data

    Legitimate interests

    • Assessing the current labour market and your suitability for available roles
    • To hold as a reference point should you make any further applications within the retention period.

    Compliance with a legal obligation

    If you are actively involved in our a recruitment process for roles where we conduct a resident labour market test and subsequently hire someone who requires a sponsored visa, we retain unsuccessful applicant information as part of the related record-keeping requirements.

    How long we hold the data

    You information is stored in our ATS 1 year after final interview if unsuccessful, or subject to our legal record-keeping requirements if needed for our compliance with immigration law.

    Recipients of data

    Within Essence Intelligence

    • Personal information will be available for the hiring team and our recruitment personnel.

    Outside of Essence Intelligence

    • Our applicant tracking system
    • Providers of any aptitude testing systems used as part of the hiring process
    • Our cloud file storage systems
    • External recruiters with whom you dealt as
    • Part of the recruitment process
    • Government and legal service providers involved in the visa application process

    Our anti-money laundering, sanctions and adverse media data

    The data we process

    Sanctions, warnings, fitness & probity

    Information related to and available on publicly-available government lists covering sanctions, the prevention and detection of unlawful acts, and other protective functions. This will generally include a full name, a year or date of birth, reasons for appearing on the list, and the period covered by the data subject’s appearance on the list.

    Politically exposed persons

    We collect publicly available information relating to individuals in prominent public positions, and their family members, close associates, and business interests. Names, dates or years of birth, position(s) held or connection(s) that we think may give rise to a PEP designation, country of nationality, residence and service, photographs (if available) and the period for which that designation would have been active (e.g. active service dates).

    Adverse media

    We collect links to publicly available news articles that our systems determine to name individuals in connection with financial crime, terrorist financing, other relevant unlawful acts, improper conduct, dishonesty, etc. We will also extract information relating to age from these articles to determine approximate years of birth.

    What we do with this data

    Consolidated profiles

    We structure the data collected into profiles consolidating the information outlined above.

    Sharing with clients

    Where one of our clients searches for a name on our database, we share with that customer any profiles that match the given search parameters.

    Our basis for processing this data

    Legitimate interests

    Our existing and prospective clients have legitimate interests in gaining access to high-quality and easily manageable data of the type we process in order to optimize their sanctions and anti-money laundering compliance. We also pursue our own legitimate interests in develop and improve products and services to serve this market.

    How long we hold the data

    Politically exposed person data

    Different jurisdictions’ regulations vary on how they treat politically exposed persons (PEPs) after they leave office. As some of the jurisdictions that we serve consider a PEP to always be a PEP, we retain this information indefinitely.

    Backups

    Where we remove personal data from this database (for example, where we become aware that the information is not, or is no longer, relevant), it will remain in our backups for 30 days.

    Recipients of data

    • Other data controllers on whose behalf we act as processors, who search for information matching given profiles
    • Essence Intelligence group employees
    • Our hosting and cloud storage providers
    • Vendors we use to monitor the accuracy and performance of the data

    Business contacts

    Information we receive from you (e.g. business cards, correspondence during the sales process)

    What we do with your data

    A member of our sales team may contact you if we determine through your submission that you may be interested in our services. his information – along with details of our interactions including phone calls and correspondence – is added to, and managed through, our CRM. We analyse our CRM data to understand, track, and improve how we market and sell our services. We save some correspondence to provide precedents and examples to other members of the team, and add your personal information to our e-signing and billing systems if appropriate.

    Our basis for processing this data

    Taking steps at your request prior to entering into a contract

    If you request that we contact you to provide more information on our services to you, we’ll process your data and contact you on this basis.

    Legitimate interests

    We’ll retain and analyse information gained from our interactions with you as part of understanding, tracking and improving how we market and sell our services.

    We process data in relation to billing and contracting in order to operate the legal and financial elements of our business.

    We retain records of consent-based and other processing in order to demonstrate our historic compliance with data protection law.

    How long we hold the data

    Email newsletters

    We’ll keep your details on this list until you unsubscribe, at which point we’ll move your details to an opted-out list to ensure that we don’t send you marketing emails from other sources in future.

    Sales process

    We retain information relating to our sales interactions with you for up to five years following our determination that we’re not an appropriate sales fit. We use this period as service contracts in our industry often last for 3-5 years, so a new opportunity may arise during the retention period.

    General

    We retain historic information relating to any consent you provided, or other bases for processing that have since lapsed, for six years from the date that the basis for processing lapsed.

    Recipients of data

    Within Essence Intelligence

    Personal information will be available for our marketing and sales personnel, as well as customer success and other teams as necessary to fulfil the purposes set out above.

    Outside of Essence Intelligence

    Our cloud storage providers, CRM, sales and marketing automation tools, and customer support/servicing tools.

    Information we collect as part of the sales process

    The data we process

    • Name, contact details, professional activity
    • Publicly available information relevant to your position in your organisation, and industry events you’re attending

    What we do with your data

    A member of our sales team will contact you if we determine to discover more information your organisation’s anti-money laundering and sanctions compliance operations, and gauge your organisation’s potential interest in our services.

    This information – along with details of our interactions including phone calls and correspondence – is added to, and managed through, our CRM. We analyse our CRM data to understand, track, and improve how we market and sell our services. We save some correspondence to provide precedents and examples to other members of the team, and add your personal information to our e-signing and billing systems if appropriate.

    The data we process

    Legitimate interests

    • Identifying stakeholders in organisations with requirements for software similar to that provided by Essence Intelligence
    • To hold as a reference point should you make any further applications within the retention period.

    We’ll retain and analyse information gained from our interactions with you as part of understanding, tracking and improving how we market and sell our services.

    How long we hold the data

    Sales process

    We retain information relating to our sales interactions with you for up to five years following our determination that we’re not an appropriate sales fit. We use this period as service contracts in our industry often last for 3-5 years, so a new opportunity may arise during the retention period.

    General

    We retain historic information relating to any consent you provided, or other bases for processing that have since lapsed, for six years from the date that the basis for processing lapsed.

    Recipients of data

    Within Essence Intelligence

    Personal information will be available for our marketing and sales personnel, as well as customer success and other teams as necessary to fulfil the purposes set out above.

    Outside of Essence Intelligence

    Our cloud storage providers, CRM, sales and marketing automation tools, and customer support/servicing tools.

    Payments

    We may provide paid products and/or services within the Service. In that case, we use third-party services for payment processing (e.g. payment processors).

    We will not store or collect your payment card details. That information is provided directly to our third-party payment processors whose use of your personal information is governed by their Privacy Policy. These payment processors adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, Mastercard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of payment information.

    The payment processors we work with are: PayPal or Braintree. Their Privacy Policy can be viewed at https://www.paypal.com/webapps/mpp/ua/privacy-full

    Cookies

    We use cookies and similar tracking technologies to track the activity on our Service and hold certain information. Cookies are files with small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyze our Service.

    Examples of Cookies we use: session cookies (we use these cookies to operate our Service) and preference cookies (we use these cookies to remember your preferences and various settings).

    The Website uses the following cookies for the purposes described herein.

    Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of each of our websites, to use a shopping cart or to use our services.

    Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way in which our website work, for example, by ensuring that users are finding what they are looking for easily.

    Functionality cookies. These are used to recognise you when you return to any of our websites. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

    Targeting cookies. These cookies record your visit to each of our websites, the pages you have visited and the links you have followed. We will use this information to make our website more relevant to your interests.

    You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service. If you wish to opt-out of our placing cookies onto your computer or device, please adjust your internet browsers settings to restrict cookies as detailed in your internet browser’s help menu. You may also wish to delete cookies which have already been placed. For instructions on how to do this, please consult your internet browser’s help menu.

    Children's Privacy

    Our Service does not address anyone under the age of 18 ("Children").

    We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your Children has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.

    Disclaimers

    We make no warranty or representation that the Website will meet your requirements, that it will be of satisfactory quality, that it will be fit for a particular purpose, that it will not infringe the rights of third parties, that it will be compatible with all systems, that it will be secure and that all information provided will be accurate. We make no guarantee of any specific results from the use of Our services.

    No part of this Website is intended to constitute advice and the Content of this Website should not be relied upon when making any decisions or taking any action of any kind.

    No part of this Website is intended to constitute a contractual offer capable of acceptance.

    Whilst We use all reasonable endeavours to ensure that the Website is secure and free of errors, viruses and other malware, you are strongly advised to take responsibility for your own internet security, that of your personal details and your computers.

    Changes to the Service and these Terms and Conditions

    We reserve the right to change the Website, its Content or these Terms and Conditions at any time. You will be bound by any changes to the Terms and Conditions from the first time you use the Website following the changes. If We are required to make any changes to these Terms and Conditions pertaining to the sale of Goods by law, these changes will apply automatically to any orders currently pending in addition to any orders placed by you in the future.

    Availability of the Website

    The Website and any Service provided therein is provided “as is” and on an “as available” basis. We give no warranty that the Website or any Service will be free of defects and / or faults. To the maximum extent permitted by the law We provide no warranties (express or implied) of fitness for a particular purpose, accuracy of information, compatibility and satisfactory quality.

    We accept no liability for any disruption or non-availability of the Website resulting from external causes including, but not limited to, ISP equipment failure, host equipment failure, communications network failure, power failure, natural events, acts of war or legal restrictions and censorship.

    Limitation of Liability

    To the maximum extent permitted by law, We accept no liability for any direct or indirect loss or damage, foreseeable or otherwise, including any indirect, consequential, special or exemplary damages arising from the use of the Website or any information contained therein. You should be aware that you use the Website and its Content at your own risk.

    Nothing in these Terms and Conditions excludes or restricts our liability for death or personal injury resulting from any negligence or fraud on the part of us.

    Nothing in these Terms and Conditions excludes or restricts our liability for any direct or indirect loss or damage arising out of the incorrect delivery of Goods or out of reliance on incorrect information included on the Website.

    In the event that any of these terms are found to be unlawful, invalid or otherwise unenforceable, that term is to be deemed severed from these Terms and Conditions and shall not affect the validity and enforceability of the remaining Terms and Conditions. This term shall apply only within jurisdictions where a particular term is illegal.

    No Waiver

    In the event that any party to these Terms and Conditions fails to exercise any right or remedy contained herein, this shall not be construed as a waiver of that right or remedy.

    Previous Terms and Conditions

    In the event of any conflict between these Terms and Conditions and any prior versions thereof, the provisions of these Terms and Conditions shall prevail unless it is expressly stated otherwise.

    Communications

    All notices / communications shall be given to Us either by post to Our Premises (see address above) or by email to privacy@essenceintelligence.com. Such notice will be deemed received three days after posting if sent by first class post, the day of sending if the email is received in full on a business day and on the next business day if the email is sent on a weekend or public holiday.

    We may from time to time, if you opt to receive it, send you information about Our products and/or services. If you do not wish to receive such information, please click on the Unsubscribe link on any email you receive from us.

    Law and Jurisdiction

    These Terms and Conditions and the relationship between you and us shall be governed by and construed in accordance with the Laws of the State of Delaware and the USA, both we and you agree to submit to the exclusive jurisdiction of the State of Delaware and the USA.