Privacy Policy - Working Feedback

Privacy Policy

How we use your personal information


Updated April 2018

How we use your personal information

This privacy notice is to let you know how companies within the group promise to look after your personal information. This includes what you tell us about yourself, what we learn by having you as a customer, and the choices you give us about what marketing you want us to send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.

Our Privacy Promise

We promise:

Data Protection law change - 25 May 2018

This notice sets out most of your rights under the new laws. If need be, we’ll update it again should changes come into effect.

Who we are

Working Feedback is made up of different online entities. We'll let you know which you have a relationship with, should you subscribe to any of our products or services.

You can find out more about us at www.workingfeedback.co.uk.

If, after reading this policy you have any further questions, or want more details about how we use your personal information, you can ask us by email: [email protected] with your specific request.

How the law protects you.

As well as our Privacy Promise, your privacy is protected by law. This section explains how that works.

Data Protection law says that we are allowed to use personal information only if we have a proper reason to do so. This includes sharing it outside Working Feedback. The law says we must have one or more of these reasons:

A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.

Here is a list of all the ways that we may use your personal information, and which of the reasons we rely on to do so. This is also where we tell you what our legitimate interests are.

What we use your personal information for

Our reasons

Our legitimate interests

Groups of Personal Information

We use many different kinds of personal information, and group them together like this.

Type of personal information - Description

  • Contact - The most preferred method of contacting you.
  • Socio-Demographic - This includes details about your work or profession and where you may fit into general social/business groupings.
  • Transactional - Details about payments to and from your accounts with us.
  • Contractual - Details about the products or services we provide to you.
  • Locational - Data we get about where you are, such as may come from the IP (Internet Protocol) address, where you connect a computer to the internet.
  • Behavioural - Details about how you use our products and services.
  • Technical - Details on the devices and technology you use.
  • Communications - What we learn about you from letters, emails and conversations between us.
  • Open Data and Public Records - Details about you that are in public records, such as information about you that is openly available on the internet.
  • Usage Data - Other data about how you use our products and services.
  • Consents - Any permissions, consents or preferences that you give us. This includes things like how you want us to contact you, whether you get feedback statements, or preferences about reviews.
  • Where we collect personal information from

    We may collect personal information about you (or your business) from other companies within the Working Feedback group and from these sources:

    Data you give to us:

    Data we collect when you use our services. This may include the amount, frequency, type, location, origin and recipients:

    Data from third parties we work with:

    Who we share your personal information with

    We may share your personal information with companies within the Working Feedback group and these organisations:

    We may need to share your personal information with other organisations to provide you with the product or service you have chosen:

    We may also share your personal information if the make-up of Working Feedback group changes in the future:

    How we use your information to make decisions

    We sometimes use systems to make decisions based on personal information we have – or are allowed to collect from others – about your business or you. This helps us to make sure our decisions are efficient and correct, based on what we know. These decisions can affect the products, services or features we may offer you now or in the future, or the price that we charge you for them.

    Here are the types of automated decision we make:

    Pricing

    We may decide what to charge for some products and services based on what we know.

    Tailoring products and services

    We may place you in groups with similar customers. These are called customer segments. We use these to study and learn about our customers’ needs, and to make decisions based on what we learn. This helps us to design products and services for different customer segments, and to manage our relationships with them.

    Starting our service provision

    When you start using our service, we check that the product or service is relevant for you, based on what we know. We also check that you or your business meets the conditions needed to use the service.

    Your rights

    As a person you have rights over decisions. If you want to know more about these rights, please contact us.

    If you choose not to give personal information

    We may need to collect personal information by law, or under the terms of a contract we have with you.

    If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations. It may also mean that we cannot perform services needed. It could mean that we cancel a product or service you have with us.

    Any data collection that is optional would be made clear at the point of collection.

    Marketing

    We may use your personal information to tell you about relevant products and offers. This is what we mean when we talk about ‘marketing’.

    The personal information we have for you is made up of what you tell us, and data we collect when you use our services, or from third parties we work with.

    We study this to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.

    We can only use your personal information to send you marketing messages if we have either your consent or a ‘legitimate interest’. That is when we have a business or commercial reason to use your information. It must not unfairly go against what is right and best for you.

    You can ask us to stop sending you marketing messages by contacting us at any time.

    Whatever you choose, you'll still receive feedback notifications, and other important information such as changes to your existing products and services.

    We may ask you to confirm or update your choices, if you take out any new products or services with us in future. We will also ask you to do this if there are changes in the law, regulation, or the structure of our business.

    If you change your mind you can update your choices at any time by contacting us.

    How long we keep your personal information

    We will keep your personal information for as long as you are a customer of the Working Feedback group.

    After you stop being a customer, we may keep your data for up to 10 years for one of these reasons:

    We may keep your data for longer than 10 years if we cannot delete it for legal, regulatory or technical reasons. We may also keep it for research or statistical purposes. If we do, we will make sure that your privacy is protected and only use it for those purposes.

    How to get a copy of your personal information

    You can access your personal information we hold by writing to us with reference to Data Subject Access Request at this address:

    DSAR Unit. Working Feedback, PO Box 477, Southampton SO30 9EW

    Fees

    There is a charge of £10 for any Data Subject Access Request.

    When we receive the fee and all the information needed to help us find the information we will respond within 40 calendar days.

    Letting us know if your personal information is incorrect

    You have the right to question any information we have about you that you think is wrong or incomplete. Please contact us if you want to do this.

    If you do, we will take reasonable steps to check its accuracy and correct it.

    What if you want us to stop using your personal information?

    You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.

    There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.

    We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.

    You can ask us to restrict the use of your personal information if:

    If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us.

    How to withdraw your consent

    You can withdraw your consent at any time. Please contact us if you want to do so.

    If you withdraw your consent, we may not be able to provide certain products or services to you. If this is so, we will tell you.

    How to complain

    Please let us know if you are unhappy with how we have used your personal information. You can contact us by email [email protected] outlining your concerns.

    You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern.

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