MAXIS GBN

Company Number: 803 461 482 R.C.S. Nanterre

ICO Reference Number: ZA361728

Registered Office: 313 Terrasses De L’Arche, 92727, Nanterre, Cedex

 

Privacy notice

MAXIS GBN respects your privacy and seeks to protect your individual Personal Data.  The following information describes how we gather and use Personal Data.  The amount of information MAXIS GBN holds on you and how it uses it depends on your relationship with MAXIS GBN and on what service you use, so some of the sections below may not be relevant to you.

We keep to a minimum the amount of information we hold about you.

We use your Personal Data to respond to your enquiries about our services (the lawful basis for this is “Legitimate Interest”) and to provide our services to you (the lawful basis for this is “Contract”).

We delete your Personal Data when it is no longer needed.

We apply appropriate security mechanisms to protect your Personal Data.

For the definition of terms used within this Privacy Notice refer to the ICO website (ww.ico.org.uk) or look at the General Data Protection Regulation (“GDPR”) which can be found at http://ec.europa.eu/justice/dataprotection/reform/files/regulation_oj_en.pdf  

We are happy to answer any questions you have about this Privacy Notice.  Please contact us via e-mail on [email protected]


FAQs

The following are basic questions you may have about our Privacy Notice.  We encourage you to read the details below.

What information does MAXIS GBN collect about me?

We may collect your name, phone number, e-mail address, IP address, social identifiers, data provided by cookies and other similar technologies, functional data such as registration and system data, as well as additional usage data, and event attendance information.

Why does MAXIS GBN need my information?

We use the Personal Data to provide you with the best experience from the services we offer, which includes using Personal Data to improve and personalise your experiences.  We also use your Personal Data to communicate with you, for example, informing you about new services available, publications, events, security (e.g. password updates) and other types of updates.

How is my information used?

We use your Personal Data for the following purposes:

  • To deliver our services
  • Service improvement
  • Future service enhancement
  • Security and safety
  • Communications and Marketing
     

What are my rights as a Data Subject?

  • You have the right to opt out of communications
  • You have the right to the rectification of any incorrect Personal Data we hold about you
  • You have the right to object to us processing your Personal Data
  • You have the right to access any Personal Data we hold on you
     

You can exercise any of these rights by contacting us at [email protected]  
 

How do I delete my Personal Data from MAXIS GBN and what are the consequences?

You can always send us an e-mail to [email protected] to request that your Personal Data be deleted.  However, please note that by deleting your Personal Data, it may impact the service we can provide you.

How long does MAXIS GBN keep my information?

We retain Personal Data for as long as necessary to provide services or for other essential purposes such as complying with our legal obligations, and resolving disputes and enforcing our agreements. Because these needs can vary for different data types in the context of different services, actual retention periods can vary significantly.  For direct marketing purposes, we will delete Personal Data after two years in the event of no response.

How does MAXIS GBN store information?

We are committed to protecting the security of your Personal Data.  We use a variety of security technologies and procedures to help protect your Personal Data from unauthorised access, use or disclosure.  For example, we store the Personal Data you provide on computer systems that have limited access and are in controlled facilities.  Where appropriate, Personal Data we transmit over the internet is protected using encryption.

Is MAXIS GBN using Cookies to gather information?

We may use Cookies when you visit our website.  By visiting our website, you agree to the use of Cookies and similar technologies for the purposes described in this Privacy Notice. This helps us to provide you with the best experience and allows certain parts of our website to function properly.  You always can adjust your browser or device settings to not accept Cookies and similar technologies if this concerns you.

How can I contact MAXIS GBN if I have questions regarding this Privacy Notice?

If you have any questions about the use of your Personal Data, please send an e-mail to [email protected] or write to our Data Compliance Manager at The Monument Building, 11 Monument Street, London EC3R 8AF.


What personal data do we hold and why?

Your name and contact information, provided by you, will be used to respond to your enquiry, requests for further information, and to communicate with you during the provision of our services to you.

MAXIS GBN collects and updates information about users of its services.  It may obtain this information via direct contact with you, from third parties such as other users and automatically via your use of our services.

This information includes your contact details, registration details, support problems, details around participation in events, surveys and certain relevant details of your preferences.

If you are a registered user of MAXIS GBN services, MAXIS GBN also gathers information about your use of our services, such as generic types of data accessed, times and volume of use of the services and Traffic Data from the use of our website.  Traffic Data includes logs, details of networks, data and systems accessed, details of the sender and recipients of messages sent over our services, times and location of log on or access, duration of sessions, clickstream and similar usage or system data.  Traffic Data may sometimes be traceable to/related to not just companies but named individuals.  Before you register with MAXIS GBN for access to membership areas of our website, you can browse the MAXIS GBN website anonymously.

To detect and prevent faults and/or breaches of our network security, MAXIS GBN collects and uses data that may include your Personal Data e.g. an IP address.


How do we use your personal data?

For each visitor to MAXIS GBN’s website, MAXIS GBN’s web server automatically recognises the user’s domain name.  We also collect the e-mail addresses of those who communicate with us via e-mail and aggregate information on what pages users access or visit. Personal Data volunteered by the user, such as survey information and/or site registrations, is also collected.  The Personal Data we collect is used primarily for internal review and to improve the content of our website and services.  It is also used to notify users about updates to our services.  This Personal Data is not shared with other organisations for commercial purposes. If you do not want to receive e-mails from us in the future, please let us know by sending an e-mail to [email protected].


With whom do we share it?

MAXIS GBN may work with members of the MAXIS Global Benefits Network, AXA France Vie and MetLife International Holding, LLC and their affiliates in the provision of some of our services. 

All other third parties we use – including those who provide e-mail and storage solutions used in our day-to-day work – are selected for, and monitored on, how they meet the requirements of current UK data protection legislation and the requirements of GDPR. 

Where this includes storage or processing of information outside of the European Economic Area (EEA), we include checks to ensure that compliance with the appropriate frameworks for exchange of Personal Data (such as the EU-US Privacy Shield) are in place.

Exceptions to the above are where we are asked to provide information as a result of a court order or to recover monies due. We do not share or sell your Personal Data to anyone else.


How long do we store personal data for?

We will store your Personal Data for a maximum of two years after your last communication with us.  Whilst we store your Personal Data, we store it securely to prevent unauthorised use. If you wish to stop hearing from us prior to that time, please e-mail [email protected]

MAXIS GBN may store your Personal Data in its databases, such as its customer relationship database, for reference.  The Personal Data may be retained and used by MAXIS GBN to answer queries, resolve problems, and provide improved and new services. Legal and/or regulatory requirements may require us to retain it for longer than 2 years.


Your rights regarding our use of your personal data

Right of Rectification:

You can review, edit or delete your Personal Data we hold by contacting us directly at [email protected].  You can also alter our collection and use of your Personal Data by contacting us to vary your communication and data usage preferences.  You will always have the right to opt out of receiving promotional e-mails and other types of marketing communications from us.

Right of Access:

We will respond to any request to access or delete your Personal Data as soon as possible.  This will take no longer than 30 days.

Right to Object:

You can opt out of receiving certain direct communications from MAXIS GBN.  If you wish to stop receiving e-mails from us, you can do so by following the instructions included in every e-mail sent to you via the “Unsubscribe” tab.  We respect your choice, and we will stop sending you promotional e-mails once you unsubscribe.  It may take up to one week to process your request.  You can also make your choice by contacting us at [email protected]

Should you feel that you need to complain about how we are handling your Personal Data, please e-mail [email protected]

Your ultimate point of contact for all data protection matters in the UK is the Information Commissioner’s Office.


Cookies/software agents

"Cookies" are pieces of software that may be sent and recorded on your computer.  These Cookies enable us to collect information about how our websites and services are being used and to manage them more efficiently.  Until you have registered on MAXIS GBN's website, the Cookies will only track general usage patterns and technical information about your computer type and will not be used to identify you individually.  After registration, Cookies will be used to collect information on you to facilitate your website experience.

You can turn off the ability to receive Cookies by adjusting the browser on your computer but you should note that if you do so, this may materially distort the quality of service and data you receive. Cookies are not used to collect your Personal Data.


Contacting you via e-mail alerts, notices and newsletters

MAXIS GBN only sends marketing information to those that it believes it has a legitimate business interest to do so.  MAXIS GBN offers the opportunity for you to receive an e-mail newsletter or other notifications in relation to our services.  All our correspondence offers clear instructions on how to opt out. You can, at any time, choose to stop receiving e-mail alerts, notifications or newsletters by following the instructions on the alert, notification or newsletter or by e-mailing [email protected]

If you supply us with your postal address or telephone number you may receive periodic mailings or calls from us with information on new services or upcoming events.  If you do not wish to receive such updates, please let us know by e-mailing us at [email protected]  
 

Interception of e-mail

MAXIS GBN may intercept e-mail addressed to individuals within MAXIS GBN.  The reasons we do this are related to security of MAXIS GBN, its staff and others.  MAXIS GBN may reject, delay or remove content from e-mails which have, by its nature, content or attachments that disrupt MAXIS GBN’s systems or because they may pose security issues such as viruses.

MAXIS GBN may also filter out e-mails which contain certain content on the basis that the content is offensive or the e-mail is unwanted or spam.  In certain circumstances this may unfortunately result in "innocent" e-mails being affected, but MAXIS GBN does try to reduce such occurrences.
 

Security

MAXIS GBN has developed strict policies governing information technology.  These cover areas such as access control, authentication, audit, monitoring, alerts, data storage and back-up and transmission standards, and environment integrity.  MAXIS GBN will use reasonable endeavours to install and have appropriate security measures in place in MAXIS GBN's facilities to protect against the loss, misuse or alteration of information that MAXIS GBN has collected from you by MAXIS GBN's I.T. systems.


What if this privacy notice changes?

If changes to this Privacy Notice include any significantly different use of your Personal Data, we will let you know and give you the option to agree to the new use of your Personal Data.


Questions

If you have any questions about MAXIS GBN’s Privacy Notice or our use of your Personal Data, please send an e-mail to [email protected] or write to our Data Compliance Manager at The Monument Building, 11 Monument Street, London EC3R 8AF.