HOW WE COLLECT AND RECEIVE PERSONAL DATA ABOUT YOU AND WHAT INFORMATION WE COLLECT ABOUT YOU
Information you give to us:
- In order to process your requests and orders, it is necessary to collect personal data from you. This includes, but is not limited to: your name, delivery address, billing address, e-mail address, telephone number, partial credit/debit card information, bank account details, Account username, password (“Services Data”).
- We will also collect your first and last name, email address, telephone number and delivery address (“Contact Data”) in order to send you communications as described below.
- We also process data when providing our Services such as invoices, orders, details about payments made between you and us, details of products purchased from us (“Transaction Data”). We are unable to provide you with products and Services if you do not provide certain information to us.
- You will also be asked to provide additional (non-mandatory) pieces of information such as your interests, preferences, age, gender, feedback, and survey responses so that we can better understand our customers (“Profile Data”). You can also choose to provide such information by posting on a forum, filling out a web form or when you communicate with us.
- If you apply for a job with us we may also collect your date of birth and personal data included in your CV.
- We will also collect your marketing preferences and service communications preferences data (“Marketing and Communications Data”).
Information we collect automatically when you use the Website or Services:
- We collect information about your interaction with our sites and Services from the devices you use, such as your unique device ID, device type, browser type and operating system, your IP address and approximate location at the time of browsing and advertising ID (“Technical Data”).
- We also collect information about your visits and activity on our sites (and sites operated by our Group Companies) including the content and any advertisements that you view and interact with, the address of the site from which you arrived and other technical data about your equipment, browsing actions and patterns (such as the pages you view, the links you click, the items you add to your shopping basket, the length of your internet session) (“Behavioural Data”). This information is collected using cookies, web beacons, pixel tags and other similar technologies (which we generically refer to as “Cookies”). To learn more about these technologies and your choices, go to our Cookie Notice.
Information collected from other sources:
- We may combine your information with information we collect from third parties or public sources, including analytics providers, data brokers, third party directories, advertising networks and third parties that provide us with technical services so that we can improve our sites and our Services, and publicly available sources such as Companies House and the Electoral Register.
Information collected from social media:
- Certain sites offer services that require you to set up an account prior to receiving such services. To create a secure Account with us, you can use your email address and a password or, if the site offers a Facebook single-sign-on service, you will be able to register for and log-in to your Account using your Facebook account. If you choose to use the Facebook single-sign-on service, you are granting permission to Facebook to share certain profile information with us. This will include your name, profile picture and list of friends and any other information notified to you by Facebook prior to you completing the single-sign-on authorisation process. You control what social media information you allow us to have access to using the privacy settings on the applicable social media platform and any permissions you give as part of the single-sign-on authorisation process.
Publicly available personal data
- From time to time, we may collect personal data about you (Contact Data or Profile Data) that is contained in publicly available sources (including open source data sets or media reports) or that you or a third party may otherwise make publicly available (for example through speeches at events or publishing articles or other news stories or posts on social media platforms).
Children’s data
Our websites are not intended for children under the age of 13. If you are under 13, please do not provide any information to us and instead ask your parent or guardian to do this on your behalf. You must be at least 18 years of age to purchase products or services from us. If you are under the age of 18, you must ensure that your parent or guardian purchases the products or Services on your behalf.
WHO WE COLLECT PERSONAL DATA ABOUT
| site visitors | If you browse our sites or register an account on our sites, we will collect and process your personal data in connection with your interaction with us and our site. |
| Customers | If you buy our Services, we may collect and process your personal data in connection with the supply of services to you. |
| People who contact us with enquiries | If you contact us with an enquiry through our sites, submit a complaint through our sites or provide any feedback to us in our surveys and feedback forms, we will collect and process your personal data in connection with your interaction with us and our site. |
| People who work for our customers and suppliers | If you work for one of our customers or suppliers and have responsibility for placing orders with us, administering your organisation’s account with us or handling our orders or our account with your organisation, we will process your personal data in connection with your organisation’s relationship with us. |
| Visitors to our physical locations | If you attend one of our physical stores, offices or other locations, we may process personal data that you volunteer in connection with your visit and any enquiries you make. For example, you may volunteer personal data when asking us to assist you in finding accommodation or transportation suitable for your needs, or when signing in as a guest. CCTV footage may also be collected for security purposes. |
| Event attendees | If you attend one of our events, we will process personal data about you in connection with your attendance at the event. For example, we may ask you to complete a registration or feedback form, or other document relating to the event. |
| Job applicants | If you apply for a job with us, whether through the site or otherwise, we will collect and process your personal data in connection with your application. |
HOW WE USE INFORMATION ABOUT YOU
We will use your information for the following purposes:
Use of our sites and the provision of our Services
Service Access and Registration:
We will process your Services Data to register you as a new customer when you purchase a subscription, event ticket or other product or service from us or create an Account on one of our sites in order to access one of our services.
Our legal basis for processing
It is necessary for us to use your personal data to perform our obligations in accordance with any contract that we may have with you or it is in our legitimate interest to use personal data in such a way to ensure that we provide access to the sites and our products and Services in a secure and effective way and so that we can make improvements to our sites.
Sales and Fulfilment:
We will process your Services Data and your Transaction Data to process and deliver your order; to manage payments, fees and charges; to collect and recover money owed to us; to provide you with services you have requested from us when we collected the information from you, and/or to provide you with certain offers and benefits.
Our legal basis for processing
It is necessary for us to use your personal data in such a way to perform our obligations in accordance with any contract that we may have with you for the products and Services, or it is in our legitimate interest or a third party’s legitimate interest to use personal data in such a way to ensure that we provide our products and Services in an effective, safe and efficient way.
Customer Relationship Management:
We will process your Services Data to identify you when you log into your Account, to contact you about your Account, subscription or other order; to provide you with customer service (such as responding to questions, concerns and feedback and contacting you via email, telephone, SMS/text, post, direct message or other similar communication method for this purpose); to notify you of material changes to our terms or this Privacy Policy. We will also process certain Technical Data and Marketing and Communications Data so that we can administer your Account; to send you service related communications; to ask you to leave a review or take a survey.
Our legal basis for processing
It is in our legitimate interest to use your personal data in the ways described above to ensure that we are able to help you with your enquiry, provide a good standard of service and improve our customer services. Where we process your personal data in relation to a review or survey it is in our legitimate interest to use the personal data provided by you so that we can improve our sites and our products and Services and provide them in an effective way.
Contributor management:
We will process your Contact Data and your Transaction Data in order to manage your contributions to our features, send you vouchers and track and process any payments due to you.
Our legal basis for processing
It is necessary for us to use your personal data in such a way to perform our obligations in accordance with any contract that we may have with you for the products and Services, or it is in our legitimate interest or a third party’s legitimate interest to use personal data in such a way to ensure that we provide our products and Services in an effective, safe and efficient way.
Contests, Awards, Events, Product Trials, Surveys:
To enable you to participate in contests, prize draws, product trials, events, awards, surveys, polls and quizzes and to provide you with any prizes, products or awards as applicable. For the purposes of administering such promotions we may process your Service Data, Profile Data, Behavioural Data and/or Technical Data and any other personal data volunteered by you in relation to your promotion entry.
Our legal basis for processing
It is necessary for us to use your personal data to perform our obligations in accordance with any contract that we may have with you (e.g. the contest terms and conditions) or it is in our legitimate interest to use your personal data to enable us to administer our contest fairly and effectively and to ensure that we comply with self-regulatory codes governing the operation of the contests.
Systems Administration and Security:
We may process your personal data in order to administer and protect our systems and our sites for purposes such as integration, troubleshooting, testing, system maintenance, support, reporting and hosting data; to ensure network and system security and prevent detect, mitigate and investigate fraud, security breaches and other prohibited or illegal activities; to verify your identity.
Our legal basis for processing
It is in our legitimate interest to process your personal data in order to provide administration and IT services, to keep our systems and sites secure and for network security and fraud prevention.
Physical security:
We have security measures in place at our premises or venues at which we host events, including CCTV and building access controls. There are signs in place showing that CCTV is in operation. The images captured are securely stored and only accessed on a need to know basis (e.g. to look into an incident). CCTV recordings are typically automatically overwritten after a short period of time unless an issue is identified that requires investigation (such as an allegation of criminal behaviour).
We may require visitors to our premises to sign in on arrival and where that is the case we will keep a record of visitors for a short period of time. Our visitor records are securely stored and only accessible on a need-to-know basis (e.g. to look into an incident).
Our legal basis for processing
It is in our legitimate interests to process your personal data so that we can keep our premises and event venues secure and provide a safe environment for our personnel and visitors to our premises or venues.
Business administration and legal compliance:
We may use your personal data: (i) to comply with our legal obligations; (ii) to enforce our legal rights; (iii) to protect the rights of third parties; and (iv) in connection with a business transition such as a merger, reorganisation, acquisition by another company, or sale of any of our assets.
Our legal basis for processing
Where we use your personal data in connection with a business transition, to enforce our legal rights or to protect the rights of third parties, it is in our legitimate interest to do so. For all other purposes described in this section, we have a legal obligation to use your personal data to comply with any legal obligations imposed upon us, such as a court order.
We will not process any special (or sensitive) categories of personal data or personal data relating to criminal convictions or offences except where we are able to do so under applicable legislation or with your explicit consent.
Recruitment:
We use your personal data for recruitment purposes, in particular, to assess your suitability for any of our positions that you apply for, whether such application has been received by us online, by email or by hard copy and whether submitted directly by you or by a third-party recruitment agency on your behalf. We also use your First name, last name, email address and telephone number to communicate with you about the recruitment process, to keep records about our recruitment process and to comply with our legal and regulatory obligations in relation to recruitment.
- We will process any personal data about you that you volunteer, including during any interview, when you apply for a position with us. We may also process your personal data obtained from any third parties we work with in relation to our recruitment activities, including without limitation, recruitment agencies, background check providers, credit reference agencies and your referees.
- The personal data we process may include your date of birth, gender, details of your education, qualifications and employment history, any other personal data which appears in your curriculum vitae or application, any personal data that you volunteer during an interview or your interactions with us, or any personal data which is contained in any reference about you that we receive. Such information may also include special categories of personal data (such as information about your health, any medical conditions and your health and sickness records) and information relating to criminal convictions and offences if that information is relevant to the role you are applying for.
- We may also use your personal data for the purposes of reviewing our equal opportunity profile in accordance with applicable legislation. We do not discriminate on the grounds of gender, race, ethnic origin, age, religion, sexual orientation, disability or any other basis covered by local legislation. All employment-related decisions are made entirely on merit.
Our legal basis for processing
Where we use your personal data in connection with recruitment, it will be in connection with us taking steps at your request to enter into a contract we may have with you or it is in our legitimate interest to use personal data in such a way to ensure that we can make the best recruitment decisions.
We will not process any special (or sensitive) categories of personal data or personal data relating to criminal convictions or offences except where we are able to do so under applicable legislation or with your explicit consent.
Receipt of products and services from our suppliers:
If we have engaged you or the organisation you represent to provide us with products or services (for example, if you or the organisation you represent provide us with services such as IT support, financial advice or advertising services), we will collect and process your personal data in order to manage our relationship with you or the organisation you represent, to receive products and services from you or the organisation you represent and, where relevant, to provide our products and Services to others. The personal data we collect from you may include your Contact Data and any other personal data you volunteer which is relevant to our relationship with you or the organisation you represent.
Our legal basis for processing
It is necessary for us to use your personal data to perform our obligations in accordance with any contract that we may have with you or the organisation you represent, or it is in our legitimate interest to use personal data in such a way to ensure that we have an effective working relationship with you or the organisation you represent and are able to receive the products and services that you or your organisation provides, and provide our products and Services to others, in an effective way.
Business contacts:
If we are engaging with you for a potential collaboration or business opportunity we may process your Contact Data including additional data such as your business card in order to contact you in relation to this opportunity.
Our legal basis for processing
It is in our legitimate interest to use your personal data in such a way to ensure that we have an effective working relationship with you or the organisation you represent for a future business opportunity.
Insight, Data Analytics and retargeting through Cookies:
We and our third-party partners Cookies collect data from the devices that you use to access our sites, our products and Services and any emails that you receive from us. The data that is collected includes Behavioural Data and Technical Data, and certain Profile Data. Please see our Cookie Notice for further information, including details of our third-party partners.
We and our third-party partners use this data to analyse how you use our Site and our Products and Services and the effectiveness of our Site and our Products and Services, including:
- Personalisation: to personalise content, services and communications and target advertising;
- Advertising: to select and deliver advertising and content to you and measure the delivery and effectiveness of such advertising and content (for example, analysing open and click rates);
- to analyse how you use, and the effectiveness of, our sites and our products and Services;
- to count users who have visited our sites or opened an email and collect other types of information, including insights about visitor browsing habits, which helps us to improve our sites, our products and Services and the effectiveness of our emails;
- to measure the effectiveness of our content;
- to learn what parts of our sites are most attractive to our users, which parts of our sites are the most interesting and what kind of features and functionalities our visitors like to see;
- to help us understand the type of marketing content that is most likely to appeal to our visitors and customers; and
- to help us with the selection of future product and service lines, website design and to remember your preferences.
In some of our email messages, we use a “click-through URL” linked to certain websites administered by us or on our behalf. We may track click-through data to assist in determining interest in particular topics and measure the effectiveness of these communications.
Our legal basis for processing
Where your data is collected through the use of non-essential cookies, we rely on consent to collect your personal data and for the onward processing purpose. Please see our Cookie Notice for further details.
In certain circumstances, we may rely on another lawful basis when we use your personal data collected via the use of cookies. For example, where we use personal data collected through the use of essential analytics cookies to analyse how you use our sites, it is in our legitimate interest to use your personal data in such a way to improve our sites and our products and Services.
Marketing communications:
We will process your Contact Data to provide you (or the organisation you represent) with marketing via email, post, telephone, SMS/text. Our marketing will include press releases and information about us, our site, our products and Services, any events we may hold and the offers and promotions we offer from time to time. Our marketing communications will include personalised and non-personalised marketing.
Personalised marketing has been specifically tailored to you and will include content that we think is most relevant to you, based on what we know about you. Non-personalised marketing is marketing that is not tailored to you.
Where we are sending you personalised marketing, we may also use Profile Data, Transaction Data and Behavioural Data to help us decide what sort of personalised marketing to send you (please see the “Insight, Data Analytics and retargeting through Cookies” section for more details).
Our legal basis for processing
It is in our legitimate interest to use your personal data for marketing purposes, for example to decide what marketing content we think may appeal to you.
It is in our legitimate interest to use your personal data to send our marketing to you by post.
We will only send marketing communications to you by email and/or SMS where you have consented to receive such content by email and/or SMS, or where we have another lawful right to send marketing to you using email and/or SMS. For example, in certain circumstances we may rely on our legitimate interest to send marketing by email and/or SMS to consumers who have purchased our products and Services. We may also rely on our legitimate interest to send marketing by email and/or SMS to certain business users of our sites and our products and Services.
Online personalised advertising:
We and our third party partners may use your Behavioural Data and Technical Data and other data that is collected through your interactions with third party websites and services to provide you with, and analyse the effectiveness of, personalised ads when you visit other websites and/or use other services (including the social media and other platforms described in the “Marketing via third party channels” section below).
By “personalised ads”, we mean advertisements for products and services that you have shown an interest in when you have used our Site or which we or our partners otherwise think you might be interested in based on your browsing habits. Note our third- party partners may also use the data that is collected to show personalised ads for products and services offered by third parties.
Our legal basis for processing
Please see the “Insight, Data analytics and retargeting through Cookies” section to learn about the legal basis that we rely on to collect data via the use of Cookies.
Where we use your personal data to display online personal advertising to you, we rely on the consent that you have provided in respect of the collection of such data, or it is otherwise in our legitimate interests to promote our sites and our products and Services to you.
Our third-party partners may rely on a different lawful basis in respect of their use of your personal data. Please read the privacy notice of the relevant third-party provider, as described in our Cookie Notice.
Marketing via third party channels:
We share your email address and other identifiers such as your phone number or device ID (usually in an encrypted or ‘hashed’ form) with third third-party providers of social media platforms and other services, such as Facebook and Google (“Platforms”), so that the third party providers can try to “match” your data with the data of their registered users of their Platforms e.g. via Facebook Custom Audiences and Google Custom Match.
Where there is a successful match, we will display our advertising to you to make suggestions and recommendations to you about goods and services that could be of interest to you when you use the relevant Platform (e.g. on your Facebook newsfeed). This is known as “custom audience” advertising, because we “customise” the audience that we want to reach on the relevant service.
Some of the advertising that you see may be personalised to you. The data that we use to personalise our advertising, such as your Behavioural Data and Technical Data, will not be provided to the third-party providers of the Platforms for this purpose but please see the “Insight, Data Analytics and retargeting through Cookies” section for details of where we may share such data.
This activity is also subject to the privacy choices you have elected to make on such Platforms.
Our legal basis for processing
We will only share your personal data with the third-party providers of the Platforms, so that we can advertise our products and Services to you when you use those Platforms, where you have provided your consent.
Where this activity is undertaken through the use of Cookies please see the “Insight, Data Analytics and retargeting through Cookies” section) to learn about the legal basis that we rely on.
You can opt-out of our sharing of your personal information with the third-party providers by exercising your rights as a data subject as set out below.
Advertising to other people who share similar interests and characteristics to you (or if you are someone that sees such advertising):
We will provide your personal data to third-party providers of Platforms as described in the “Marketing via third party channels” and the “Insight, Data Analytics and retargeting through Cookies” sections. If you are a user of those Platforms, we may ask the third-party providers of those Platforms to find other registered users of their services who share similar interests and characteristics to you, which will be based on information that the third party holds about you and its other registered users.
This is known as “lookalike” audience advertising because we are trying to show our advertising to people who “look like” you.
If you are someone who has seen this advertising on a Social Platform, please note that this activity is based on data that you have provided to the Social Platform (which we do not receive) and is also subject to the privacy choices you have elected to make on such third-party services.
Our legal basis for processing
Please see the ““Marketing via third party channels” section for details of the lawful basis that we rely on to share your personal data with the Platforms.
It is in our legitimate interests to further use your personal data to advertise our products and Services to other individuals that use those Platforms and who share similar interests and characteristics with you.
If you are someone who has seen this advertising on a Platform, it is in our legitimate interests that the Platform uses the data that you have provided to it to advertise our products and Services, although please note that we do not receive this data and you should exercise your rights in respect of such data in accordance with the privacy notice of the relevant Platform.
Aggregation and Anonymisation:
- We may aggregate and anonymise your Profile Data and Behaviour Data, so that we can improve and market our advertising services and monitor the efficacy of our business partnerships.
Our legal basis for processing
We will rely on our legitimate interests to aggregate and anonymise your personal data for the purposes set out above.
