71-75 Limited Privacy Policy
This Privacy Policy:
We take your privacy and security seriously and are dedicated to ensuring that we are fair, compliant and transparent in relation to how we collect, share and use your personal data.
1: Acceptance
By accessing or using our website or the booking platform, you agree to the terms of this Privacy Policy.
2: Status of our website users and customers
As we only provide services to corporate entities rather than individuals, we treat all website users and customers who purchase services from us as "corporate subscribers" as defined in the Privacy and Electronic Communications (EC Directive) Regulations 2003.
3: The types of personal data we collect about you
Personal data means any information about an individual from which that person can be identified.
Neither this website nor the booking platform are intended for use by children, and we do not knowingly collect data relating to children.
We do not collect any special categories of personal data.
When you use the website or the booking platform provided through OfficeRnD , we may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
We also collect, use and share aggregated data, such as statistical or demographic data, which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature, to analyse general trends in how users are interacting with our website, to help improve the website and our service offering. If we merge aggregated data with your personal data which results in it being able to be used to directly or indirectly identify you, we will treat this as personal data.
4: How is your personal data collected?
We use different methods to collect data from and about you including through:
a. Your interactions with us. You may give us your personal data by filling in online forms, or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
Please note: We may use recording, monitoring and storage of such interactions to collect personal data. This includes for example, recording and keeping recordings of phone calls. We do this for training, administrative and crime prevention purposes.
b. Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs, and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our Cookie Policy for further details.
c. Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
If our legal obligations or any contractual terms we have with you require us to collect your personal data, and you fail to provide it, this may prevent us from being able to enter into or perform a contract with you, resulting in us having to cancel any services you have requested from us. We will notify you of this at the relevant time.
5: How we use your personal data
For the purposes of the Data Protection Act 2018 (Act), we are the data controller.
Legal basis
The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases to process your data:
6: Purposes for which we will use your personal data
We have set out below, description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so.
Please note that we may process your personal data without your knowledge or consent where this is required or permitted by law.
We will generally only use your personal data for the purpose it was originally collected for; however, if we reasonably consider that we need to use it for another reason, and that reason is compatible with the original purpose, then we will also use it for the additional reason. In the event that we ever need to use your personal data for an unrelated purpose, we will make you aware of this and will let you know which legal basis allows us to do so.
a) Purpose/Use
To register you as a new customer and verify your identity.
Type of data
(i) Identity
(ii) Contact
Legal basis
Performance of our contract with you, including the provision of the website and any services we offer through the website
b) Purpose/Use
To process and carry out your booking requests including:
Type of data
(i) Identity
(ii) Contact
(iii) Financial
(iv) Transaction
(v) Marketing and
Communications
Legal basis
(i) Performance of a contract with you
(ii) Necessary for our legitimate interests in relation to recovering monies owed
c) Purpose/Use
To manage our relationship with you which will include:
Type of data
(i) Identity
(ii) Contact
(iii) Profile
(iv) Marketing and
Communications
Legal basis
(i) Performance of a contract with you
(ii) Necessary to comply with a legal obligation
(iii) Necessary for our legitimate interests to keep our records updated and manage our relationship with you
d) Purpose/Use
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
Type of data
(i) Identity
(ii) Contact
(iii) Technical
Legal basis
(i) Necessary for our legitimate interests in relation to running our business, provision of administration and IT services, network security, to prevent fraud, and in the context of a business reorganisation or group restructuring exercise
(ii) Necessary to comply with a legal obligation
e) Purpose/Use
To deliver relevant website content and online advertisements to you, and measure or understand the effectiveness of the advertising we serve to you
Type of data
(i) Identity
(ii) Contact
(iii) Profile
(iv) Usage
(v) Marketing and Communications
(vi) Technical
Legal basis
Necessary for our legitimate interests to study how customers use our services, to develop them, to grow our business, and to inform our marketing strategy
f) Purpose/Use
To use data analytics to improve our website, products/services, customer relationships and experiences, and to measure the effectiveness of our communications and marketing
Type of data
(i) Technical
(ii) Usage
Legal basis
Necessary for our legitimate interests to define types of customers for our services, to keep our website updated and relevant, to develop our business, and to inform our marketing strategy
g) Purpose/Use
To send you relevant marketing communications and make personalised suggestions and recommendations to you about goods or services that may be of interest to you, based on your Profile Data
Type of data
(i) Identity
(ii) Contact
(iii) Technical
(iv) Usage
(v) Profile
(vi) Marketing and Communications
Legal basis
Necessary for our legitimate interests (to carry out direct marketing, develop our products/services and grow our business)
h) Purpose/Use
To share with our referral partners where you have requested this, including requesting a service at checkout or clicking our referral partners' links
Type of data
(i) Identity
(ii) Contact
(iii) Technical
(iv) Usage
(v) Profile
(vi) Marketing and Communications
Legal basis
To perform our contract with you, consent, and as necessary for our legitimate interests (to develop our products/services and grow our business)
i) Purpose/Use
To enable you to partake in a prize draw, competition or complete a survey
Type of data
(i) Identity
(ii) Contact
(iii) Technical
(v) Profile
Legal basis
To perform our contract with you, and as necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
j) Purpose/Use
To carry out anti-money laundering and customer due diligence checks
Type of data
(i) Identity
(ii) Contact
Legal basis
(i) Necessary to comply with a legal obligation
(ii) Necessary for our legitimate interests in relation to verifying and identifying our customers
7: Direct marketing
You will receive direct marketing communications from us by email and/or SMS if you have requested information from us, or purchased goods or services from us, and you have not opted out of receiving the marketing.
We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view of which products, services and offers may be of interest to you, so that we can then send you relevant marketing communications.
Please note that as you are a "corporate subscriber" it is not necessary for us to obtain your consent to direct marketing. However, you will always have the option to opt out of receiving direct marketing messages.
8: Third party marketing
We only rely on consent as a legal basis for processing your personal data when we share personal data with our partners in respect of referrals. In such circumstances, we will ask you to complete a form which will contain the personal data you consent to being provided to such partners. At the time you complete this form, the partner(s) with whom we will share your personal data will be expressly identified. We will also ask you to consent expressly to this sharing of personal data by ticking a tick-box. This will include a statement setting out that you consent to the partner contacting you directly. Whenever you have provided consent, you have the right to withdraw your consent at any time by contacting us.
9: Opting out of marketing
You can ask us to stop sending you marketing communications at any time by sending an email to: enquiries@71-75.co.uk.
If you opt out of receiving direct marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes, for example, relating to booking confirmations and checking that your contact details are correct.
10: Cookies
For more information about the cookies we use and how to change your cookie preferences, please see our cookie policy.
11: Sharing your personal data
We may share your personal data with the third parties set out below, for the following purposes:
Who? Service providers who assist us in providing the following services:
This includes OfficeRnD, the company who provides our booking platform.
Why? To ensure that they can provide you and us with the service needed.
Status May be processors or controllers.
Who? The Courts, the Police, HMRC and other similar third parties to which we owe a legal duty to disclose your personal data.
Why To comply with our legal obligations.
Status Most often joint controllers.
Who? Professional advisors such as lawyers, accountants, etc.
Why? To comply with our legal obligations and ensure the efficient running of the business.
Status Most often joint controllers.
Who? Trustpilot who operates a review website.
Why?We sometimes ask our customers to give a review of our services. Trustpilot need to know some of your personal information to send you a review invitation.
Status Processor – name, email address and order number is temporarily shared and not stored.
Who? Other third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them.
Or any referal partners we have acting as processors or controllers both inside and outside the EEA. Where we have referral partners, we will make a list of them available on our website.
Why? They will need this information to conduct due diligence and continue the running of the business.
Status If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.
Who? Other companies in our group.
Why? To comply with our legal obligations and ensure the efficient running of the business.
Status May be processors or controllers.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes, and only permit them to process your personal data for specified purposes and in accordance with our instructions.
12: International transfers
We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside of the UK, to countries which have laws that do not provide the same level of data protection as the UK law.
Whenever we transfer your personal data out of the UK to any third party, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place:
13: Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.
Please note that no security measures can be 100% secure, and whilst we make reasonable efforts to keep your data secure, we are unable to warrant or guarantee the security of our servers.
We also follow industry standards to protect any personal information you provide to us through the website or booking platform; however, the internet is never totally secure, and we cannot warrant or guarantee that any information you provide to the website or the booking platform will not be intercepted.
In the event that there is a data breach or a suspected data breach, we have formal procedures in place to deal with these, and will always notify you and any applicable regulator of a breach where we are legally required to do so.
14: Data retention
How long will you use my personal data for?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements. We may retain your personal data for a longer period in the event of a complaint, or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
By law, we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances, you can ask us to delete your data: see 14 below for further information.
In some circumstances, we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
15: Your legal rights
You have a number of rights under data protection laws in relation to your personal data.
You have the right to:
a) Request access to your personal data (a subject access request)
b) Request a correction
c) Be forgotten (also known as erasure)
Please note that we may not always be able to comply with your request for specific legal reasons, which will be notified to you at the time of your request.
d) Object to processing of your personal data
You can do this:
Please note that in some cases where you attempt to exercise your right to object, we may demonstrate that we have compelling legitimate grounds to process your information, which override your right to object. Where this happens, we will be entitled to continue to process your personal data.
Request the transfer of your personal data to yourself or a third party, provided the request is in relation to automated information which you initially provided consent for us to use, or where we used the information to perform a contract with you.
If you make this request, we will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.
e) Withdraw your consent
This means that where we are relying on consent to process your personal data, you can withdraw this consent at any time, for example, when we share your personal data with our referral partners.
This will not affect the lawfulness of any processing carried out before you withdraw your consent, and please note that if you do withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
f) Request a restriction of processing of your personal data
This means you can ask us to suspend the processing of your personal data:
If you wish to exercise any of the rights set out above, please contact us using the contact details cited in 15.
For further information on each of these rights, including the circumstances in which they apply, please contact us, or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
No fee usually required
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. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
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.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could 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 and keep you updated.
16: Contact details
If you have any questions about this Privacy Policy, or about the use of your personal data, or you want to exercise your privacy rights, please contact us in the following ways:
17: Complaints
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
18: Changes to the Privacy Policy and your duty to inform us of changes
We keep our Privacy Policy under regular review, and may update it from time to time to reflect changes in our processes or any legal requirements. Please ensure that you check this Privacy Policy from time to time, to ensure that you are aware of the latest version. You will be deemed to have accepted the terms of any updates to this Privacy Policy upon your first visit to the website and/or booking platform (whichever is earlier) following any changes.
It is important that the personal data we hold about you is accurate and current. You must keep us informed if your personal data changes during your relationship with us, for example if you have a new address or email address.
19: Third party links
This 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 policy of every website you visit.