Your privacy and the security of your information is very important to us. We want you to use our website with complete confidence and we conduct our business in compliance with UK laws on privacy, data protection and security.
This policy explains the personal data we may collect, process and hold, what we use it for, who we share it with and your rights. It applies to all our websites, including this one.
It is very important to us that the information we hold is up to date. To update or change any of your details please email us at firstname.lastname@example.org. Please see below for our full contact details.
We do not knowingly collect information from children under the age of 18 and by providing your details, you are legally warranting to us that you are over 18.
If you are under 18, please do not provide any information to us.
Personal Information (data) we collect
Personal data is any information which can identify an individual.
The personal information we collect and process may include
- Name, title, company and job title
- Contact information including email address and phone no, billing and delivery addresses
- Financial information including bank account and payment card details
- Technical information including login, browser details, IP address
- Profile information such as username, password, preferences and interests
- Information about your use of our website, services and products
- Marketing information, including your preferences and survey responses
Please see the section on purposes and legal grounds for processing, for more detail.
We do not currently collect sensitive (special category) data about you, such as details about your race, ethnicity, sexual orientation, sex life, religious or philosophical beliefs, political opinions, trade union membership, your health or biometric data.
It is possible that in future we could collect dietary or special needs access information, if you provide this to us in connection with any events we may run.
We do not collect any information about criminal convictions and offences.
The Purposes and Legal Grounds for Processing Personal Data
These are the categories of personal data we may process:
- Communications data
This includes any communication you send us through our website forms, via social media or directly through email, phone, text or post.
We process this to communicate with you, for our internal records and if necessary in connection with legal claims. Our legal ground for this is our legitimate interests.
- Customer data
This includes any information you send us in connection with the purchase of goods and/or services. This includes your contact details eg name, address, phone, email, delivery and billing addresses and financial information eg card and bank details.
We process this to supply goods and services to you and for internal record keeping. Our legal ground for this is the performance of a contract.
- User data
This includes data about how you use our website(s) and information you post on our website or other online services.
We process this to operate our website and other online services and our business properly, including to administer, publish content, maintain security and make back-ups. Our legal ground for this is our legitimate interests.
- Technical data
This includes data about how you use our website and online services and includes your IP address, logins, your visits to our site, including page views and time spent, devices you use for access, websites you visit from. This data is provided through our analytics tracking.
We process this to analyse your use of our site, to run our website, to deliver relevant content and advertising and understand how effective our marketing and advertising is and develop our marketing strategy and grow our business. Our legal ground for this is our legitimate interests.
- Marketing data
This includes information about your communication and marketing preferences from us and our suppliers and partners.
We process this to deliver content and adverts and to measure and understand the effectiveness of our marketing, help us develop our marketing strategy, products and services and grow our business. Our legal ground for this is our legitimate interests.
We may use Customer, User, Technical and Marketing data to provide relevant website content and advertisements to you (including Facebook or LinkedIn adverts or other display advertisements) and to measure and understand the effectiveness of our advertising, in order to develop our marketing strategy and grow our business. Our legal ground for this is legitimate interests.
We may also use this data to send other marketing communications to you, to grow our business. Our legal grounds for this are either consent or legitimate interests.
How We Collect Data
We collect data that you provide to us through our website when you complete and submit forms on our websites, including to make requests for information about our services, register or pay for our services and to sign up for newsletters and offers.
We also collect personal information you provide to us directly, by email, phone, mail or in person and through our social media profiles, including through competitions, draws and surveys and feedback.
We may also collect technical data about your browsing and website usage through cookies. For more information please see our Cookies Policy.
We may collect information from search and analytics providers such as Google and advertising networks such as Facebook, and providers of technical payment and delivery services, which are based outside the EU.
We may also collect data from public sources within the EU, such as the Electoral Register and Companies House.
How We Use Information
We only use your personal data when we are legally allowed to do so. The most common legal reasons are either that this is necessary to perform a contract, or where it is necessary for our legitimate interests and your interests and rights do not override this – and finally where we are under a legal or regulatory obligation.
We use the information that we collect to respond to your requests for information, provide our services and to support your relationship with us as our client, or contact.
We process and store information for our internal records, to fulfil our services and to understand your needs, to send you our newsletters by email and mail, to contact you regarding e.g. new services, products, promotions and events, to plan and target marketing and advertising campaigns and to improve our websites and our services.
Anything you send us, post on our site or our social media pages, or use with our services, such as blog postings or videos, or if others send us anything about your activities or postings, we may collect into a file specific to you. We may use this information to resolve disputes and problems.
When you submit your information on our website, or in person and indicate your consent, you agree to receive marketing communications from us.
You can expect to receive newsletters, articles and updates, promotions and offers, for our own products and services and for related services and products from 3rd parties who we use to deliver technical services and/or to supply our products.
Occasionally we may include joint services and/or products which are provided by ourselves and carefully chosen 3rd parties e.g. for training, events and webinars.
If you are a customer, under the Privacy and Electronic Communications Regulations, we may send you marketing emails and/or texts if you have not opted out of these communications.
If you no longer wish to receive these marketing emails, please simply unsubscribe using the link in the email you receive, or you can email us at any time.
We will need to retain your email details in order to communicate directly and individually with you regarding delivery of our services and products.
If you submit your personal details on our website (or directly to us) and later become a customer, we will add your details to our email and mail marketing lists at that time, on the basis that this is a legitimate interest commercial activity, unless you have opted out of these marketing communications.
To opt out, of marketing communications, please email us email@example.com.
Sharing Your Information
Your information and privacy are important to us and we will not share your details unless we need to.
We may have to share your information with our employees, contractors and suppliers, especially for IT and system services, bankers, insurers and our professional advisors, such as lawyers, auditors, accountants and consultants.
To provide our services to you, we may sometimes use other businesses to perform certain specialised services and / or supply products, especially for IT, website and email marketing related activities. If so, we may provide your personal information to those businesses, but they are not permitted to use or retain your information for any other purpose.
In the event of a sale, or change of control, of our business, customer and contact information would be included in the sale or transfer and passed to the new owner. If so, all our customers and contacts will be notified of the change.
We may disclose personal information to credit agencies and debt collection agencies, as part of our normal commercial activities.
We may disclose information to the government or its agencies or to regulatory or law enforcement bodies, to comply with our legal obligations.
Where we need to pass data to third parties, we only allow them to process it for specific purposes and we require them to respect it, keep it secure and process it in accordance with the law.
Security and Transfers of Information
We take appropriate security measures to prevent the loss, misuse, or alteration of your information, including by carefully limiting access to the database(s) in which your personal information is stored.
Countries outside the European Economic Area (“EEA”) do not always offer similar levels of protection, so transfers of data to them are subject to additional legal requirements.
The data that we collect from you may be transferred to, and stored at, a destination outside the EEA, since many of our 3rd party suppliers are based outside the EEA.
When we transfer data outside the EEA, we do all we can to ensure a similar level of security, including:
- We may transfer data to countries outside the EEA, if the European Commission has approved them as providing adequate levels of protection
- We may transfer to certain service providers under specific contracts or certifications approved by the European Commission as giving similar levels of protection as within the EEA
- Where we use US based providers, we may transfer data to them if they are part of the EU-US Privacy Shield, as they have equivalent safeguards in place (or where specific contracts as above are in place)
If these conditions do not apply, we will ask you for explicit consent to the transfer of your data outside the EEA.
We only store your information as long as necessary to fulfil the purposes we collected it for and to comply with legal accounting and reporting requirements.
We carefully assess the appropriate length of time to retain data.
Please be aware that we are required by law to keep information about our customers for 6 years after they cease being customers, for tax purposes.
For more information about the cookies we use, please see our Cookies Policy.
Links to Third Party Websites
We may include links on this site to other websites, applications and plugins and we may include links in emails we send to you. These third parties may collect or share your information.
We are not responsible for the privacy policies on these websites or how they manage any personal data and we recommend that you check them.
Your Information Rights
You may request details of personal information which we hold about you, under UK data protection legislation. You may also ask us to update, correct, transfer or remove it or to ask us to restrict it.
We will normally respond to your request within 1 month and there is no fee. We may need to ask for information from you e.g. to confirm your identity.
To make a request, please email us.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).
If you do have a concern, please do contact us, so that we can try to resolve it for you.
The contents of this policy may be updated at any time, so please do revisit this page to check for any updates or changes. By continuing to use the site you are agreeing to the new policy.
We are a UK business and we are committed to holding and processing your information according to the relevant legislation in England.
Our Contact Details
Telephone – 0191 603 0270
Email – firstname.lastname@example.org
Suite G, 5 Linnet Court