We use your personal information in a number of ways to:
We only ask you to supply information that we need in order to provide the service you have requested. We will normally ask you to provide us with:
But we may request other information where it’s appropriate and relevant, for example:
We collect personal information about you in several ways:
We only use your personal information for marketing where you have positively opted in by giving unambiguous consent to do so or you have provided permission to other organisations to allow us to market to you, for example, via Facebook.
We rely on marketing to help improve our services and customer experiences and by using the information you provide us we are able to contact you with specific marketing messages based on your preferences. Depending on the permission you have given us this may be by post, email, telephone, SMS, social media or via a mobile application.
We understand that your circumstances change and you can easily withdraw the permissions you have given us, at any time either by using our contact details in this notice or by using the methods we tell you about in our communications e.g. the ‘unsubscribe’ link on our emails.
Our marketing communications include information about our latest activity programme announcements, the latest news, development information and promotions. If you would like to receive such communications but have not opted in please contact us at firstname.lastname@example.org
We do not share or sell your data to any other company for marketing purposes.
However, we utilise trusted suppliers in marketing solutions to administer services that you have agreed to receive, for example:
as and when required we will share accident and incident information with the Health and Safety Executive, our insurers and our solicitors.
We sometimes use trusted suppliers to help us with marketing:
ProtoCool has a legal obligation under data protection legislation to keep the personal information it collects accurate and up to date. Among other things, it helps us ensure that we do not contact you with inappropriate information and marketing messages.
We keep your information accurate by:
It’s important for both you and us that your personal information is correct. If you believe this not to be the case then please e-mail the amended details to email@example.com and we will contact you to verify your identity.
We take our obligations to keep your personal data safe and secure very seriously.
Within ProtoCool, access to your personal information is strictly controlled on a ‘need to know’ basis. Staff members are only allowed access to your personal data if they have been sufficiently trained in data handling. We have specific technical controls in place to restrict access and these are monitored regularly. Our website is also monitored and protected to prevent it from unauthorised access.
All personal data sent to our trusted suppliers is protected. In all cases we require these companies to comply strictly with our instructions and they are not allowed to use your information for their own business purposes. We also require these companies to have sufficient organisational and technical measures in place to ensure the security of your data.
We keep your personal information in line with our data retention policy. This means that we will remove data which has been collected directly from you from our systems if you have not participated in an activity at ProtoCool in the last 36 months. This is the maximum retention period for the majority of our data (detailed retention periods can be requested via firstname.lastname@example.org).
However, in certain circumstances we have a statutory obligation to keep your personal information for more than 36 months.
If you unsubscribe from email marketing your information will be stored in our email service provider. This is to ensure we do not send you communications that you have unsubscribed from. Should you further wish for us to remove your information entirely (and assuming we have no other obligation to keep it) then please let us know and we will do this – but we would encourage you to let us use it for suppression purposes only.
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us using the contact details in this privacy notice.
We will get in contact to verify your identity and if we do hold information about you we will:
Much of our processing will be under the basis of “contractual obligation” in other words we need and use your personal information for providing the services we offer or you have contracted with us for.
However, when you have unambiguously opted in to receive information from us, our processing will be based on consent. Of course, you will always have the opportunity to object as detailed below.
Should you wish to not receive information from us in future then you can quickly action this by clicking the unsubscribe link you will find on our marketing e-mails or by sending your details to email@example.com and we will quickly suppress your data.
Should you further wish for us to remove your information entirely (and assuming we have no other obligation to keep it) then please let us know and we will do this – but we would encourage you to let us use it for suppression purposes only.
For clarity Data Suppression refers to the removal of any unwanted records from a contact database.
If you have a complaint please contact our Data Protection Officer at firstname.lastname@example.org who will deal with your request promptly:
If you are not satisfied with the way your complaint was handled, you can refer your complaint to UK Information Commissioner’s Office at https://ico.org.uk/concerns/.