Privacy Policy

Privacy Policy

 

The EIMF Group (as defined below) is committed to protect individuals’ personal data in line with the requirements of applicable law.

 

The EIMF Group commitment applies to all individuals whose personal data it may process. “Personal Data” means any information relating to an identified or identifiable natural person.

 

1. Who is the EIMF Group

 

The EIMF Group comprises of EIMF HOLDINGS LIMITED and EIMF TECHNOLOGY INSTITUTE LTD (each referred to as “EIMF Entity” and collectively together with respective affiliates the “EIMF Group”).

 

EIMF HOLDINGS LIMITED and EIMF TECHNOLOGY INSTITUTE LTD provide premium courses, professional and executive education, e-Learning and tailored learning solutions with a strong emphasis on the financial and professional services sector.

 

As the Controller, each EIMF Entity determines the purpose and means of processing individuals’ personal data. In each case, the personal data controller will be the EIMF Entity:

• with which you have entered into any agreement; or

• with which you are otherwise dealing or communicating with; or

• which provides services or otherwise deals with a third party associated with you (e.g. a legal or other entity of which you are an employee, a director or other officer or representative) (the “Client Entity”).

 

Personal data that we may collect:

 

Each EIMF Entity processes different personal data for a variety of reasons. These may include:

 

2. Personal data for contact, service provision and other purposes:

 

These may include, name and surname, position, residential address, identification details (e.g. passport or ID), postal or residential address, business address, mobile number, email address, proof of source of income, signature, employment status and company of employment, login and other account data where you may be provided such data by an EIMF Entity to logon to any platform by which an EIMF Entity may offer its services. For being able to offer its services, EIMF HOLDINGS LIMITED processes, in addition to the above, the following data: details of person authorising attendance, AAT registration and membership number.

 

Information necessary to make payments:

 

This may include bank account details and other relevant details.

 

Compliance details:

 

In offering its services to its clients, each EIMF Entity may process personal data relating to individuals such as proof of residence documentation, source of income, tax identification numbers.

 

Publicly available information:

 

Each EIMF Entity may also process personal data from public sources including from databases for compliance checks.

 

Appointment to office:

 

Each EIMF Entity may process personal data in relation to individuals that may be appointed to an official position such as directors, shareholders or the secretary to a company or officers or persons involved in any other legal entity.

 

Compliance with statutory obligation:

 

Each EIMF Entity may process personal data where obliged to do so under the law (e.g. employment records, company records, tax reporting obligations, personnel recruitment laws, contractual duties).

 

Information collected during the registration for an event or conference organised by an EIMF Entity:

 

Each EIMF entity may organise different kind of events or conferences either for promoting and marketing its services to existing and potential clients, for networking purposes or for finding potential candidates for employment.

 

In this respect, each EIMF Entity may process personal data (e.g. name, surname, contact details and if relevant details in regard to academic and/or professional qualifications (including, but not limited to, name of University, subject of study, year of study) for efficient organisation and management of an event or conference. This information may be used for future contact, only with your consent, in order to market the Entity’s services to you or in order to inform you for similar events or in regard to possible employment opportunities that are tailored to you if appropriate. This information will be held by the EIMF Entity until you choose to unsubscribe/withdraw your consent, in accordance with article 7(3) of the General Data Protection Regulation (Regulation EU 2016/679).

 

Photographs/pictures, presentations, audio and video recording of speakers and participants and live web streaming of the events or conferences may be taken. They may be reproduced in various media including EIMF’ publications, the EIMF website, social networks, TV channels and the press, in connection with the event or conference as well as for promotional activities of EIMF Group.

 

If you wish that your image or voice is not recorded and published, for compelling and legitimate grounds relating to your particular situation, please follow the procedure described below at paragraph 11 for making a request.

 

3. Time of collection of personal data

 

Personal data may be collected by an EIMF Entity where you or an organisation with which you are related in any capacity (e.g. employee, officer, representative) contact the EIMF Entity in relation to any services that it may provide. Your personal data may also come to our possession in case you express any interest to and/or become an employee of any EIMF Entity. Your data may also be processed if you sign up to receive any informative or marketing material including our Regulatory Alerts and Group News. Your personal data may also be processed if you sign up to participate in an event or conference organised by an EIMF Entity. Your data may also be collected when an organisation engages an EIMF Entity to provide services and you are engaged in the organisation in any capacity that is relevant (for example, director, representative, employee of such entity with which the EIMF Entity deals in providing any services.)

 

An EIMF Entity may also collect personal data from other sources including client entities, government agencies and risk intelligence service providers (e.g. World-check).

 

4. Use of your personal data:

 

Each EIMF Entity will process personal data to:

• Provide its services or enter into discussions for the provision of services to you or a Client Entity;

• Manage the day-to-day tasks relating to the business relationship with you or a Client Entity (e.g. communication, payments, invoicing, support);

• Analyse, market and improve its services as well as develop new services that may be of interest to you or a Client Entity;

• For physical security and IT security purposes;

• For insurance coverage purposes;

• In compliance with its legal obligations including accounting and tax;

• To be able to identify the individuals acting for a Client Entity or engaged by a Client Entity in a task which requires that the EIMF Entity communicate with such individuals;

• To defend or uphold its legal rights;

• To comply with any order of a responsible court or other authority;

• In relation to any services that may be offered to an EIMF Entity by any person or other entity including for example legal services, tax services, public services;

• For research purposes regarding the effectiveness of website services, marketing, advertising and sales efforts;

• To keep you or a Client Entity informed in relation to its services and products;

• For direct marketing purposes in promoting the EIMF Entity’s legitimate interest. In such a case you may opt-out of direct marketing as provided further below.

• For recruitment, employment, payroll and other related purposes of the EIMF Entity;

• For organising an event or conference and providing relevant information to participants;

• For purposes that are similar or connected to the above or for any other purpose that you or a Client

• Entity will provide personal data to us.

 

5. Legal ground for personal data processing

 

Each EIMF Entity may process the personal data set out above on one or more of the following:

• You have provided your consent to the EIMF Entity for the specific purpose of processing;

• The processing is necessary for the performance of a contract to which you or a Client Entity are party or in order to take steps at your or a Client Entity ‘s request prior to entering into a contract with a EIMF Entity;

• processing is necessary for compliance with a legal obligation to which the EIMF Entity as the controller is subject;

• processing is necessary in order to protect the vital interests of you or of another natural person;

• processing is necessary for the purposes of the legitimate interests pursued by the EIMF Entity as the controller or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data, in particular where the data subject is a child. Examples where An EIMF Entity may process personal data on this ground, for fraud detection and prevention as well as credit and KYC checks, inquire in relation to politically exposed persons, product development, communications and marketing, insurance purposes, employment and recruitment purposes, IT purposes (e.g. data loss prevention, information, system, network and cyber-security, employment data processing, general operations and due diligence (e.g. internal customer analysis, reporting and management information).

 

6. Provision of your personal data to third parties

• Each EIMF Entity may share your information with other EIMF Entities.

• Each EIMF Entity may share information in the context of providing its services to you or any Client Entity with other third parties including for example, prospective employers, recruitment agencies, CySEC, other regulatory authorities, Approved Reporting Mechanisms or Trade Repositories (where it offers trade reporting or similar services), other specialist service providers, trainers at the EIMF Entity’s courses, its own legal and/or other advisors, entities offering services in relation to AML and fraud prevention checks, financial institutions whose services may be required as part of the services that you require an EIMF Entity to provide to you, other service providers (e.g. online storage centres, cloud service providers. and statistics monitoring).

• Each EIMF Entity may also share your information where obliged to do so by an applicable court order and/or where required to do so by an applicable law.

 

7. The safety of your personal data

 

The EIMF Group takes the appropriate measures (physical, organisational and technical) to ensure the safety of your personal data. Your personal data may be stored electronically or in paper form.

 

8. Personal data that you or a Client Entity provide to us in relation to other individuals.

 

Where you or a Client Entity provides to any EIMF Entity personal data of other individuals (e.g. officers, secretary, employees, other individuals that the Client Entity interacts with or persons related to you) you or the Client Entity (as the case may be) represent to such EIMF Entity that you or the Client Entity are duly entitled to do this.

 

You or a Client Entity also represent and that the individual in question is aware of the relevant EIMF Entity’s data protection practices as stated in this policy which may be relevant to the individual, how such EIMF Entity may be contacted as well as such information that you or a Client Entity are obliged to provide to such individual under applicable laws in relation to any EIMF Entity.

 

9. How long we store your personal data for

 

Each EIMF Entity stores personal data for no longer than is reasonably necessary for its processing purposes. Where an EIMF Entity stores personal data based on your consent, it will delete such personal data when you withdraw your consent and provided that it is not obliged under law to maintain such data. In case of recruitment activities, the EIMF Entity will delete your personal data if you are not employed unless you expressly consent for to the storing of your personal data for potential future roles and/or other purposes. Consent will be updated on an annual basis. If you accept an offer of employment by the EIMF Entity, any relevant personal data collected during your pre-employment period will become part of our personnel records and will be retained during your employment and as long as is required by the applicable laws after the end of employment. Each EIMF Entity may in any case, keep personal data as long as is necessary for the defending or making of legal claims as provided by applicable limitation laws in Cyprus.

 

10. Transfers of personal data to third countries

 

Each EIMF Entity may transfer personal data to third countries outside the EU/EEA where required for any of the purposes stated above including for storage purposes. In each such case, the relevant EIMF Entity will ensure that such transfers will comply with the General Data Protection Regulation (Regulation EU 2016/679 based on a Commission Adequacy decision, or appropriate safeguards (e.g. standard contractual clauses) or other grounds provided by the GDPR. You may contact the relevant EIMF Entity in order to be informed of the appropriate or suitable safeguards (as the case may be).

 

11. Your rights as a data subject

• Right of access – you have the right to request from us the EIMF Entity acting as your controller, to provide you with a copy of the personal data that we hold about you in which case we shall do so.

• Right of rectification – you have a right to request from EIMF Entity acting as your controller to correct the personal data that it holds about you that is inaccurate or incomplete in which case the EIMF Entity acting as your controller shall do so.

• Right to be forgotten – you have a right to request from EIMF Entity acting as your controller in certain circumstances to erase your personal data from its records. In case that these circumstances apply to your case and provided that no exception to this obligation applies (e.g. where we are obliged to store your personal data in compliance with a legal obligation under Cypriot or EU law), the EIMF Entity acting as your controller will erase your personal data from its records.

• Right to restriction of processing – you have a right to request from the EIMF Entity acting as your controller where certain conditions apply, to restrict the processing of your personal data. Where these conditions apply the EIMF Entity will restrict the processing of your personal data.

• Right of portability – you have the right to request from the EIMF Entity acting as your controller where certain conditions apply, to have the data it holds about you transferred to another organisation. Where these conditions apply the EIMF Entity will transfer your personal data to another organisation.

• Right to object – you have the right to object on grounds relating to your particular situation, to certain types of processing such as direct marketing.

• Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.

• Right to judicial review: in the event that a EIMF Entity refuses your request for any rights of access, it will provide you with a reason as to why.

 

You can make a request or exercise these rights by completing the Data Subject Access Request Form and sending this by e-mail to the following e-mail address: [email protected]

 

We may request you to provide us information for the purpose of verifying your identity and residency in order for us to comply with our security obligations and to prevent unauthorised disclosure of data.

 

We will answer your request, or request additional information form you within 1 (one) month. Occasionally, it may take us longer than 1 (one) month if your request is particularly complex or you have made a number of requests. In this case, we will notify you within 1 (one) month of the receipt of your request about the extension and keep you updated.

 

Each EIMF Entity may charge you a reasonable fee when a request is manifestly unfounded, excessive or repetitive, or we receive a request to provide further copies of the same data. In this case we will send you a fee request which you will have to accept prior to us processing your request. Alternatively, we may refuse to comply with your request in these circumstances.

 

Cookies

 

The EIMF Group uses cookies in order to deliver a better user experience on its websites. For further information regarding cookies please see the EIMF Cookies Policy at https://eimf.eu/privacy-policy/

 

Changes to this Privacy Policy

 

This Privacy Policy is subject to change to reflect a change in the data protection practices or legal framework. In the case that this Policy will be amended the revised document will be posted on the EIMF Group websites and such change will apply from the date that it is posted unless otherwise stated in the revised Privacy Policy.

 

Starts 20 February 2024

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