Throughout this policy OutBritain Ltd and OutScotland Ltd will be collectively referred to as "we", "us" and "our".
How we use your information
We are extremely careful with the personal information you provide.
We use your personal data for the following purposes:
To provide you with the products and services you have requested
We use your personal data to accept you as a new or returning customer, member, or sponsor and to provide you with the products and services you have requested.
To send you service communications
We use the contact details you have provided to us so that we can communicate with you about the products and services that we provide, including to let you know about changes to those products and services or to any related information.
Direct marketing (including by third parties)
We may use your contact details to send you direct marketing and keep you informed of promotional offers by email, SMS, post or telephone relating to our products and services.
You can unsubscribe from our direct marketing at any time by contacting us at email@example.com
To track your usage of our website, communications, products and services
To provide and improve customer support
We use your personal data to be able to provide and improve the customer support we provide to you (for example, where you have questions about our products and services).
To maintain our records and improve data accuracy
Like any business, we process personal data in the course of maintaining and administering our internal records. This includes processing your personal data to ensure that the information we hold about you is kept up to date and accurate.
To respond to enquiries, complaints and disputes
We use the personal data we hold about you to help us respond to any enquiries or complaints you have made, or deal with any dispute which may arise in the course of us providing our products and services to you, in the most effective manner.
To investigate, detect and prevent fraud and comply with our legal obligations
In certain circumstances, we use your personal data only to the extent required in order to enable us to comply with our legal obligations, including for fraud detection, investigation and prevention purposes. This may require us to provide your personal data to law enforcement agencies if they request it.
Legal grounds for processing
Data protection law requires us to only process your personal data if we satisfy one or more legal grounds. These are set out in data protection law and we rely on a number of different grounds for the processing we carry out. These are as follows:
When we have your consent
In certain circumstances, we process your personal data after obtaining your consent to do so for the purposes of:
- sending you marketing communications about our products and services;
- sharing your name, email address, postal address and telephone number with our trusted business partners so that they may market to you about their own similar products and services;
- conducting marketing research;
- obtaining your credit score so that we can establish the best possible payment terms we are able to offer to you
When it is necessary for the performance of a contract and/or to comply with our legal obligations
It is necessary for us to process your basic contact details, payment details and information about the business you represent for the performance of the Trading Terms or Terms of Trading between us. In particular, we rely on this legal ground to:
- provide you with products and services;
- communicate with you about the products and services that we provide to you, including to let you know about major changes to those products and services or to the Trading Terms or Terms of Trading between us or to any related information;
- provide and improve customer support; and
- notify you about changes to our service
If you choose not to give some or all of the aforementioned information to us, this may affect our ability to provide our products and services to you.
In certain circumstances, we also use your personal data only to the extent required in order to enable us to comply with our legal obligations, including to detect, investigate and prevent fraud.
Necessary for the purposes of our legitimate business interests or those of a third party
It is sometimes necessary to collect and use your personal data for the purposes of our legitimate interests as a business, which are to:
- provide you with products and services that are as useful and beneficial as possible, including by personalising our contact with you and making sure we tell you about all the offers that are relevant to you;
- better understand our customer base so that we can improve our products and services and marketing activities (which could also benefit you);
- comply with our contractual obligations to third parties;
- develop and improve our Site to enhance the customer experience;
- train our staff so that we can provide you with a better customer service;
- respond to any enquiries or complaints you have made, or deal with any dispute which may arise in the course of us providing our products and services to you; and
- to ensure that content from our Site is presented in the most effective manner for you and for your computer;
- ensure effective operational management and internal administration of our business, document retention, compliance with regulatory guidance and exercise or defence of legal claims.
Where we think there is a risk that one of your interests or fundamental rights and freedoms may be affected we will not process your personal data unless there is another legal ground for us to do so (either that we have obtained your consent to the processing or it is necessary for us to perform our contract with you or to comply with our legal obligations).
How we collect and store your information
There are 2 main ways that we collect data.
1) When you visit our website
2) When you complete our Registration Form
We’ve explained what data we collect, where and how it is stored and who has access to it in each scenario below.
1) When you visit our site
When you visit outbritain.co.uk, or outscotland.co.uk Google Analytics will record usage information automatically.
Google Analytics anonymises all user data it collects, meaning that none of your personal information is recorded.
You can prevent Google Analytics from recording any data by installing the Google Analytics Opt-out Browser Add-on.
2) When you complete our Registration Form
If you complete our Rgistration Form you will be asked to submit the following information:
- Your name (Required answer)
- Your email address (Required answer)
- The City & Country where you live (Required answer)
- The name of the Company you work for and the number of employees (optional)
- Your telephone number (optional)
Where is this information stored and who has access to it?
What happens if you do not provide the personal information requested in our Registration Form?
If you do not provide some or all of the information requested on our Registration Form you may not be able to submit the Form or we may not be able to reply to your query or complete your registration.
Who we share your personal data with
We may provide your personal data to our suppliers and service providers, including other companies in our group, who provide certain business services for us and act as “processors” of your personal data on our behalf. In addition, we may disclose your personal data if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to protect the rights, property, or safety, of our business, our customers or others. This includes, in specific cases, exchanging information with other organisations for the purposes of fraud protection.
How long we keep your personal data for
We retain your personal data for no longer than is necessary for the purposes(s) for which it was provided. What this means in practice will vary between different types of data. When determining the relevant retention periods, we take into account factors including:
- legal obligation(s) under applicable law to retain data for a certain period of time;
- statute of limitations under applicable law;
- potential or actual disputes; and
- guidelines issued by relevant data protection authorities.
Otherwise, we securely erase your personal data from our systems when it is no longer needed.
You have the following rights regarding your personal data:
1. Rights to be informed
2. Right of access
3. Right to rectification
You are entitled to have your personal data corrected if it is inaccurate or incomplete.
4. Right to erasure
This is also known as ‘the right to be forgotten’ and, in simple terms, enable you to request the deletion or removal of your personal data where there is no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
5. Right to restrict processing
You have the right to ‘block’ or supress further use of your personal data in certain circumstances. When processing is restricted, we can still store your personal data, but may not use it further.
6. Right of data portability
You have the right to obtain and reuse your personal data in a structured, commonly used and machine-readable format in certain circumstances. In addition, where certain conditions apply, you have the right to have such information transferred directly to a third party.
7. Right to object to processing
You have the right to object to us processing your personal data for our legitimate business interests or for direct marketing purposes (including in each case any related profiling).
8. Right to withdraw consent to processing
If you have given your consent to us to process your personal data for a particular purpose (for example, direct marketing), you have the right to withdraw your consent at any time (although if you do so, it does not mean that any processing of your personal data up to that point is unlawful).
9. Right to make a complaint to the data protection authorities
You have the right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy with how we have handled your personal data or believe our processing of your personal data does not comply with data protection law.
How to contact us
How to access the information we hold about you
Please contact us to request access to your personal information. If you believe that any information we hold about you is incorrect or incomplete, please contact us as soon as possible, we will promptly correct any information found to be incorrect.
You can request that all personal information you have provided via the Registration Form be permanently deleted at any time.
- Via email: firstname.lastname@example.org
- Or write to: OutBritain/OutScotland Privacy, 101 Rose Street Lane South, Edinburgh, Scotland, UK, EH2 3JG
Please allow up to 21 days for us to respond to your request.