We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR). We are also subject to the EU General Data Protection Regulation (EU GDPR) in relation to services we offer in the European Economic Area (EEA).
It would be helpful to start by explaining some key terms used in this policy:
We may collect and use the following personal data about you:
We may collect and use this personal data to provide services to you or your employer. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you or your employer. In this case, we may have to cancel a service, but we will notify you if this is the case at the time.
We collect most of this personal data directly from you in person, by telephone, text or email and/or via our website. This includes personal data you provide when you:
However, we may also collect information:
Our questionnaires are hosted on sites used by recognised providers whose services and features adhere to the high privacy bar and data protection standards required of data processors by the UK GDPR and the EU GDPR.
Under data protection law, we can only use your personal data if we have a proper reason such as:
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own.
The table below explains what we use your personal data for and why.
Where we process special category personal data, we will also ensure we are permitted to do so under data protection laws such as:
We may use your personal data to send you updates (by email or telephone) about our services, including exclusive offers, promotions or new services.
We have a legitimate interest in using your personal data for marketing purposes (see above ' How and why we use your personal data'). This means we do not usually need your consent to send you marketing information. However, where consent is needed, we will ask for this separately and clearly.
You have the right to opt out of receiving marketing communications at any time by using the 'unsubscribe' link in our marketing emails.
We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
We will always treat your personal data with the utmost respect and never sell it with other organisations for marketing purposes.
We routinely share personal data with:
If you are an employee of one of our members or clients and you have completed one of our questionnaires, we may share your personal data within external third parties, principally our client/your employer, in an anonymised and typically aggregated form. We do not provide our client/your employer with raw data, but with a report based on the data that we have collected. This will typically include only aggregated data; the only time that we will share non-aggregated data is if we want to quote from a survey response in a report that we make to our client/your employer. In these circumstances the quote would be anonymised and we would also ensure that it is not possible to ascertain who made the comment from what we disclose. The overriding principle that we work to is that no-one should be identifiable, and no individual or group can be put at risk from retaliation as a result of what we present. We will only retain survey data for as long as reasonably necessary to fulfil the purposes we collected it for, namely, to provide a report to our client/your employer. Within three months of us reporting to our client/your employer, we will remove the survey data from our server.
We only allow our service providers to handle your personal data if we are satisfied that they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers to ensure they can only use your personal data to provide services to us and to you.
We may also need to:
If you would like more information about who we share our data with and why, please contact us (see ' How to contact us' below).
Personal data may be held at our offices and those of our third party agencies, service providers, representatives and agents as described above (see above: ' Who we share your personal data with').
Some of these third parties may be based outside the UK/EEA. For more information, including on how we safeguard your personal data when this happens, see below: ' Transferring your personal data out of the UK and EEA'.
We will keep your personal data while you have an account with us or we are providing services to you. Thereafter, we will keep your personal data for as long as is necessary:
We will not keep your personal data for longer than necessary. Different retention periods apply for different types of personal data. When it is no longer necessary to keep your personal data, we will delete or anonymise it.
To deliver services to you, it is sometimes necessary for us to share your personal data outside the UK/EEA such as:
Under data protection law, we can only transfer your personal data to a country or international organisation outside the UK/EEAwhere:
These are explained below.
We may transfer your personal data to certain countries, based on an adequacy decision. These include:
The list of countries that benefit from adequacy decisions will change from time to time. We will always seek to rely on an adequacy decision, where one exists.
Other countries we are likely to transfer personal data to do not have the benefit of an adequacy decision. This does not necessarily mean they provide poor protection for personal data, but we must look at alternative grounds for transferring the personal data, such as ensuring appropriate safeguards are in place or relying on an exception, as explained below.
Where there is no adequacy decision, we may transfer your personal data to another country if we are satisfied the transfer complies with data protection law, appropriate safeguards are in place, and enforceable rights and effective legal remedies are available for data subjects. The safeguards will usually include using legally-approved standard data protection contract clauses.
In the absence of an adequacy decision or appropriate safeguards, we may transfer personal data to a third country where an exception applies under relevant data protection law such as:
We may also transfer information for the purpose of our compelling legitimate interests, so long as those interests are not overridden by your interests, rights and freedoms. Specific conditions apply to such transfers and we will provide relevant information if we seek to transfer your personal data on this ground.
If you would like further information about data transferred outside the UK/EEA, please contact us (see ' How to contact us' below).
You have the following rights, which you can exercise free of charge:
For further information on each of those rights, including the circumstances in which they apply, please contact us (see ' How to contact us' below).
If you would like to exercise any of those rights, please:
We have appropriate security measures to prevent personal data from being accidentally lost or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
Please contact us if you have any query or concern about our use of your information (see below ' How to contact us'). We hope we will be able to resolve any issues you may have.
You also have the right to lodge a complaint with the Information Commissioner (www.ico.org.uk) or any relevant European data protection supervisory authority.
1 Fore Street, London, England, EC2Y 9SS
firstname.lastname@example.org / +44 (0) 20 3695 0474