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This policy applies on and from 25 May 2018
Keeping your data safe
Please see below for full information about how your personal data is processed when you use the digital products and services within our website.
Who are we?
Offering Retail Marketing, Digital Marketing, Retail Channel Consultancy and Sales Solutions, we have built upon our experience over the last 15 years to develop and enhance our relationships to provide a joined-up agency that helps connect retailers, publishers, content creators and professionals within the promotional industry.
1. Who’s in control?
2. What data do we collect and where from?
2.1 We collect some data directly from you when you use our contact form. This data includes the following:
2.1.1 your full name;
2.1.2 your email address;
2.2 We also collect information that you voluntarily provide to us when you contact us with queries, complaints, comments or praise, or information that you voluntarily post about yourself on public areas of our platform (Voluntary Data).
2.3 We collect information about how you use 25/8 using cookies and similar technology. This includes your viewing history, IP addresses, device identifiers and information about how long you have stayed on certain pages or what pages you have clicked on (Behavioural Data). We also log and use information about any service errors or interruptions that you have experienced in order to help us create fixes and to make technical improvements to 25/8 Group.
3. What do we use your data for?
3.1 It is important that you understand how and why we use the personal data that we collect about you. This section sets out the different purposes for which we process personal data and which types of personal data we need for each purpose.
3.2 Managing your queries and providing you with our services
3.2.1 We use your Personal Data that you provide via the contact form and Behavioural Data to manage your enquiries and provide you with services that you request from us.
4. Email marketing
4.1 We will use your email address to send you email marketing (including our newsletter, information about new projects, rewards and competitions) where you have signed up to receive this from us.
4.2 You can opt out of receiving marketing emails at any time by either following the instructions to unsubscribe in any of our email marketing communications. It may take up to 48 hours for your change in preference to take effect and the change will not affect any previously scheduled e-mails prior to you choosing to opt out.
5. What is our legal basis for using your data?
5.1 Data protection law says that we have to tell you the legal basis that we rely on to process your personal data for the purposes that we have notified to you. This section tells you what that legal basis is in relation to each of the purposes set out above.
5.2 With the exception of email marketing, we process your personal data for all of the purposes identified under What do we use your data for? and How do we use your data for marketing and advertising purposes? above on the basis that it is in our legitimate interests.
Purpose: Answering queries and providing you with our services
Legitimate interests: To ensure that all website users have the option to contact us with questions, queries and complaints.
Purpose: Improving our services
Legitimate interests: To make sure that we continue to improve our service and provide our users with the best and most effective service possible.
5.3 You have the right to object to us processing your personal data for the purposes set out above. Unless we can show that we have a compelling legitimate reason to continue processing your personal data, we will stop processing it.
5.4 In respect of the use of your email address for email marketing purposes, we process this on the basis that we have your consent to do so. You can withdraw your consent at any time by following the instructions to “unsubscribe” in any email marketing communications.
6. Who do we share your data with?
6.1 Your data will only ever be shared internally with 25/8 to support your query or question.
7. How long do we keep your data for?
7.1 We will keep all your personal data for as long as you are wishing to receive communications about our services. You can opt out at any time.
7.2 We will send out a yearly e-mail asking if we still have your permission to keep your data. If you no longer wish to be contacted by us, we will delete your data.
7.3 We may need to keep your data after you request us to remove it for limited purposes, for example if we need your data in order to respond to any complaints or claims that you make. If this is the case, we will only keep the data for as long as we need to in order to fulfil those purposes.
8. What rights do you have?
8.1 You have a number of rights under data protection law. These rights and how you can exercise them are set out in this section. We will normally need to ask you for proof of your identity before we can respond to a request to exercise any of the rights in this section and we may need to ask you for more information, for example to help us to locate the personal data that your request relates to.
8.2 We will respond to any requests to exercise your rights as soon as we can and in any event within one month of receiving your request and any necessary proof of identity or further information. If your request is particularly difficult or complex, or if you have made a large volume of requests, we may take up to three months to respond. If this is the case, we will let you know as soon as we can and explain why we need to take longer to respond.
8.3 A right to access your information
8.4 A right to object to us processing your information
8.4.2 If we have compelling legitimate grounds to carry on processing your personal data, we will be able to continue to do so. Otherwise, we will cease processing your personal data.
8.4.3 You can exercise this right by emailing firstname.lastname@example.org
8.5 A right to ask us not to market to you
8.5.1 You can ask us not to send you direct marketing or advertising
8.6 A right to have inaccurate data corrected
8.6.1 You have a right to ask us to correct inaccurate data that we hold about you. If we are satisfied that the new data you have provided is accurate, we will correct your personal data as soon as possible.
8.7 A right to have your data erased
8.8 A right to have processing of your data restricted
8.8.1 You can ask us to restrict processing of your personal data in some circumstances, for example if you think the personal data is inaccurate and we need to verify its accuracy, or if we no longer need the data but you require us to keep it so that you can exercise your own legal rights.
8.8.2 Restricting your personal data means that we only store your personal data and don’t carry out any further processing on it unless you consent, or we need to process the data to exercise a legal claim or to protect a third party or the public.
9. How can you contact us?
10. What if you have a complaint?
10.1 You have a right to complain to the Information Commissioner’s Officer (ICO), which regulates data protection compliance in the UK, if you are unhappy with how we have processed your personal data.
10.2 You can find out how to do this by visiting www.ico.org.uk
11. What if this policy changes?
Policy updated on 25 May 2018