Privacy Policy

We collect and process information about you only where we have legal bases for doing so. This legal bases will depend on the individual services you use and how you use them. Additional information is provided below but in general terms we will only collect and use your information where:

• It is necessary for us to provide you with a service, including for support or to protect the safety and security of the website itself.
• It satisfies a legitimate interest which is not overridden by your data protection interests. Such as for research and development.
• You have given us consent to do so for a specific purpose.
• We need to process your data to comply with a legal obligation.

In cases where you have consented to our use of your personal information for a specific purpose you have the right to change your mind at any time. Where we are using your information because we have a legitimate interest to do so, you have the right to object to that use, but in some cases this may mean you are no longer able to access our service.

Like most businesses we rely on a number of third-party providers to support our day-to-day operations, for example in areas such as online file storage and email delivery. We may also hire third parties to operate, maintain or improve our website and other digital services. Some of these service providers will by necessity have access to or be directly involved in processing or storing a subset of the personal information you share with us.

All our third-party data processors have been carefully chosen as service suppliers who also practice responsible data handling. We believe that each has in place appropriate protections to ensure the security of the data we store or process with them and have clear policies for how they treat that data. But if in doubt you should review their individual Privacy Policies.

One.com (hosting services)
https://www.one.com/en/info/privacy-policy

Google (website analytics):
https://support.google.com/analytics/answer/6004245?hl=en

Intuit MailChimp (email marketing):
https://www.intuit.com/privacy/statement

The Pixel Parlour (website development & support):
https://www.pixelparlour.co.uk/about/privacy-and-cookies/

Before using or sharing your information with third parties in ways not described here or previously authorised by you, we will provide you with notice and an opportunity to control the further use or disclosure of your personal information.

Under certain circumstances we will transfer your information outside of the European Economic Area. We will only do this with your informed consent, when it is necessary to perform a contract we have with you or where the receiving organisation has adequate safeguards in place – for example certification under the EU-US Privacy Shield framework.

Our website is hosted in the UK in a data centre managed by One.com. When you visit our website or access one of the files stored on our web server information about this request will be automatically stored in our log files to provide usage statistics, enable security features and aid technical troubleshooting. This is on the legal basis of legitimate commercial interests. In these cases, your IP address at the time acts as a unique identifier and is stored along with information about your operating system, browser version and the pages/files you access. These logs are retained on the server for up to 30 days, after which they are automatically deleted. HOST will also record a similar set of data for the purposes of data management and security. This data is retained by them for up to 3 months.

Like most businesses, we use Google Analytics to help understand how our website is being discovered and interacted with and we use this information to help improve the experience for our visitors and make decisions about future development. Google Analytics presents us with aggregate information about the geographic location, device types and operating systems used by our website visitors, but not in a way that personally identifies you. Additionally, Google will record your computer’s IP address and set a number of temporary cookies in your browser to help distinguish you as an individual visitor as you move around our site. In the interest of limiting the amount of data Google collects via our site we are using Google’s standard Analytics implementation and have not enabled any additional advertising features, such as remarketing tags which would tie your usage of our site in with your broader browsing habits. Any user-level data that is associated with Analytics’ cookies are retained for up to 26 months from your last activity on our site, after which it is automatically deleted from Analytics’ servers.

Our website and emails contain a number of links to third party sites. It is important to be aware that these external sites are governed by their own privacy policies and we do not accept any responsibility or liability for these policies. The inclusion of a link to an external source should not be understood to be an endorsement of that website, its owners or their products/services. Always check the individual privacy policies of these external sites before you submit any personal data through them.

We use Intuit MailChimp for our email marketing. So when you subscribe to our newsletter the email address and name you submit will be held securely by them and the information also made accessible to us. MailChimp’s servers are based in the United States, so your information may be transferred to, stored, or processed in the US. MailChimp participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework, which certifies that is has adequate safeguards in place. As a respected email marketing provider MailChimp won’t share your information with any unauthorised third parties or contact you directly at any time – you can read their full privacy policy here: https://www.intuit.com/privacy/statement

To help ensure that only those who really consent to receiving our emails are signed-up we use a double opt-in process where a confirmation email will be sent to the email address supplied with a link to click. Only after clicking that link will you be opted-in to receive our emails. At this point MailChimp will also collect your IP address, which along with a timestamp helps provide our evidence of consent should we need to provide this to the regulator.

By default we will retain your data in MailChimp for as long as you choose to stay subscribed or such time as we consider your account to be in-active (ie. you are no longer opening or engaging with our emails). You can update your details or opt-out of our emails at any time using the ‘Unsubscribe’ or ‘Email Preferences’ links found at the bottom of every email we send via MailChimp. If you unsubscribe MailChimp will retain your email address for the purposes of a suppression list to ensure that no further marketing messages can be sent unless you actively choose to opt-in again.

In addition to the information you supply at sign-up MailChimp will also capture data about your interactions with our emails and website, such as which links you click within an email which pages you go on to visit on our website. It does this using a combination of tracking pixels and cookies. You can learn more about those in the Cookies section of this Privacy Policy. We use this information to help improve our product and provide more personalised messaging.

Cookies are temporary files stored in your web browser by a website to help track usage and enable services that rely on a persistent identity. You can control which cookies you accept and remove them at any time by adjusting your browser settings or using the tools provided by this site, but it is important to be aware that some cookies are essential and our website may not function as expected without them.

Essential cookies
These cookies are strictly necessary to provide you with services available through our websites and to use some of its features. But you can still block or delete them by changing your browser preferences.

• PHPSESSID, JSESSIONID (CLIENTNAME). Used to give you a unique identifier during your time on the site for security purposes. Expire at the end of your session.

Functional cookies
These cookies are used to enhance the performance and functionality of our websites. They are non-essential but without them, certain functionality may become unavailable.

• None currently in use

Analytics and customisation cookies
These cookies collect information to help us understand how our website is being used or customise it in order to enhance your experience.

• _ga (Google Analytics) – used to distinguish between users. Expires after 2 years.
• _gat (Google Analytics) – used to distinguish between users. Expires after 24 hours.
• _gid – (Google Analytics) – used to throttle the request rate. Expires after 1 minute.

Advertising cookies
These cookies are used to make advertising messages more relevant to you and your interests.

• None currently in use

When you submit this website’s contact form the information you provide is sent to us via email and a temporary copy stored by the website. We only collect the information needed to respond to your enquiry and it will only be used for this purpose. This includes your email address and contact name. We have no fixed retention period for email correspondence, but we are committed to only storing your data for no longer than is necessary to serve our legitimate interests of record keeping or to perform a contract we have entered into with you.

Additionally our website will log your IP address and the time of your submission to fullfill our obligations under data protection legislation to maintain appropriate records and to help identify and filter potential spam submissions. This web-based information will only be held for up to 3 months at which point it is permanently deleted.

Our website and services are not for use by children under 13 years and we will not knowingly collect or use the personal data of children. If you are under the age of 13 please do not provide any personal data even if prompted to do so.

A breach is considered any loss, alteration, unauthorised disclosure of, or access to, personal data. We are committed to disclosing any personal data breaches that might adversely affect your rights and freedoms without undue delay so that you can take appropriate action. Any notifiable breaches will also be reported to the UK’s Information Commissioner’s Office within 72 hrs. This includes breaches affecting the third party services identified in this privacy policy, where personal data is being held on our behalf.