As such, we strive to ensure that we only collect and use personal information that is absolutely necessary in order to deliver comprehensive and effective digital marketing services for educational institutions.
What Data do we Collect?
In order to provide the best possible service to both our potential and existing clients, HEM collects and stores information from the following sources:
Forms on our website
When you make an inquiry about our services, download some of our free resources, or sign up for our mailing lists, we will often request some personal information from you, which can include, but is not limited to:
- Your name
- Your email address
- Your phone number
- The name of your institution
- The type of organization you work for
We may also ask for specific information about your school and specific needs, such as its size, whether it is private or public, and the marketing challenges you are facing.
Web Analytics Tools
When a client or student makes an inquiry, we will also use Customer Relationship Management (CRM) tools in order track their future engagement and interactions. This includes monitoring email metrics such as open rates, click through rates, and unsubscribes, as well as website interactions such as page views, form submissions, and downloads.
Our Partner Organizations
Where the parties involved have consented, some of our partner organizations within the education and marketing industries will occasionally share information they collect with us, such as lists of attendants at professional events, or the contact details of individuals and institutions who are members of industry organizations.
Further Follow-up Activities
As we connect with and provide services to both our prospective and existing clients, we may collect and record further details about you and your institution through phone calls, emails and messaging services. This can include but is not limited to:
- Additional contact details
- Data about your marketing and lead generation activities
- Financial information– such as credit card details – in order to facilitate billing for our services
HEM also collects information in the course of providing our services to you, including:
- Contact information for your staff
- Data about your marketing and lead generation performance
- Billing information
- Login details for your web properties (your website, social media accounts etc.)
Information about Your Students
In the course of delivering our services, we may also need to collect and store information about your prospective, current, and past students. This can include:
- Information gathered through the lead generation efforts we carry out on your behalf
- Information we gather from students in the course of carrying out our dedicated follow-up service
- Other information as supplied by your school
Any information we collect about your students is only obtained with your school’s consent.
What is this Data Used for?
HEM strives to ensure that any information we collect from both clients and their student base is agreed upon and consented to, and is limited to what is necessary to carry out our services or comply with legal requirements. Here’s how we use the information we collect.
Delivering and Improving Our Services
HEM will use the information we collect in order to deliver the best possible service to your institution and its audience. This can include:
- Analyzing data about clients and their leads to improve our products and services
- Using personal information to deliver personalized communications to clients and prospective students
- Compiling detailed records of a client or prospective student’s specific needs or preferences
- Identifying any security risks, errors, or other problems in our services and systems
Sharing with our partner organizations
Many of the services we provide necessitate us sharing the information we collect with organizations we have partnered with to deliver them, such as software providers, social networks, and translation services. Information is only shared with third parties when it is necessary in order to provide the services we have agreed upon with your institution, and is never intended to be used in any other capacity.
Contacting Clients and Students
We may use the information you provide us with to contact you regarding the services we are providing you, or additional products and services we believe you may interested in. We will also contact prospective students on behalf of institutions who signed up for our dedicated follow-up service. This may be done through a number of different channels:
- Internet messaging services (WhatsApp, Messenger etc.)
- Via online project management tools
In all cases, we will only make contact with clients or prospective students where they have given their consent, which they reserve the right withdraw at any time.
We may present clients or prospective students with targeted advertisements based on their interactions with our websites or social media pages, or those of our clients. Our advertising partners may track user interactions with these ads in order to measure their effectiveness and provide users with advertising based on their preferences.
How Can You Access Your Data?
Both our clients and their prospective students have the right to access, amend, or request the deletion of any personal information we have collected about them. To make a request, simply contact firstname.lastname@example.org and we will respond as soon as possible. Both clients and students may easily opt out of receiving communications at any time.
How We Secure Your Data
All data that HEM collects is stored on secure systems which can only by accessed by members of our organization, our clients, and our partner organizations. We only keep data for as long as necessary to provide our services and for legitimate business services. This can include maintaining business and financial records and compliance with legal regulations or contractual obligations.
International Storage and Transfer of Data
6560 de l’esplanade, suite 204
Canada, H2V 4L5
HEM Head Office
6560 de l'esplanade, suite 204
Montreal, Quebec, H2V 4L5