You can contact us at firstname.lastname@example.org with any questions you may have about this policy or your personal information, privacy or data protection.
Our site contains links to other websites over which we have no control. We are not responsible for privacy policies or practices of other websites to which you choose to link from this site. Please note that links from our website may take you to external websites not covered by this policy. We recommend that you check their privacy policies yourself so you can understand how they collect, use and share your personal information and before submitting any personal information on such websites. We will not be responsible for the content, function or information collection policies of these external websites.
What information do we collect about you and how do we collect it?
You are not required (by law or by any contract with us) to provide personal information to us via this website, nor do you have to give us any personal information in order to use most of this website. However, if you wish to subscribe to our email or provide content for inclusion on this website (e.g. blogs or other online forums) we may collect the following personal information from you:
Information you provide to us
We may receive personal information about you whenever you contact us, for example, by doing the following:
- Completing any contact forms
- Signing up for further information
- Using and browsing our website
- Telephoning, texting, writing by post or emailing us
- This information may include the following:
- Normal identification information, such as your full name and title
- Contact information, such as your postal address, email address and telephone number
- Your organisation or employer
- Additional information relevant to your use of our site and services, such as your marketing preferences, survey responses and feedback
Information we collect about you on our website
When you visit our website we may collect the following information:
- Which pages you view and which links you follow and the times and frequency that you access the website
- Your IP address and general location
- Details of the hardware, software and browsers that you are using to access the site
Such information is usually aggregated and anonymised and not used for the purpose of identifying you or any individuals.
Our website is not intended for children and we do not knowingly collect data relating to children.
How do we use your personal information?
We take data protection law seriously, so below we have set out exactly how and why we use your information, and what our legal basis is for using your information.
It is necessary for us to process your personal information in order to pursue our legitimate interests, as set out below. For more information about the rights that you have when we process your information on this basis, please see “What rights do you have in respect of your personal information?” below.
Where you contact us, we may need to use the information that you provide to us in order to interact with you and respond to any communications you send us, and to let you know about any important changes to our business or policies.
Where you have given us the appropriate permissions or where we otherwise have the appropriate legal basis, we may from time to time contact you by email about our products and services that may be of interest to you.
If at any point, you would like to opt out of receiving such marketing communications from us, or would like to change the channels that we use to contact you, please click on the unsubscribe link at the bottom of any emails you receive, or email us, stating your preferences, at email@example.com.
Making our business better
We always want to offer the best service and experience that we can. Sometimes this means we may use your information to find ways that we can improve what we do, or how we do it.
In this context, we will only use your information where it is necessary so that we can:
- Communicate with you
- Administer our website and provide customer services
- Meet our legal requirements
- Review and improve our website and services
- Review and improve the performance of our systems, processes and staff (including training)
- Monitor and analyse the use of any account to prevent, investigate and/or report fraud, terrorism, misrepresentation, security incidents or crime;
- Gather management information to form statistical and trend analysis;
- Investigate any complaints about this website;
- Improve our site to ensure that content is presented in the most effective manner for you and for your computer and to personalise your experience of this website.
Verifying your identity
We may use your information where it is necessary for us to do so in order to meet our legal obligations or to detect and prevent fraud, money-laundering and other crimes.
Protecting you and others from harm
We may use your information where it is necessary to protect your interests, or the interests of others. This may include in the event of criminality such as identity theft, piracy or fraud.
Our third party affiliates, partners, licensees and contractors
We have a number of affiliated third parties, partners and licensees with whom information is shared where appropriate and applicable, accordingly we may share your personal information with such parties for the purposes set out in this policy.
We may employ the services of third party service providers to help us in certain areas, such as website hosting and maintenance. In some cases the third party may receive your information. However, at all times, we will control and be responsible for the use of your information.
We may use aggregated information so we can administer and improve our website, analyse trends, gather broad demographic information. We may pass this information to third parties.
Who else do we share your personal information with?
We share the personal information that you provide to us with our staff so that we can communicate with you effectively, but only with those staff that need to access your information for the purposes set out above.
Where you contact us through our website, we will pass your enquiry to the appropriate person to provide you with a response. Where you provide us with your contact details, we may retain your details on our systems and may share your details with third party affiliates, partners, licensees and contractors in the EEA where we have the appropriate legal basis to do so, but will not pass your details to any of our partners outside the EEA without your explicit consent.
We will not generally share your personal information with any third parties other than as set out in this policy.
However, there are certain other exceptional circumstances in which we may disclose your information to third parties. This would be where we believe that the disclosure is:
- Required by the law, or in order to comply with judicial proceedings, court orders or legal or regulatory proceedings
- Necessary to protect the safety of our employees, our property or the public
- Necessary for the prevention or detection of crime, including in connection with our investigations, and exchanging information with other companies or organisations for the purposes of fraud protection and credit risk reduction.
- Proportionate as part of a merger, integration with another business, business or asset sale, in the event that this happens we will share your information with our advisors, the prospective seller or buyer involved and their advisors, and any ultimate new owners.
How long do we keep your personal information?
Where you get in touch with us, we will retain your personal information for at least as long as we are in contact with you in connection with the reason for which you contacted us. After that, we may retain your information for a further period of [up to 12] years (particularly if dealing with complaints or potential claims) or (if longer) as long as necessary, after which your information will be deleted or anonymised. Where possible any information we need to retain will be anonymised.
How do we protect your personal information?
We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this policy.
We have implemented reasonable technical and organisational measures designed to secure your personal information from accidental loss and from unauthorised access, use, alteration or disclosure. However, the Internet is an open system and we cannot guarantee that unauthorised third parties will never be able to defeat those measures or use your personal information for improper purposes.
We try to ensure that all information you provide to us is transferred securely via the website (always check for the padlock symbol and “https” at the beginning of the URL). Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
What rights do you have in respect of your personal information?
You have the right to be informed
We have a legal obligation to provide you with concise, transparent, intelligible and easily accessible information about our use of your personal data. We have written this policy to do just that, but if you have any questions or require more specific information, you can get in touch at firstname.lastname@example.org.
You have the right to access your personal data
You have the right to ask us to confirm whether or not we hold any of your personal data. If we do, you have the right to request a copy of your data as well as information about why we have been using your data, what types of data we hold, who we share your data with and how long we envisage holding your data.
In order to maintain the security of your information, we will have to verify your identity before we provide you with a copy of the information we hold. The first copy of your information that you request from us will be provided free of charge, if you require further copies we may charge an administrative fee to cover our costs.
You have the right to correct any inaccurate or incomplete personal data
If you believe that we hold incorrect information about you, you may contact us to ask us to correct our records. If you believe that the information we hold about you is incomplete or requires supplementary information to provide context, you may provide us with further information to complete it. In such cases you can contact us so that we can correct or complete our records.
You have the right to be forgotten
You have the right to request that we delete all personal information we hold about you, in the following situations:
- The information is no longer needed for the original purpose that we collected it for
- You withdraw your consent for us to use the information (and we have no other legal reason to keep using it)
- You object to us using your information for the purpose of pursuing our legitimate interests (as set out above) and we have no overriding reason to keep using it
- We have used your information unlawfully
- We are subject to a legal requirement to delete your information
If one of these situations applies and you want us to delete your information, please get in touch at email@example.com.
You have the right to Data Portability
Where we use automated means to process your information pursuant to a contract between us, or on the basis of your consent, you have the right to obtain a copy of your personal data (or have it transferred to another organisation) in a commonly-used, machine-readable file format. We do not routinely use your information in this way, but if you believe that this applies to you and you wish to exercise this right, please contact us. There is no charge for you exercising this right.
You have the right to object to us processing your information in certain situations
You may object to us processing your information for the purpose of pursuing our legitimate interests (as set out above). We aim to always ensure that your rights and information are properly protected. If you believe that the way we are using your data is not justified due to its impact on you or your rights, you have the right to object. Unless we have a compelling reason to continue, we must stop using your personal data for these purposes.
In order to exercise your right to object to our use of your data for the purposes above, please contact us at firstname.lastname@example.org.
You have the right to restrict how we use your personal data
- You have the right to ask us to stop using your personal data in any way other than simply keeping a copy of it. This right is available where:
- You have informed us that the information we hold about you is inaccurate, and we have not yet been able to verify this
- You have objected to us using your information for our own legitimate interests and we are in the process of considering your objection
- We have used your information in an unlawful way, but you do not want us to delete your data
- We no longer need to use the information, but you need it for a legal claim
If you believe any of these situations apply, please contact us at email@example.com.
You have rights related to automated-decision making and profiling
You have the right not to be subject to automated decisions (also known as profiling) which substantially affect you. We do not routinely carry out profiling activities, but if you have any concerns or questions about this right, please contact us.
Contact and Complaints
If you have any questions about this statement or your personal information, please contact us at firstname.lastname@example.org.
If you wish to make a complaint about our collection or use of your personal data, please contact us in the first instance so that we may seek to resolve your complaint.
You have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the statutory body which oversees data protection law in the UK. Please visit the ICO website if you wish to lodge a complaint with the ICO.