1.0 Relevant legislation
Along with our business and internal computer systems, this website is designed to comply with the following national and international legislation with regards to data protection and user privacy:
- UK Data Protection Act 1988 (DPA)
- EU Data Protection Directive 1995 (DPD)
- EU General Data Protection Regulation 2018 (GDPR)
This site’s compliance with the above legislation, all of which are stringent in nature, means that this site is likely compliant with the data protection and user privacy legislation set out by many other countries and territories as well. If you are unsure about whether this site is compliant with your own country of residences specific data protection and user privacy legislation you should contact our data protection officer (details of whom can be found in section 8.0) for clarification.
2.0 Personal information that this website collects and why we collect it
This website collects and uses personal information for the following reasons:
2.1 Site visitation tracking
Like most websites, this site uses Google Analytics (GA) to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website.
Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this. We consider Google to be a third party data processor (see section 5.0 below). The Online Marketing Co. (who we consider to be a third party data processor (see section 5.0 below)) has access to the GA data that we collect and use this information to provide us with effective marketing services.
Disabling cookies on your internet browser will stop GA from tracking any part of your visit to pages within this website.
2.2 Email links
Should you choose to contact us using an email link, none of the data that you supply will be stored by this website or passed to / be processed by any of the third party data processors defined in section 5.0. Instead, the data will be collated into an email and sent to us over the Simple Mail Transfer Protocol (SMTP). Our SMTP servers are protected by TLS (sometimes known as SSL) meaning that the email content is encrypted using SHA-2, 256-bit cryptography before being sent across the internet. The email content is then decrypted by our local computers and devices. These details are then stored within our own encrypted database. This database is also stored as an encrypted back up file on an external hard drive should we experience technical issues.
2.3 Data capture
If you choose to sign up for any downloadable resources on our website, the email address and any other details we request that you submit to us will be forwarded to Mailchimp who provide us with inbound marketing services. We consider Mailchimp to be a third party data processor (see section 5.0 below). These details that you submit will be stored within this website’s own database and the data will be collated into an email and sent to us over the Simple Mail Transfer Protocol (SMTP). Our SMTP servers are protected by TLS (sometimes known as SSL) meaning that the email content is encrypted using SHA-2, 256-bit cryptography before being sent across the internet. The email content is then decrypted by our local computers and devices. All information will be sent to firstname.lastname@example.org. Please note that this information will also be stored within the website CMS as a backup should we experience technical issues with our emails. The Online Marketing Co. process this data to develop the marketing services that they provide to us.
Your email address and additional information you submit will remain within Mailchimp’s database for as long as we continue to use Mailchimps’s services for email marketing or until you specifically request removal from the list. You can do this by unsubscribing using the unsubscribe links contained in any email newsletters that we send you or by requesting removal via email. When requesting removal via email, please send your email to us using the email account that is subscribed to the mailing list.
If you are under 16 years of age you MUST obtain parental/guardian consent before completing any of our online forms.
While your email address remains within the Mailchimp database, you will receive periodic marketing emails from us.
In addition to the above all clients information that is made at the time of booking.
2.4 Customer accounts
We retain customer information such as Client Name(s), Address(es), Email Address(es), Telephone Number(s), Mobile Phone Number(s), Preferences for contact, and any other data on our forms in order to be able to offer our services effectively, this data will have been provided by the client at the point of booking / purchasing / enquiring and will be stored within our website CMS / booking system.
We do not hold any credit card or bank information directly, however this information may be stored with our third party data processors; Stripe (see section 5.0) whom use this information for billing purposes.
We may use a number of different digital methods to communicate between staff members, our third parties and customer. Our methods of communication include:
- Email – Any emails we send are sent over the Simple Mail Transfer Protocol (SMTP). Our SMTP servers are protected by TLS (sometimes known as SSL) meaning that the email content is encrypted using SHA-2, 256-bit cryptography before being sent across the internet. The email content is then decrypted by our local computers and devices.
3.0 Sharing information with our service providers
Upon engaging with this website, you may be asked for personal information, such as Name, Email, Telephone Number, Address and any other information on our data collection forms. This information may be sent to our service providers. Our staff may use your details to manage their schedule and provide the arranged service. Although the majority of our service providers are employed by us, we may also use third parties on a self-employed basis. We consider each of our self-employed service providers to be third party data processors (see section 5.0). We may share your information with other third parties BUT we will disclose to you when we do so.
4.0 About this website’s server
This website is hosted on a managed, dedicated server, shared with only The Online Marketing Co. clients and associates. The websites server is provided and managed for us by Guru Cloud Hosting (UK Dedicated Ltd. registered company number 04625539) and The Online Marketing Co. who we consider to be a third party data processors (see section 5.0 below).
Information on Guru Cloud Hosting can be found here.
Information on The Online Marketing Co. can be found here.
All traffic (transferral of files) between this website and your browser is encrypted and delivered over HTTPS.
5.0 Our third-party data processors
We use a number of third parties to process personal data on our behalf. These third parties have been carefully chosen and all of them comply with the legislation set out in section 1.0.
6.0 Data breaches
We will report any unlawful data breach of this website’s database or the database(s) of any of our third party data processors to any and all relevant persons and authorities within 72 hours of the breach if it is apparent that personal data stored in an identifiable manner has been stolen.
7.0 Data controller
The data within this website is managed and processed by The Online Marketing Co., who we consider to be a third party data processor.
8.0 Data protection officer
10.0 Request a removal of data
Your email address additional information will remain within our databases and any third party databases mentioned in section 5.0 for as long as we continue to use for email marketing / provide our services or until you specifically request removal from the list. You can do this by unsubscribing using the unsubscribe links contained in any email newsletters that we send you or by requesting removal via email to email@example.com. When requesting removal via email, please send your email to us using the email account that is subscribed to the mailing list.
Please note that we reserve the right to retain certain information such as transaction history and purchase history for book keeping and tax reasons. Please see EU General Data Protection Regulation 2018 (GDPR) for further clarification.