Definitions

This section defines the main concepts used in the policy to ensure consistent interpretation. Definitions are kept concise and framed for general understanding.

Personal data means any information relating to an identified or identifiable natural person, such as name, contact details, identifiers and other information provided directly by the user or collected automatically.

Processing refers to any operation performed on personal data, whether automated or manual, including collection, storage, use, disclosure, modification and deletion.

User means any individual who accesses the AssetLGuide website or uses our services, including prospective clients, partners and newsletter subscribers.

Service refers to the AssetLGuide website and any related digital or offline services we provide to users concerning asset management information and resources.

Cookies are small data files placed on a user's device to enable certain website functions, remember preferences and support analytical and performance monitoring.

Purposes of Processing

We process personal data for specific, explicit and legitimate purposes connected to our services, operations and legal obligations. Descriptions below indicate the primary reasons for processing and the typical categories of data used.

• To communicate with users about inquiries, service updates and administrative matters using contact details provided.
• To deliver requested materials, subscriptions and resources related to asset management and our values-based approach.
• To operate, secure and manage the website and underlying systems, including troubleshooting and fraud prevention.
• To perform analytics and research to improve site content, navigation and user experience through aggregated insights.
• To comply with legal and regulatory obligations and to respond to lawful requests from authorities.
• To manage business relationships with suppliers and partners where contact and contractual information is necessary.
• To process transactions and billing information when transactional services are requested under separate terms.
• To record and act on feedback and complaints to improve governance and operational practices.

Legal Bases for Processing

We rely on appropriate legal bases for processing personal data, depending on the nature of the activity and applicable law. Below are the common bases we use.

• Performance of a contract or pre-contractual steps when providing paid services or onboarding clients.
• Legitimate interests for internal administration, fraud prevention, security and to improve our services, balanced against individual rights.
• Consent where required for specific processing such as marketing communications and non-essential cookies.
• Compliance with legal obligations when processing is necessary to meet statutory or regulatory requirements.

Data Protection Rights (where applicable)

Individuals subject to European Union data protection rules may have specific rights which are summarized below. We provide mechanisms to exercise these rights where applicable.

• Right of access: you may request a copy of personal data we hold about you.
• Right to rectification: you can request correction of inaccurate or incomplete personal data.
• Right to erasure: under certain conditions you may request deletion of personal data we process.
• Right to restrict processing: you may request limitation of processing in specified circumstances.
• Right to data portability: where processing is based on consent or contract and is automated, you may request transfer of your data in a structured format.
• Right to object: you may object to processing based on legitimate interests or for direct marketing, where applicable.

Cookies and Similar Technologies

We use cookies and similar technologies to provide core site functionality, remember preferences and collect analytics data. You can manage many cookie settings through your browser and via any available site controls.

Types of cookies include necessary cookies for basic site operation, performance cookies for analytics and optional cookies for personalization and marketing where consent is required.

Categories are: necessary (no consent required), preferences, analytics and marketing. Only non-essential categories are used when explicit consent is given.

To manage cookies, review your browser settings to block or delete cookies and use any consent controls presented on the website. Note that disabling certain cookies may limit site functionality.

Cookie settings and details

Data Sharing and Disclosure

We share personal data only with trusted parties when necessary for the purposes described in this policy, under contractual safeguards and for compliance reasons.

• Service providers performing technical and infrastructure services such as hosting, email delivery and analytics.
• Professional advisors and auditors who require access as part of service delivery or compliance checks.
• Payment processors where transactional services are engaged and billing information must be handled securely.
• Regulatory authorities or law enforcement when disclosure is required by law or to protect legal rights.
• Business partners and collaborators where sharing is necessary to fulfill a joint service or event; sharing will be limited to necessary data elements.
• Aggregated or anonymized data which is not personally identifiable and may be shared for research or reporting.

International Transfers

Personal data may be transferred outside the country of collection for operational reasons. Transfers are conducted under appropriate safeguards and in compliance with applicable law.

Safeguards may include data processing agreements that impose confidentiality and security obligations, and standard contractual clauses or other lawful transfer mechanisms where required.

Data Retention

We retain personal data only for as long as necessary for the purposes set out in this policy, taking into account legal, regulatory and operational requirements.

Account and contact records are retained for the period necessary to maintain client relationships, fulfill contractual obligations and meet statutory retention periods, typically aligned with business recordkeeping standards for 2026.

Communications and correspondence are retained while needed to address enquiries, support issues or compliance reviews, and otherwise archived for a reasonable period for recordkeeping.

System logs and access records are kept for security monitoring and incident contribute and are generally retained for a limited operational period unless required longer for legal reasons.

When data is no longer necessary, we delete or anonymize personal data using suitable methods to prevent re-identification, subject to any overriding legal obligations.

Security Measures

AssetLGuide implements technical and organizational measures to protect personal data against unauthorized access, disclosure, alteration and destruction. Measures are periodically reviewed and updated to reflect operational needs and risk levels.

• Access controls and authentication for systems handling personal data to limit access to authorized personnel only.
• Encryption of data in transit and, where appropriate, at rest to reduce the risk of interception or misuse.
• Regular security assessments, monitoring and incident response procedures to detect and address potential threats promptly.

Your Rights

Subject to applicable law, individuals have rights regarding their personal data. We describe how to exercise these rights and what information to provide when making a request.

• Access: request a copy of the personal data we hold about you.
• Rectification: request correction of inaccurate data.
• Erasure: request deletion of personal data where eligible under law.
• Restriction: request suspension of processing in certain scenarios.
• Portability: request a machine-readable copy of data where applicable.
• Objection: object to processing based on legitimate interests or for direct marketing.
• Withdraw consent: when processing is based on consent, you may withdraw it at any time for future processing.
• Lodge a complaint with a supervisory authority if you consider our handling of personal data to be non-compliant with applicable law.

How to Submit Rights Requests

To submit a request regarding your personal data, provide sufficient information to identify yourself and the nature of your request. This helps us locate records and respond accurately. We may require verification of identity for security reasons.

[email protected]

We will acknowledge and handle requests in accordance with applicable legal timeframes. Where additional time is needed for complex requests, we will inform you and provide a reasoned extension if permitted by law.