About us and your Personal Data
Mycelium Group Ltd (registered number 12026869), has its registered office at 86-90 Paul Street, London, EC2A 4NE.
Mycelium Group Ltd takes your privacy and the law around data protection very seriously. Mycelium Group Ltd collects very little data about you or which essentially can be used to identify you (“Personal Data”). Whenever Mycelium Group Ltd collects Personal Data, it does so in full compliance with the law whilst being respectful of our mission, elevating a world where everyone has the mental health resilience to cope with life’s challenges.
Our compliance with data protection law
In terms of the relevant laws that apply to our business and your Personal Data, Mycelium Group Ltd adheres to Regulation (EU) 2016/679 (the “EU GDPR”) as it applied in full prior to 1 January 2021 (and continues to apply to Personal Data belonging to persons who are located in the EU today). Mycelium Group Ltd also complies with the retained version of the EU GDPR as it applies from 1 January 2021 in the UK (as amended and updated from time to time) (the “UK GDPR”).
Where Mycelium Group Ltd collect data, why and how
1. Mycelium Group Ltd website
If you use and interact with our Mycelium Group Ltd websites, Mycelium Group Ltd automatically collects some Personal Data about your device and usage of our Mycelium Group Ltd websites through cookies, Mycelium Group Ltd web beacons, or similar technologies. Examples of less obvious Personal Data may include your Internet Protocol (IP) addresses, username, or log-on credentials.
Mycelium Group Ltd only collects information which you choose to give us as part of the training programmes. Should you choose not to share participant email addresses with us or should participants not consent to having their work email addresses shared – all communication with participants must be handled via a designated Client Representative who will help us administer the course. All participant data is held securely and in line with applicable laws. Mycelium Group Ltd only uses participant data for the purposes detailed during course sign ups and delete all data when no longer required for course administration, unless permission is given by a participant to retain for purposes of future product information. Participants may make a request to Mycelium Group Ltd to view data Mycelium Group Ltd holds on them or to withdraw consent at any time by emailing email@example.com.
3. Zoom & Video Platform Recordings
Sometimes our Services are delivered over Zoom or similar video technologies. To assess our Consultants for performance purposes, they may record the video call. If this is the case, you would be notified prior to commencement of the recording. All recordings are stored securely on Zoom’s servers or limited-access Google Drive. Once a Consultant is certified and the recording no longer required, it is deleted. Only the Consultant is ever recorded; breakout rooms of participants are never recorded.
In some cases, by exception, training recordings are requested by a Client. In this case, prior consent from all attendees must be gathered by the Client Representative and confirmed in writing to Mycelium Group Ltd prior to course commencing. These recordings are stored on our eLearning platform for the duration of the course. Two weeks following completion of the course, and once the recordings are provided to the Client, where requested in advance, the recordings are deleted permanently. In some cases you may request and agree that recordings are kept longer, in line with applicable laws and consents given. Such requests must be in writing and prior to the end of the course in question
4. Surveys & Testimonials
Mycelium Group Ltd uses SurveyMonkey, Google Forms, and Microsoft Forms for ‘impact assessments’. This often involves data relating to anonymous psychological metrics. Participants will have the option to sign opt-in for future messages regarding Mycelium Group Ltd products, news, and Services. The participant or Client Representative may notify us at firstname.lastname@example.org to opt-out of receiving such communications. Mycelium Group Ltd ensures that all data is stored securely, in line with relevant laws, and only used for the purposes that participants have consented to. The objective is to only receive and process the Personal Data about you that you choose to provide. Mycelium Group Ltd only uses this information to make our company more effective at delivering mental health resilience Services that transform people’s lives for the better.
5. Contacting Us
If you use our “Contact Us” form or similar features, or download certain content, Mycelium Group Ltd may require that you provide us information, such as name, job title, company name, address, phone number, email address, and username/password.
6. Third parties
Mycelium Group Ltd may share your Personal Data with 3rd parties we’ve engaged with and are vital with delivering our Services. These include:-
– SurveyMonkey, Google Forms, Microsoft Forms: For collecting anonymous and/or identifiable impact measurements, feedback, and testimonials from course participants. Aggregated data is shared post-course with the Client Representatives or collated to understand Mycelium Group Ltd ’s trends and overall impact.
– Pipedrive: Customer relationship management platform for managing sales and delivery. Only details of buyers and those required to administer the course which have been provided to us for the purposes of delivering courses are stored. No participant data is captured.
– Instilled by PeopleFluent: An eLearning platform hosting Mycelium Group Ltd course content. No user interactions exist on the platform. Users register their name, email address, and organisation. Access to this data is limited to Mycelium Group Ltd ’s Data Lead and System Support team members. It is only viewed in the case of issue resolution requested by a participant, and is never processed further outside of Instilled. Please note that user data is processed in the US. Please refer to the Storage & International Transfers section below for full details of how your data will be handled.
– Learnworlds (Mycelium Academy): The Mycelium Academy is designed to be a fully integrated and interactive platform in which user actions are monitored by Mycelium and Client Representatives. Client Representatives and Mycelium representatives can view all user data and interactions. Users can communicate with other users via the chat function and this may also be monitored. Any volunteered personal data, including email addresses, names and other volunteered items will be visible. The Learnworlds LMS is hosted on EU Google Cloud servers and is fully GDPR compliant.
– FreeAgent/Xero: An invoicing system, which auto-sends PDF’s to the Client Representatives via email plus any nominated billing email provided to us for the purposes of billing.
For these close partners above, Mycelium Group Ltd may automatically share information about a particular customer or account holder, along with a small amount of detail about those users whose data is incorporated within any particular tool (name and email address typically) as part of Mycelium Group Ltd ’s provision of its Services.
7. Other Information
If Mycelium Group Ltd are involved in a merger, reorganisation, dissolution or other fundamental corporate change, Mycelium Group Ltd will use reasonable efforts to notify you of any transfer of Personal Data to an unaffiliated third party.
If a user requests assistance with the use of a third party tool or reports an issue requiring technical investigation.
Additionally, Mycelium Group Ltd may share such anonymous usage data on an aggregate basis in the normal course of operating our business for example, Mycelium Group Ltd may share information publicly to show trends about the general state of mental health resilience in the UK or the uptake in our products and tools over a sustained period of time.
8. Lawful Compliance
Mycelium Group Ltd only holds and processes Personal Data when the law allows us to. Mycelium Group Ltd sets out below a visual depiction of the eight (8) core “legal bases” which allow us to process Personal Data under UK GDPR and EU GDPR followed by a short assessment of the most relevant to Mycelium Group Ltd ’s operations:
Mycelium Group Ltd may want to send you information about products and services of ours that Mycelium Group Ltd think you may be interested in (on the basis Mycelium Group Ltd have an existing relationship with you). You can opt out of receiving this sort of information at any time by contacting us at email@example.com.
10. Storage & Transfers including International
All data is stored securely on Google Drive or via secure email between our Staff and Consultants only where absolutely necessary for the delivery of our Services.
Where Mycelium Group Ltd engage in some international transfers of Personal Data (those which would be considered to be outside the EEA and UK), Mycelium Group Ltd shall continue to make sure that appropriate safeguards are in place, such as the deemed application of standard contractual clauses approved by the Information Commissioner here in the UK. This would apply to our use of Google Drive, Google Analytics, and Instilled, which are US-based service providers.
Your data is shared amongst our internal team on a need-to-know basis. In reality this is most commonly the Service Delivery team working to supply you with information and services, and Consultants being sent details of Client Representatives.
How long do Mycelium Group Ltd keep your Personal Data?
Mycelium Group Ltd may retain your Personal Data for a period of time consistent with the original purpose of collection as above. Mycelium Group Ltd determine the appropriate retention period for Personal Data on the basis of the amount, nature and sensitivity of Personal Data processed, the potential risk of harm from unauthorised use or disclosure of Personal Data and whether Mycelium Group Ltd can achieve the purposes of the processing through other means, as we’ll as on the basis of applicable legal requirements (such as applicable statutes of limitation).
Data Protection Lead
Such is the importance of data protection law and best practice, Mycelium Group Ltd have selected Luke Barton, Mycelium Group Ltd ’s COO, as our Data Protection Lead for the business. You can reach Luke by emailing Luke.Barton@myceliumgroup.co.
Your rights relating to your Personal Data
You have certain rights relating to your Personal Data, subject to local data protection laws. Depending on the applicable laws and, in particular, if you are located in the EEA, these rights may include:-
How to exercise your rights
To exercise your rights, please contact us by using the information in the “Contact us” section, below. Mycelium Group Ltd try to respond to all legitimate requests within one (1) month and will contact you if Mycelium Group Ltd need additional information from you in order to honour your request. Occasionally it may take us longer than a month, taking into account the complexity and number of requests Mycelium Group Ltd receive. If you are an employee/contractor/client/student/affiliate of a Mycelium Group Ltd customer, Mycelium Group Ltd recommend you contact your company’s System Administrator for assistance in correcting or updating your information.
IT SECURITY – How Mycelium Group Ltd secure your Personal Data
Mycelium Group Ltd takes precautions including organisational, technical, and physical measures to help safeguard against the accidental or unlawful destruction, loss, alteration and unauthorised disclosure of, or access to, the Personal Data Mycelium Group Ltd process or use.
In the event there is an occasion in future where there is an unauthorised use or breach with respect to Personal Data, Mycelium Group Ltd shall comply with UK GDPR expectations and timelines (including a 72 hour investigation and reporting window) in order to mitigate the risk to any individuals affected.
While Mycelium Group Ltd follows generally accepted standards to protect Personal Data, no method of storage or transmission is 100% secure. You are solely responsible for protecting your password, limiting access to your devices, and signing out of websites after your sessions. If you have any questions about the security of our websites, please contact us by using the information in the “Contact Us” section, below.
Contact & Complaints
Mycelium Group Ltd are committed to working with you to obtain a fair resolution of any complaint or concern about privacy. If however, you believe that Mycelium Group Ltd have not been able to assist with your complaint or concern, you have the right to formally write to the Information Commissioner’s Office (ICO) at www.ico.org.uk, or to the relevant data protection supervisory authority in your country of residence. The ICO can be contacted at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. They can be contacted by telephone on 0303 123 1113 or 01625 545 745.
When you visit our websites, Mycelium Group Ltd or an authorised third party may place a cookie on your browser and/or device, which collects information, including Personal Data, about your online activities over time and across different sites. For example, you will notice on our websites, a range of clips and content which is powered by YouTube. Cookies allow us to track usage, determine your browsing preferences and improve and customise your browsing experience.
Mycelium Group Ltd also uses web beacons on our websites and in email communications. For example, Mycelium Group Ltd may place web beacons in marketing emails that notify us when you click on a link in the email that directs you to one of our websites. Such technologies are used to operate and improve our websites and email communications.
The following describes how Mycelium Group Ltd uses different categories of cookies and similar technologies and your options for managing the data collection settings of these technologies.
Required cookies are necessary for basic website functionality. Some examples include: session cookies needed to transmit the website, authentication cookies, and security cookies.
If you have chosen to identify yourself to us, Mycelium Group Ltd may place on your browser a cookie that allows us to uniquely identify you when you are logged into the website. Cookies are essential to operate the websites, as such, there is no option to opt out of these cookies.
Functional cookies enhance functions, performance, and services on the websites. Some examples include: cookies used to analyse site traffic, cookies used for market research, and cookies used to display advertising that is not directed to a particular individual. Functional cookies may also be used to improve how our websites function, including our use of module clips and video clips. This helps us to provide you with more relevant communications, including marketing communications. These cookies collect information about how our websites are used, including which pages are viewed most often.
Mycelium Group Ltd may use our own technology or third-party technology to track and analyse usage information to provide enhanced interactions and more relevant communications, and to track the performance of our advertisements. For example, Mycelium Group Ltd uses Google Analytics (“Google Analytics”), a web analytics service provided by Google, Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. You can learn about You can choose to opt out of functional cookies. To change your cookie settings and preferences, including those for functional cookies, click the Cookie Preferences link in the footer of the page. To opt out from data collection by Google Analytics, you can download and install a browser add-on, which is available here. To learn how to control functional cookies via your individual browser settings, click here. Google’s privacy practices by going to www.google.com/policies/privacy/partners/.
You can choose to opt out of functional cookies. To change your cookie settings and preferences, including those for functional cookies, click the Cookie Preferences link in the footer of the page. To opt out from data collection by Google Analytics, you can download and install a browser add-on, which is available here.
Targeting or Advertising Cookies
Targeting or advertising cookies track activity across websites in order to understand a viewer’s interests, and to direct specific marketing to them. Some examples include: cookies used for remarketing, or interest-based advertising. To opt out of any advertising cookies, please visit the opt-out pages of the Network Advertising Initiative and opt-out from the setting of cookies on your individual browser.
Where available, you may opt-out from the collection of non-essential device and usage data on your web browser by managing your cookies at the individual browser level. While some internet browsers offer a “do not track” or “DNT” option that lets you tell websites that you do not want to have your online activities tracked. These features are not yet uniform and there is no common standard that has been adopted by industry groups, technology companies or regulators.
Video Conferencing data and images
Mycelium Group Ltd understands the importance of modern video communication tools which help support the Consultants and Users who use our Services. It is important to remember that Mycelium Group Ltd does not directly provide or own the communication tools used in the delivery of its Services. It is important you are aware of the approaches to image-use and Personal Data inputted by the various video-call providers. The below links are some examples of their approaches to data privacy by these 3rd party organisations: