This policy explains the what, how, and why of the information we collect when you visit our website.
The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed within this policy.
1. Legal Processing
Data protection law states there are several legal reasons why a company may collect and process personal data.
Contract – We will process your personal data to fulfil an order, deliver a service, essentially comply with our contractual obligations.
Legal Compliance – If the law or government requires us to, we may need to collect and process your data. An example might be passing on details of fraud to law enforcement.
Legitimate Interest – In cases, we require personal data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business. This does not impact your freedom or rights. Examples might be using your email details to send direct marketing information on content and services that we think might interest you, with the aim of raising awareness of our business with yours and you, as an employee of that business.
2. When do we collect, add to or amend your personal data?
- When you visit our website or speak us over the phone.
- When you purchase a service or enter into negotiations to do so.
- When you contact us with queries.
- When you subscribe to our newsletter.
- When you book any kind of appointment with us or book to attend an event, for example a meeting to discuss an opportunity.
- When you choose to complete any surveys we send you.
- We may collect data from publicly-available sources where you have given your consent for them to share information publicly such as online directories or LinkedIn.
3. What sort of personal data do we collect?
- Contact details at the company which you work for such as email address and phone number.
- Details of your interactions with us through phone contact, email or online.
- Details of your visits to our websites, and which site you came from to ours.
4. How and why do we use your personal data?
We want to give you the best possible experience. One way to achieve that is to get the richest picture we can of who you are by combining the data we have about you. We then use this to offer you relevant content and services that are most likely to interest you.
The data privacy law allows this as part of our legitimate interest in understanding our customers and potential customer and providing the highest levels of service.
Of course, if you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.
Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide the best experience.
Here’s how we’ll use your personal data and why:
- To process any orders or hold negotiations that you make by using our internal business development team. If we don’t collect your personal data during negotiations or ordering, we won’t be able to process your order and comply with our legal obligations. We would then keep those details for reasonable period afterwards in order to fulfil contractual obligations
- To respond to your queries. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience.
- To protect our business and yours from fraud and other illegal activities. We’ll also monitor your browsing activity with us to quickly identify and resolve any problems and protect the integrity of our websites. We’ll do all of this as part of our legitimate interest.
- To market our services to you. We will use your personal data, preferences and details of your transactions to keep you informed by email, web, telephone about relevant content, and services including information, events, competitions and so on. We market on the basis of legitimate interest and in a way which might reasonably be expected as part of running our business. This does not impact your freedom or rights. Our marketing will follow best practice laid out by the ICO when dealing with corporate subscribers under the PECR.
Of course, you are free to opt out of receiving these requests from us at any time by clicking the unsubscribe link at the bottom of our emails, or contacting us directly at email@example.com.
To send you relevant, personalised communications by email in relation to updates, content, offers, services and products. We’ll do this on the basis of our legitimate business interest. However, if you have specifically opted out from our email marketing, you will not be opted in based on legitimate business interest.
- To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy Notice, marketing data misuse issues, and legally required information relating to your orders. These service messages will not include any promotional content and do not require prior consent when sent by email. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.
- To comply with our contractual or legal obligations to share data with law enforcement.
- To send you survey and feedback requests to help improve our services. These messages will not include any promotional content and do not require prior consent when sent by email or text message. We have a legitimate interest to do so as this helps make our products or services more relevant to you.
5. How is personal data protected?
We will treat your data with the utmost care and take all appropriate steps to protect it.
Access to your personal data is kept on internal spreadsheets, hosted securely on our servers, and on our CRM platform which is password-protected.
We regularly monitor our system to identify ways to further strengthen security.
6. How is personal data protected?
Some of our external third parties are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.
7. The Website
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. Our website does not collect specific, detailed information about you as a visitor to our site.
Where information is gathered, we will inform you of this along with the explanation of why it is required.
Cookies and tracking software are used on a temporary basis and expire when the site has been left. These are used for purposes such as website improvement. Google Analytics is also used for the same reason of website improvement and understanding how you use it. This information is not shared with anyone.
The personal information we collect and hold via Tracking software is the following:
- Browser used (Bing, Chrome, Internet Explorer etc.)
- Location (based on IP address)
- Age Group
- Site searches
- Device(s) used
- Frequency on Site
- Session duration (time spent on the site)
- Page(s) visited
- Page session duration (time spent on specific page)
- Web Surfing Behaviours
We currently use the following companies that may process your personal data through website usage: Facebook, Twitter, LinkedIn, Google and MailChimp.
For more information on the usage of cookies by Google Analytics please see the Google website. A link to the privacy advice for this product is provided below for your convenience.
9. Customers / Enquirers
We hold information about customers/ enquirers as it is necessary for us to conduct our business activities.
What personal information is held?
- The personal information we collect and hold is the following:
- Full Name
- Company Name
- Company Address
- Company Website Address
- Email Address
- Phone Number
- Initial Requirement
This information may be linked together with what has already been gathered (as stated in the “what information is retained?” section) via Tracking Software.
How is this information gathered?
We gather this information through lead generation forms on our website and tracking software as mentioned in the “what information is retained?” section, as well as over the phone when relevant.
How long will the data be kept for?
We will retain your data and continue to send email marketing unless you have opted out. If opted out, we deem a reasonable period of time to be 24 months before we delete the data we hold, anonymise it or retain it, providing you have asked us to do so.
Who will the data be passed to?
This information will not be passed on to anyone other than authorised employees of Yodel Mobile and relevant processors, for example a company managing marketing on behalf of Yodel Mobile.
Additionally, if a legal matter were to arise, then we may need to provide this information for those purposes.
- In this instance, we provide only the information required to perform the service
- The data will only be used for that exact purpose
- Partners are required to protect and respect your privacy
- If we stop using a partner’s service, any data they hold will be deleted
Examples of third parties we work with are:
- New Business companies who help us manage electronic communications and telemarketing
- Google/Facebook/LinkedIn to show products that might interest you. This is based on consent or your acceptance of cookies on our website.
What is the reason for holding/using the information held?
While you are a customer of Yodel Mobile, the basis for processing your data is ‘contract’. If you have given consent to receive email marketing, we will retain your information, even if you stop being a customer.
When you are not or no longer an active customer of Yodel Mobile the basis is ‘legitimate interest’ as we would like you order products/services from us.
We may use your details for the purpose of creating a profile to gauge decision making and for direct marketing purposes. For example, using information held, we may create profiles based on the following: –
- Email Address
- Telephone Number
- Geographic Location
- Job Title/Job Role
10. Data Subject Rights (Subject Access Request, Erasure, Rectification)
You have the right to ask for information we hold for you (Subject Access Request) which will be provided free of charge and if requested, can be presented in a CSV format.
The data we hold can be rectified when we are notified of errors.
Information we hold for you will no longer be processed if requested to do so.
Information we hold for you will be deleted if requested to do so. It is possible we may contact you through advertising at a later date as we will hold no record of you.
You have the right to withdraw consent at any time.
You have the right to stop the use of your personal data for direct marketing through selected or all channels.
You have the right to stop processing your personal data under legitimate interest for individual reasons. We will comply unless we believe there is a legitimate overriding reason to continue processing.
11. To stop the use of personal data for direct marketing:
Click Unsubscribe Link in any marketing email communication that we send you. We will then stop all emails. For any sales outreach, please email ‘unsubscribe’ for us to remove you any further sales outreach emails.
12. Our Details
If you need to contact us please email us on firstname.lastname@example.org or go to our contact page.
13. To contact the regulator, please see below:
You have a right to complain to the Information Commissioner’s Officer (ICO), which regulates data protection compliance in the UK, if you are unhappy with how we have processed your personal data.
You can do this by phoning 0303 123 113 or visiting www.ico.org.uk
14. Resources & Further Information
- ICO – For the Public