Privacy Policy

1. Data controller details

M. S. Project Zeus CY LTD t/a Sense & Forum® (“Sense & Forum”)

Registered address: Leoforos Tafon Ton Vasileon 118, Pafos, Cyprus 8015

Email: hello@senseandforum.com

Website: www.senseandforum.com

Company number: 430641

2. Data protection principles

In relation to personal data, we will:

• process it fairly, lawfully and in a clear, transparent way;
• collect personal data only for specific and legitimate reasons;
• only use it in the way we have told you about;
• ensure it is correct and up to date;
• keep your data for only as long as we require it;
• process it in a way designed to ensure it is not lost, destroyed, or used for anything you're not aware of.

3. Types of data we collect, and how

The types of data we collect include your personal details — full name, business name, address, email address and phone number — collected from any device you use when you provide information via our contact page, book a discovery call, complete paperwork about a retainer, update your account with us, or otherwise communicate with us.

We collect this information because it is necessary to perform our contract of providing consultancy services to you, because it is in our legitimate interests to do so, or to meet our legal obligations.

Clients make payments via our website platform for booking one of our services; retainer fees are processed in line with the terms set out in the Client retainer.

If you're our Client, we collect data about you or your business only as supplied by you when you sign up for one of our services. This is collected via our website and social media platforms, where applicable — for example, when you book a discovery call, complete a form we send you, or through email.

Personal data is held securely on our website and email systems, and paperwork is filed safely. Access is limited to the owner, employees and assigned agents who need it to carry out their role. Our website is managed by our web host/provider, Namecheap.

Marketing correspondence

If you've subscribed to our newsletter via our website or a platform such as Instagram, X (Twitter) or LinkedIn, we'll send you updates by email about our services — this is the only marketing correspondence we send. To subscribe, we only ask for your first name and email address.

You can stop receiving marketing emails at any time by:

• clicking “unsubscribe” in any marketing email or newsletter;
• emailing hello@senseandforum.com — simply saying “opt out” in the subject or body is enough, and we'll remove you from our mailing list.

We will never disclose your personal information to third parties for their own marketing.

4. Why we collect your data

• To fulfil and deliver our services, in line with our legal obligations to our Client.
• To let you know of relevant offers or news — in our legitimate interests, and something you can opt out of at any time.
• To allow you to use our online and/or in-person services fully.
• To prevent and detect fraud against either you or us.

5. Why we process your data

We process your data only for specific purposes permitted under the GDPR and applicable data protection law:

• to perform a legal contract we're party to with our Client;
• to carry out legally required duties; and/or
• to pursue our legitimate interests and those of our Clients, where necessary.

6. If you do not provide your data to us

If you don't provide the data we need to carry out our contractual duties, we may not be able to perform our obligations, or proceed with a contract of service. Where you're a party to the contract, we must process your data to comply with our legal obligations as data processor.

7. Sharing your data

Your data is only shared with internal colleagues or freelancers engaged by us, if any, to provide our services. We do not share your data with bodies or third parties outside the European Economic Area, and we never sell your data.

We may share your data with:

• professional service providers, such as our website host or web designer, who help us manage our website;
• our online form provider, such as Google Forms.

We may also be required to share your data with the police, or a regulatory or government authority investigating illegal activity — we are legally obliged to comply in those cases.

8. Protecting your data

We take our obligation to protect your data against accidental loss, disclosure, destruction or misuse seriously. We:

• may appoint individuals with specific responsibility for processing and controlling data, and for reviewing our data protection systems and procedures;
• provide employees and freelancers (if any) with training on protecting personal data and handling it confidentially;
• can account for all personal data we hold, where it comes from, and who it is or might be shared with;
• carry out risk assessments to identify vulnerabilities in how we handle data, and to reduce the risk of mishandling or breaches;
• seek consent, where appropriate, for obtaining, using, sharing, storing and retaining personal data, and review our procedures for doing so — consent must be freely given, specific, informed and unambiguous, and can be withdrawn at any time.

We have processes for detecting, reporting and investigating suspected or actual data breaches, and are aware of our duty to report breaches causing significant harm to the relevant supervisory authority and to affected individuals.

Access to your data is limited to the minimum needed for a person's role, protected by passwords meeting specified complexity requirements, and monitored for vulnerabilities. Where we share data with third parties, we have a written agreement in place requiring appropriate technical and organisational security measures.

The internet is not a 100% secure method of communication, so we can't guarantee absolute security of information sent to or from us online, though we take great care to protect it and use our best endeavours to keep it secure on our systems.

9. How long do we keep your data?

We keep your data only for as long as necessary. You can exercise your right to erasure by request, verbally or in writing (we recommend writing, where practical).

Once we no longer need your data, we take steps to delete it, and conduct annual checks to confirm data has been deleted at the end of its retention period. You can also ask us to remove ourselves as admin/moderator from your communities and platforms, or transfer those rights, within 7 days of request.

10. Automated decision making

No decision with a significant impact on you or your business will ever be made about you solely through automated decision-making.

11. Your rights in respect of your data

Data protection law gives you specific rights in relation to the data we hold about you. In summary:

• The right to be informed — we must tell you how we use your data; that's the purpose of this notice.
• The right of access — request access to your data by emailing our director, Serena Gasparini, at hello@senseandforum.com. This is free unless a request is manifestly unfounded, excessive or repetitive.
• The right to have inaccuracies corrected.
• The right to have information deleted, where you believe we have no reason to continue processing it.
• The right to restrict processing, while we confirm data is correct.
• The right to data portability, for your own purposes.
• The right to object to processing based on our legitimate interests.
• Rights around automated decision-making and profiling, including the right to withdraw consent at any time, with no consequences for doing so.

To exercise any of these rights, contact us as soon as possible at hello@senseandforum.com.

12. Amendments to our privacy policy

We reserve the right to amend this policy, while ensuring it continues to comply with applicable data protection law. We'll keep it up to date, and may notify you of changes by posting the revised policy on our website or on the social media platforms we use.

13. If you wish to make a complaint

If you're unhappy with any of our services or wish to make a complaint, please email Serena at hello@senseandforum.com so we can investigate as soon as possible. We aim to reach an amicable resolution within 7 days. If you'd prefer to talk it through by phone, let us know in your email.

14. Data Protection Officer

Our Data Protection Officer is Serena Gasparini, who can be contacted at hello@senseandforum.com.

Cookies policy

A cookie is a piece of data sent from a website and stored on your device. When you use the same website again, the data stored in the cookie can be retrieved to recognise your previous activity. To contact us, book a call, or use one of our services, you'll need cookies enabled.

Our cookies don't store personal information such as your name, contact number, email address or postal address, though they may let us access this information once you're logged in or contacting us via our website, for the reasons below.

www.senseandforum.com uses cookies to:

• identify you when you visit our website or contact us via it;
• remember your preferences and past activity on our site;
• let you share our services and information with your own social media platforms;
• improve our website, its content and our services;
• offer you a better customer service experience with us.

To check your cookie settings, or to limit, block or delete cookies from our website, use your browser's cookie management settings.