Outlined in this policy are full, and we hope transparent details of what personal data we collect and store about our current customers, past customers and potential customers along with details on how we use that data and who we share it with.
Personal data refers to any information capable of identifying an individual, be that the name, address, email, telephone number, IP address or credit card details etc of an individual. The term does not include anonymised data.
All personal information that we hold on you is treated as highly confidential and every effort is made to ensure it is securely stored and safeguarded under the new terms of the General Data Protection Regulation 2018 (GDPR) that replaces the UK Data Protection Act 1998.
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at firstname.lastname@example.org
We will use your personal information, whether it has been collected through you having been a customer or signing up to our website or signing up to receive our newsletter or simply viewing our website (subject to the cookies you have consented to us storing on you), to do the following:
We will never rent, sell or share your name or contact details with any other organisation outside of TVC, The Varsity Club.
We may process the following categories of personal data about you:
We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you (including Facebook adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you. Our lawful ground for this processing is legitimate interests, which is to grow our business. We may also use such data to send other marketing communications to you. Our lawful ground for this processing is also legitimate interests (namely to grow our business).
We may receive data from third parties such as analytics providers such as Google based outside the EU, advertising networks such as Facebook based outside the EU, as well as using third parties that provide us with a platform to offer our guests/customers additional services eg. gift voucher sales, subscribe options and payment gateways.
Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business).
(Under the Privacy and Electronic Communications Regulations – PECR, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications, and in each case, you have not opted out of receiving such communications since. Under these regulations, if you are a limited company or the soft ‘Opt-in’ rule is applied (the marketing is in line with similar products or services previously purchased/of interest), we may send you marketing emails without your consent providing the option to ‘Opt-out’ is also included.
You can also ask us to stop sending you marketing messages at any time by simply getting in touch with us via email at email@example.com. Alternatively, as outlined above, there is an ‘Unsubscribe’ link on every marketing message that we send out.
We may have to share your personal data with the parties set out below:
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
We have and will continue to review security measures that we have in place to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential.
We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.
For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.
Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.
If you wish to exercise any of the rights set out above, please email us at firstname.lastname@example.org .You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive, or refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Whilst the procedures we have in place are designed to protect and secure all personal information we have stored on our database system, we cannot be held liable for any unauthorised access to the data you provide via our website.
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