MantisNLP Privacy Policy

Hello. We are MantisNLP Limited. Here's how we protect your data and respect your privacy.

If you are a MantisNLP client, applying for a role at MantisNLP, or just visiting our website, this policy applies to you.

Our responsibilities

If you are a MantisNLP client, potential employee, or visitor to our website we act as the data controller of personal data. This means we determine how and why your data are processed.

Your responsibilities

When and how we collect data

From the first moment you interact with MantisNLP, we are collecting data. Sometimes you provide us with data, sometimes data about you is collected automatically.

Here's when and how we do this:

Data you give Data we collect
You browse any page of our website
We call you
You receive emails from us
You email us to discuss a potential project
You apply to a job advert we have posted

Types of data we collect

Contact details

Your name, address, telephone number, email address...

Financial information

Your business bank account number, company name, VAT.

Data that identifies you

Your IP address, browser type and version, time zone setting, browser plug-in types, geolocation information about where you might be, operating system and version...

Data on how you use MantisNLP website

Your URL clickstreams (the path you take through our site), products/services viewed, page response times, download errors, how long you stay on our pages, what you do on those pages, how often, and other actions...

What about really sensitive data?

We don’t collect any "sensitive data" about you (like racial or ethnic origin, political opinions, religious/philosophical beliefs, trade union membership, genetic data, biometric data, health data, data about your sexual life or orientation, and offences or alleged offences) except when we have your specific consent, or when we have to to comply with the law.

What about children's data?

MantisNLP is a consultancy aiming to provide services only to those who are 18 years of age or over. We do not target our services at children, and we do not knowingly collect any personal data from any person under 16 years of age.

How and why we use your data

Data protection law means that we can only use your data for certain reasons and where we have a legal basis to do so. Here are the reasons for which we process your data:

Improving MantisNLP offerings

Testing features and content, managing landing pages, heat mapping our site, traffic optimization and data analysis and research, including profiling and the use of machine learning and other techniques over your data and in some cases using third parties to do this.
Legal basis for this data usage: contract legitimate interests

Marketing purposes (with your consent)

Sending you emails and messages about new features, products and services, and content.
Legal basis for this data usage: consent

Here is what each of these "legal bases" mean:

Consent

You have given clear consent for you to process your personal data for a specific purpose.

You can change your mind!

If you have previously given consent to our processing your data you can freely withdraw such consent at any time. You can do this by emailing us at privacy@mantisnlp.com.
If you do withdraw your consent, and if we do not have another legal basis for processing your information, then we will stop processing your personal data. If we do have another legal basis for processing your information, then we may continue to do so subject to your legal rights.

Legitimate interests

Processing your data is necessary for our legitimate interests or the legitimate interests of a third party, provided those interests are not outweighed by your rights and interests. These legitimate interests are:

In each case, these legitimate interests are only valid if they are not outweighed by your rights and interests

Your privacy choices and rights

Your choices

You can choose not to provide us with personal data

If you choose to do this, you can continue to use the website and browse its pages

You can turn off cookies in your browser by changing its settings

You can block cookies by activating a setting on your browser allowing you to refuse cookies. You can also delete cookies through your browser settings. If you turn off cookies, you can continue to use the website and browse its pages

Your rights

You can exercise your rights by sending us an email at privacy@mantisnlp.com.

You have the right to access information we hold about you

This includes the right to ask us supplementary information about:

We will provide you with the information within one month of your request, unless doing so would adversely affect the rights and freedoms of other (e.g. another person's confidentiality or intellectual property rights). We'll tell you if we can't meet your request for that reason.

You have the right to make us correct any inaccurate personal data about you

You can object to us using your data for profiling you or making automated decisions about you

We may use your data to determine whether we should let you know information that might be relevant to you (for example, tailoring emails to you based on your behaviour).

You have the right to port your data to another service

We will give you a copy of your data in CSV or JSON so that you can provide it to another service. If you ask us and it is technically possible, we will directly transfer the data to the other service for you. We will not do so to the extent that this involves disclosing data about any other individual.

You have the right to be forgotten by us

You can do this by asking us to erase any personal data we hold about you.

You have the right to lodge a complaint regarding our use of your data

Please tell us first, so we have a chance to address your concerns.

How secure is the data we collect?

We have physical, electronic, and managerial procedures to safeguard and secure the information we collect.

And please remember:

You provide personal data at your own risk: unfortunately, no data transmission is guaranteed to be 100% secure

Where do we store the data?

The personal data we collect is processed at our offices in Cyprus and in any data processing facilities operated by the third parties identified below.
By submitting your personal data, you agree to this transfer, storing or processing by us. If we transfer or store your information outside the EEA in this way, we will take steps to ensure that your privacy rights continue to be protected as outlined in this Privacy Policy.

How long do we store your data?

We will archive and stop actively using any personal identifiable information about you within 6 months from the last time you visited MantisNLP website. We will delete your personal data from our archives no later than 6 years from the last time you visited MantisNLP website or as agreed with you in a separate contract.
We will delete personal identifiable information collected for recruitment purposes within 3 months of you providing it to us. We may ask if we can retain your contact details for future job adverts. If you agree, we will retain this information for recruitment purposes only for up to 12 months, or as you specify.

Third parties who process your data

Tech businesses often use third parties to help them host their application, communicate with customers, power their emails etc. We partner with third parties who we believe are the best in their field at what they do.
When we do this, sometimes it is necessary for us to share your data with them in order to get these services to work well. Your data is shared only when strictly necessary and according to the safeguards and good practices detailed in this Privacy Policy. Where personal data is transferred to a third party in the United States we take steps to ensure we agree the standard contractual clauses with them. We continually monitor this transfer mechanism. Any data transfers to the US are encrypted and generally consist of insensitive personal data.
Here are the details of our main third-party service providers, and what data they collect or we share with them, where they store the data and why they need it:

Infrastructure
Service provider Data collected or shared Purpose Place of processing
Amazon Web Services, Inc. (Privacy policy)
  • Any data, which may include personal identifiable information that we process on your behalf in the course or delivering our services.
Unless specified in our contract with you, we use AWS in the EU region (Ireland) by default. If you prefer we can process the data in other regions or on another cloud supplier. EU (or elsewhere if you ask us to)
Administrative
Service provider Data collected or shared Purpose Place of processing
Google Workspace (Privacy policy)
  • Contact details
  • Employment history
If you submit your curriculum vitae to us in response to a recruitment advert, we will store it in our Google Workspace. US
FreeAgent Central Limited, (Privacy policy)
  • Contact details
FreeAgent is accounting software for small businesses. If we discuss a project with you or undertake a contract with you, we will store your contact details in FreeAgent to facilitate invoicing. EU

Cookies

We use cookies. Unless you adjust your browser settings to refuse cookies, we (and these third parties) will issue cookies when you interact with MantisNLP. These may be session' cookies, meaning they delete themselves when you leave MantisNLP, or persistent' cookies which do not delete themselves and help us recognise you when you return so we can provide a tailored service.

How can I block cookies?

You can block cookies by activating a setting on your browser allowing you to refuse the setting of cookies. You can also delete cookies through your browser settings. If you use your browser settings to disable, reject, or block cookies (including essential cookies), certain parts of our website will not function fully. In some cases, our website may not be accessible at all. Please note that where third parties use cookies we have no control over how those third parties use those cookies

Which specific cookies do we use?
Service provider Key cookies Purpose
Mantis NLP Limited GDPRO_Accept This cookie remembers whether you have accepted our privacy policy so that you do not see the privacy policy pop-up every time you access the website.