​This Data privacy policy is set out to help you understand everything you need to know about what data we gather, why we collect it, how we use it, store it and who we may share it with. If you have any questions don’t hesitate to get in touch via maria@wearenearandfar.com. The business is registered with the ICO and appears on the data protection register. 

 

About Near and Far

Near and Far Ltd connects individuals to agencies and brands who are looking for insight, inspiration and to collaborate on projects.

 

The work conducted by Near and Far involves finding people to take part in a variety of projects with agencies and brands. This work is fulfilled through a) reaching out to individuals and organisations b) following recommendations and introductions c) receiving applications of interest to participate, then gathering information provided by the individual, which will be used to identify suitability for the project/activity.

 

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Near and Far’s website

 

Information collected

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We receive, collect and store any information you enter on our website or provide us in any other way. In addition, we collect the Internet protocol (IP) address used to connect your computer to the Internet; login; e-mail address; password; computer and connection information and purchase history. We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page.

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How we collect information

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When you conduct a transaction on our website, as part of the process, we collect personal information you give us such as your name, address and email address. Your personal information will be used for the specific 3 reasons stated below. We also collect personal information via our application forms, which are hosted on Typeform.  

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Near and Far's Projects

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We collect and store your data for three purposes:

 

1. Suitability - we use the information you provide us through our website, email, messaging and any survey tools (Google forms and Typeform) to determine your suitability for the particular project you are applying to.
    

2. Logistics - we collect and share the necessary information to approve your participation in a project and to connect you to the agency or brand we are working with in order for you to undertake the activity, for example, contact details to arrange a meeting, send an invite to a secure online platform, or to connect on the phone/Skype/zoom.
   - Legal contracts and Agreements - you will be required to sign an agreement with the agency or brand undertaking the project, this will cover the different activities you are partaking in and relevant data collection and processing.
   - Payment - in some situations we will be making the payment for your participation. In these situations, you will either be required to provide an invoice, your payment details, or we will use Wise, a secure payment service which only requires us to add your name and email address. You will then enter the details of the account you wish to be paid into. 
    

3. Future contact - we store your contact details to follow up on any later stages in the project or additional requests to do with the project. We store your contact details to inform you about future projects we think may be of interest to you if you have signed up to receive these invites.

 

 

What data we collect

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Suitability - In order to apply and be selected for a project we will need to gather information about a variety of areas of your life. The particular areas/topics we ask about will be specific to the project we’re working on. As well as asking demographic questions we will be asking about your thoughts and experiences. Personal information may include:  Name, Contact details (email, phone, Skype, social media profiles), Location (Country, City), Birthday, Gender, Ethnicity, Employment, Relationship/family status, Hobbies/interests/lifestyle. All information is used as specified for the purposes defined above.

 

Logistics - We will collect information that enables us to connect you to the individuals/teams in order to take part. This may include email address, telephone, skype, or home address. We may also collect your payment details at this point in order for us or our client to make payment after your participation is complete. We will also require you to complete the relevant contracts/agreements on behalf of our clients for your participation, providing your signature, full name and address. 

 

Future contact - We will keep information that enables us to recontact you about projects relevant to you if you have given permission.

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How we are using and storing data

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Suitability - We use any information gathered to help us identify if you’d be right for the project/activity, this is shared with our client for approval. Data gathered will be stored in: Typeform, Google Mail/Form/Drive/Docs/Sheets, Skype, and our website, hosted via WIX (see above). We may provide information in Keynote/Powerpoint/Word documents shared through Gmail’s email service. All files are password protected.

 

Logistics - We will be using your data to connect you to the client we’re working with, we will either provide the information directly to them, or connect you to each other to share that information. Data may be stored and shared via Google Mail/Calendar/Form. Your email address and name may be used for the purposes of payment or providing an invite to an online platform if relevant. 

 

Future contact - We will hold information enabling us to re-contact you. This will be stored in Typeform, Google Drive/Sheets/Mail.

 

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Who we share the data with and how

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Clients - We work collaboratively with our clients to determine who is best suited to take part in a project, so we may share information gathered in the application and initial conversations via email and documents. 

 

Freelancers - We occasionally have additional support through trusted freelancers who assist our projects.

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Platforms/Services - If chosen to take part in an online study your email and name will be added to the relevant platform to generate a user account, we will notify you of this and who the platform will be prior to uploading the information. We may also use a payment service to provide payment, this may require your name and email in order to generate a link for you to directly enter your own details, or we may make payment directly from our account, which will require us to add your account details to our banking service. 

 

Other - we may use some data in our own marketing material, shared via our website and social media channels. We would gain permission from the individual for this to happen and it will not include sensitive data, but may use your first name and photos with your image in it.

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We may share your personal data with third parties for the following purposes:

For the performance of any contract you enter into with Near and Far Ltd; you will be given details of any third parties (e.g. fieldwork suppliers) and we’ll ask for your explicit consent too.
 

We may be legally required to share certain personal data, which might include yours if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority

 

 

How long we keep data

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Any information pertinent to recruitment is kept for the duration of the project. However, we may keep certain essential data (name, contact details, interview notes and images) for up to 3 years in case of a need to re-contact you.

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You are entitled to the following

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The right to access – You have the right to request copies of your personal data being held and processed. 

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The right to rectification – You have the right to request correction of any information you believe is inaccurate. You also have the right to request completion of the information you believe is incomplete.

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The right to erasure – You have the right to request erasure of your personal data, under certain conditions.

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The right to restrict processing – You have the right to request restriction on the processing of your personal data, under certain conditions.

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The right to object to processing – You have the right to object to the processing of your personal data, under certain conditions.

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The right to data portability – You have the right to request transfer of the data that we have collected to another organisation, or directly to you, under certain conditions.

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If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: hello@wearenearandfar.com

 

 

Getting in touch

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We may contact you to notify you about other projects we feel you might be interested in participating in, or to send updates or relevant information about Near and Far. For these purposes we may contact you via email, telephone, text messages if you have agreed to receive these updates. 

 

At Near and Far we take our responsibility to you seriously and will only hold and use data for the purposes set out in this policy and will use and remove with serious consideration of the need and impact of holding it. We will be happy to answer any questions or respond to any concerns you may have.

 

You have the right of access at any point, which enables you to find out what data we have stored and how it's been processed.

 

You may request to be forgotten anytime, this will lead to the removal of any data from our records. After such a request is received we will contact you to verify the request. To do this please contact us at: Maria@wearenearandfar.com

 

Near and Far Ltd

92 Lockworks, 3 Wickford way, London E176ZH

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Changes to this policy

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We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.

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