UPDATED FOR GDPR COMPLIANCE MAY 2018 & REPLACES ALL PREVIOUS POLICY DOCUMENTS.
DATA CONTROLLER – SAM SPICE, WORKPLACE GROUP
DATA PROCESSOR - WEBFLOW HOSTING, ORIGINAL BEAR MEDIA
Workplace Group know how important privacy is to our customers, and we strive to be clear about how we collect, use, disclose, transfer, and store your personal information.
Information We Collect
We may collect various types of information including:
• Information you provide directly to us;
• Information we collect about your use of our services; and
• Information we obtain from third party sources.
Use and Sharing of Information
We use the information we collect, among other things:
• To provide the Services you request
• To understand more about you so that we can offer relevant communications and services
• We do not share your information with any third party providers. If we are obtaining further information on your behalf, for example a quotation that requires us to pass your information to this third party we will obtain separate consent by email or telephone.
Information you provide directly
This is information provided by our website, through either a contact form, an online chat system or a quick response form. This information may also be provided to us via an electronic check out system for example an ecommerce store, an online subscription service or other services we provide.
If you order a product or paid service from us, we will ask for your name, contact information, shipping and billing address and credit card information in order to process your order.
If you contact us via telephone, we will collect information from you regarding the service you require. Such information collected will include your name, and depending on the nature of your query, may also include your home address, telephone number, email address, and device identifier.
Information about your use of the Services
In addition to the information you provide, we may collect information about your use of our services through software on your device and other means. We will collect:
Device information such as your hardware model, device hardware information, IMEI number and other unique device identifiers, phone number, serial number, sales code, access recording, current software version, MCC (Mobile Country Code), MNC (Mobile Network Code), MAC address, IP address, cookies, pixels, subscription information, operating system versions, and settings of the device you use to access the Services.
Information from third party sources
We may receive information about you from publicly and commercially available sources (as permitted by law), which we may combine with other information we receive from or about you. We also may receive information about you from third party social networking services when you choose to connect with those services.
USING YOUR INFORMATION
We will use the information you provide and we collect your to action the following purposes but not limited to these purposes;
• To provide a service you request
• To contact you to provide further information on our services
• To contact you to give help, advice or support
• To action a complaint or grievance
KEEPING YOUR INFORMATION SECURE
We take protection of your data seriously, and have put in place appropriate physical and technical measures to safeguard the information we collect in connection with the services we provide.
However, please note that although we take reasonable steps to protect your information, no website, Internet transmission, computer system, or wireless connection is completely secure.
YOUR INDIVIDUAL AND CORPORATE RIGHTS
You have the right to request details about the information we collect about you and to request us to correct inaccuracies in that information, to object to or request the restriction of processing, and to request access to, or the erasure or portability of your information. Under the laws of some jurisdictions, we may decline to process requests that are unreasonably repetitive, require disproportionate technical effort, jeopardise the privacy of others, are extremely impractical, or for which access is not otherwise required by local law. If you would like to make a request to access your information, please visit contact us below.
We will not keep your personal data for longer than is necessary for the purpose it was collected. This means that data will be destroyed or erased from our systems when it is no longer required.
We take appropriate steps to ensure that we process and retain information about you.
1. at least the duration for which the information is used to provide you with a service;
2. as required under law, a contract, or with regard to our statutory obligations; or
3. only for as long as is necessary for the purpose for which it was collected, is processed, or longer if required under any contract, by applicable law, or for statistical purposes, subject to appropriate safeguards.
THIRD PARTY LINKS AND PRODUCTS ON OUR WEBSITE
Our website may link to third party websites and services that are outside our control. We are not responsible for the security or privacy of any information collected by websites or other services. You should exercise caution and review the privacy statements applicable to the third party websites and services you use.
Workplace Group does not control the data collection and use practices of these companies. Some of these companies participate in industry-developed programmes designed to provide consumers with choices about whether to receive targeted advertising.
If you connect with a social networking service, we may receive and store authentication information from that service to enable you to log in, as well as other information that you allow us to receive when you connect with these services.
Also, please note that if you choose to connect with a social networking service on a device used by people in addition to you, those other users may be able to see information stored or displayed in connection with your account on the social networking service(s) with which you connect. We recommend that you log out of any such sites and only share information with individuals that you trust.
COOKIES AND SIMILAR TECHNOLOGIES
Cookies are small files that store information on your computer, TV, mobile phone, or other device. They enable the entity that put the cookie on your device to recognise you across different websites, services, devices, and/or browsing sessions. Cookies serve many useful purposes. For example:
Cookies can remember your sign-in credentials so you don’t have to enter those credentials each time you log on to a service. Cookies help us and third parties understand which parts of our Services are the most popular because they help us to see which pages and features visitors are accessing and how much time they are spending on the pages. Cookies help us and third parties provide you with relevant content and advertising by collecting information about your use of our Services and other websites and apps.
When you use a web browser to access the Services, you can configure your browser to accept all cookies, reject all cookies, or notify you when a cookie is sent. Each browser is different, so check the “Help” menu of your browser to learn how to change your cookie preferences. The operating system of your device may contain additional controls for cookies.
Please note, however, that some Services may be designed to work using cookies and that disabling cookies may affect your ability to use those Services, or certain parts of them.
We use the following types of cookies on our website:
Essential Cookies which enable you to order products and receive services from our website;
Performance Cookies which enable us to analyse the performance and design of our website and detect errors. For example, this type of cookie allows us to recognise that you have visited our website before and shows which sections of our website are most popular by allowing us to see which pages visitors’ access most frequently and how much time visitors spend on each page.
We use, without limitation, Google Analytics, Adobe, and similar analytics cookies to achieve this.
For example, the information generated by the cookie about the use of the website will normally be stored on a Google server in the United States. However, if you are located within the EU or the European Economic Area, your IP address will be shortened by Google beforehand. In exceptional cases only, your full address will be transmitted to a Google server in the United States and shortened there. On our behalf, Google will use this information for the purpose of compiling reports on website activity and providing other services relating to website activity and internet usage. The IP address transmitted from your browser as part of Google Analytics will not be associated with any other data held by Google. You may prevent web usage data (including your IP address) generated by the cookie from being transmitted to Google and processed.
Functional Cookies which allow us to deliver a better user experience. For example, this type of cookie ensures that the information displayed on your next visit to our website will match up with your user preferences, or your Workplace Group account from which you linked to our website, or the fact that you linked to our website via an email sent to you by Workplace Group or one of our trusted third party service providers contacting you on our behalf.
Other Local Storage We, along with certain third parties, may use other kinds of local storage technologies, such as Local Shared Objects (also referred to as “Flash cookies”) and HTML5 local storage, in connection with our Services. These technologies are similar to the cookies discussed above in that they are stored on your device and can be used to store certain information about your activities and preferences. However, these technologies may make use of different parts of your device from standard cookies, and so you might not be able to control them using standard browser tools and settings. For information about disabling or deleting information contained in Flash cookies, please click here.
SOCIAL NETWORK PLUGINS
Our Services may make use of social network plugins (“Plugins”). When you use a Service that contains Plugins, information may be directly transferred from your device to the operator of the social network. We have no influence on the data gathered by the Plugin. If you are logged into the social network, your use of our Service can be referenced to your social network account.
If you interact with the Plugins, for example by clicking “Like”, “Follow”, or “Share”, or enter a comment, the information may automatically show in your social network profile. Even if you are not logged into your social network account, it may be possible that the Plugins transmit your IP address to the social network operators.
Please consider this when using our Services. For information about the social network operators of the Plugins used in our Services (“Operators”) please see below:
Operators of Plugins used in our Services.
If you are a member of one or more of the following social networks and do not want the Operator to connect the data concerning your use of our Services with your member data already stored by the Operator, please log out of the social network before using our Services.
Contact Us - if you have any specific questions, please contact us (Data Controller) at:
Workplace Group (UK) LLP
Unit 75, Joseph Wilson Estate
t: 01227 772771
Email us here
You can also contact us if you would like to exercise your rights to access, rectification, deletion/erasure, object, restrict processing, or portability, please email our data controller above. You may lodge a complaint with the relevant supervisory authority if you consider that our processing of your personal data infringes applicable law. Contact details for all EU Supervisory Authorities can be found here.
Workplace Group care about our customer’s privacy. Because we care, we take steps ensure that all of our products and services are created using the principle of privacy by design. All the data we collect is used to make our products and services the best that they can be. In doing this we always ensure your data is protected, and only used where it is necessary for us to provide you with a service or a product. We understand the path your data follows to ensure it is safe, secure and compliant with the necessary data protection law. We welcome the changes that have come as part of the General Data Protection Regulation (GDPR).