Privacy Policy
This privacy policy explains how PRISM·PS collects, uses, stores and protects personal information submitted through this website and its sign-up/contact form.
1. About this policy
PRISM·PS is being set up as a peer community for councils and other public sector organisations running Oracle Finance, Procurement and HR systems, with a focus on reporting, analytics and AI around Finance, HR and Procurement data.
This policy explains what personal information may be collected through the PRISM·PS website and sign-up form, how it may be used, and how you can ask for it to be corrected, removed or no longer used for contact.
This policy applies to the website at https://theprismps.org.uk. It does not apply to other websites that may be linked to from this website.
2. Who is responsible for your information
The organisation responsible for the personal information collected through this website is:
- Organisation: Beyond Systems Limited
- Company number: 5750705
- Registered office: 85/87 High Street West, Glossop, England, SK13 8AZ
- Correspondence address: No.1 Balloon Street, Manchester M4 4BE
- Privacy contact: privacy@wegobeyond.co.uk
3. What information we collect
We collect basic business contact information where you choose to provide it, for example when you complete the PRISM·PS sign-up/contact form.
This may include:
- your name;
- your organisation;
- your sector or organisation type;
- your role area or professional interest;
- your work email address;
- any other information you choose to provide in connection with PRISM·PS.
We may also collect technical information through website logs, cookies or security tools. This may include your IP address, browser type, device information, pages visited, date and time of visit, and referral source.
We do not intentionally collect special category personal data through this website, such as health information, political opinions, religious beliefs, trade union membership or similar sensitive personal information. Please do not submit sensitive personal information through the website form.
4. How we collect information
We collect personal information when you:
- complete the PRISM·PS sign-up/contact form on the website;
- contact us by email or another direct method;
- ask to receive updates about PRISM·PS;
- use the website, where cookies, server logs or security tools may collect technical information.
The website uses Contact Form 7 to collect submitted form details. Form submissions may also be stored in WordPress using Flamingo, a WordPress form-submission storage plugin, so that enquiries and sign-ups can be managed and followed up.
5. How we use your information
We may use your information to:
- respond to your sign-up or enquiry;
- manage expressions of interest in PRISM·PS;
- send relevant information about PRISM·PS, including launch updates, session details, agendas, follow-up notes and community information;
- understand the types of organisations and roles interested in PRISM·PS;
- manage opt-outs and requests not to be contacted;
- maintain website security, performance and availability;
- comply with legal obligations or respond to lawful requests.
6. Our lawful basis for using information
Where data protection law requires a lawful basis for processing personal information, we may rely on one or more of the following:
- Legitimate interests: to respond to enquiries, manage PRISM·PS expressions of interest, operate the website, maintain records and communicate about a relevant professional peer community.
- Consent: where you have specifically asked to receive updates or where consent is required for certain communications or cookies.
- Contract or pre-contract steps: where processing is needed to provide information or take steps at your request.
- Legal obligation: where we need to keep or disclose information to comply with the law.
7. PRISM·PS updates and communications
If you register interest in PRISM·PS, we may contact you with relevant information about the community, launch plans, events, sessions and related professional topics.
You can ask us to stop sending non-essential communications at any time by contacting us at privacy@wegobeyond.co.uk.
8. Marketing
We will not sell your personal information. We may send professional updates about PRISM·PS where you have expressed interest or where we otherwise have a lawful basis to do so.
To opt out of marketing or non-essential communications, contact: donotcontact@wegobeyond.co.uk.
9. Sharing your information
We do not sell personal information.
We may share personal information with trusted service providers where necessary to operate the website, host the site, manage forms, store form submissions, send email, maintain security, or provide technical support. These providers should only process information for the purposes we specify and subject to appropriate confidentiality and security arrangements.
We may also disclose information where required by law, regulation, legal process or where necessary to protect the security, rights or legitimate interests of the website, PRISM·PS or its participants.
10. Where information is stored
Information submitted through the website may be sent by email and may also be stored in WordPress or related website systems, including Flamingo, which is used to manage contact form entries.
Information may also be stored in internal systems or cloud-based services used to operate the website, email and PRISM·PS communications.
Where possible, we aim to use services with appropriate data protection safeguards. If personal information is transferred outside the United Kingdom or European Economic Area, we will take steps intended to ensure that appropriate safeguards are in place.
11. How we protect your information
We take reasonable technical and organisational steps to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
No website or online service can be guaranteed to be completely secure. You should take care when sending information online and avoid submitting information that is not needed.
12. Cookies
Cookies are small text files placed on your device. The website may use cookies that are necessary for the site to function, support security, remember preferences or help understand website usage.
You can usually set your browser not to accept cookies or to remove cookies from your browser. Some website features may not work properly if cookies are disabled.
If analytics, cookie consent tools or additional tracking tools are added to the website, this section should be updated to explain what is used and why.
For further information, please see the website cookie policy: /cookie-policy/.
13. Log files and website security
When you visit the website, technical information may be recorded in server logs, hosting logs, security tools or analytics tools. This may include pages visited, time of visit, browser type, device information, referral source and IP address.
This information is used to monitor website performance, security, usage patterns and to improve the website. It is not normally used to identify individual visitors unless required for security, troubleshooting or legal reasons.
14. Other websites
This website may contain links to other websites. We are not responsible for the privacy practices, security or content of those third-party sites. You should read the privacy policy of any external website you visit.
15. How long we keep information
We keep personal information only for as long as reasonably necessary for the purposes described in this policy, including responding to enquiries, managing PRISM·PS interest, sending relevant updates, maintaining records, meeting legal obligations and managing opt-outs.
Where you unsubscribe or ask us not to contact you, we may keep limited information on a suppression list to help ensure we do not contact you again in error.
16. Your rights
Depending on the circumstances and applicable data protection law, you may have rights to:
- request access to the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete your information;
- object to or restrict certain processing;
- withdraw consent where processing is based on consent;
- request transfer of your information where applicable;
- complain to the Information Commissioner’s Office.
To exercise your rights, contact us using the details below.
17. Complaints
If you have concerns about how we handle your personal information, please contact our Data Protection Officer at dpo@wegobeyond.co.uk first so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection matters. The ICO website is: https://ico.org.uk/.
18. Changes to this policy
We may update this privacy policy from time to time. The latest version will be published on this page.
19. Contact us
If you have any questions about this privacy policy or the personal information we hold about you, please contact:
Beyond Systems Limited
Company number: 5750705
Registered office: 85/87 High Street West, Glossop, England, SK13 8AZ
Correspondence address: No.1 Balloon Street, Manchester M4 4BE
Email: privacy@wegobeyond.co.uk