Privacy Policy

ABOUT US

This Privacy Notice relates to the personal data you may give over this website and other data we collect. We are the data controller named in the Contact Us section.

THE PERSONAL DATA WE COLLECT FROM YOU

We collect the personal data you provide us when you contact us and visit the site.

You have the right to know what we have by asking us (see Contact Us and your Rights below).

We also collect the following personal data from you:

  • information when you fill in a contact form online, if applicable
  • information you provide when you telephone us about your enquiry, ask any questions, or any other reason
  • information you put in any emails to us for any reason including your email address
  • information when you hand a business card to us
  • information you provide when you interact via social media channels.

USING YOUR DATA TO FULFIL THE CONTRACT

To fulfil the request or contract we use your data to decide whether to allocate you brochures, materials or products, manage and track your request or order, update you on progress, generate delivery notes and invoices, process payments and administration generally. We may have to use third parties to help us achieve these aims in accordance with our legitimate interests (see below).

SHARING WITH OTHERS TO DELIVER THE CONTRACT AND FOR LEGITIMATE INTERESTS

To help us fulfil the request or contract we share your data with these parties for the reasons below as it is in our legitimate interests to do so having taken into account all relevant factors around your privacy. If we do not engage these external contractors our prices would have to increase as we would have to engage more staff and buy more infrastructure. We require them to be GDPR compliant and enter data processor contracts with us or ensure their contracts make appropriate statements.

We use an outside party to deliver the brochures, materials or products ordered and they may be one of a number and/or may change from time to time. We will communicate who they are at the time they are going to deliver.

Our external email provider processes all our incoming and outgoing emails. Email is how we confirm and manage your order, manage the security of access and passwords on your account and deal with any enquiries and complaints.

We may occasionally use other outside parties to help deliver the contract. These providers may change over time so if you continue to use us or keep in contact with us you will be dealing with us on our updated Privacy Notice. We will endeavour to notify you of any changes but this may not be possible. Our current Privacy Notice provides the date it came into force.

Who else we share your personal data with for legitimate interest reasons

We share your personal data with the following parties for reasons of legitimate interest:

  • we use third party vendors who help us to manage and maintain the IT infrastructure, website, payment services or linked services
  • we use logistics and delivery providers who enable us to deliver products you request or order on our websites
  • we use professional advisors, such as lawyers, accountants, debt collectors and consultants.

ADDING DATA TOGETHER

In order to help us to be efficient with the personal data we have about you we will combine the data we get from the following sources or interactions with you or third parties:

  • any paper based documents you have or do provide us with
  • data you provide over the telephone (including any text or other messages) and other sources.

RETENTION OF DATA

We will keep your data for 24 months after the request if it does not lead to any order, and if it does for 10 years after the year of order so we can comply with contract law issues, product liability issues, insurance issues, company law obligations, record keeping for accounting and tax audits. If there are any complaints or questions on product liability or insurance issues we will keep your data for 6 years after the matter is dealt with. We may hold onto data when there are legal reasons to retain it.

WHERE WE PROCESS YOUR PERSONAL DATA TO FULFIL:

  • your request or a contract with you, we will process such personal data until we fulfil that request or contract and for so long thereafter as may be necessary to keep a record of that request or contract, which typically will be 24 months for a request and for a contract 10 years, and to deal with any complaints or claims relating to that request or contract, which will be until the final resolution of such complaints or claims (having regard to the nature of any potential claims and the limitation of liability periods that apply to them); or
  • a legal obligation (such as anti-money laundering, tax and accounting obligations), we will process such personal data for so long as necessary to fulfil that obligation.

WHERE WE PROCESS YOUR PERSONAL DATA BASED ON:

  • our legitimate interest, we will process such personal data for so long as necessary to achieve that legitimate interest, which will typically be for 10 years after we collect your personal data or the last time we use your personal data (or longer in relation to any legal claims that might arise having regard to the nature of any potential claims and the limitation of liability periods that apply to them); or
  • your consent, for example, to send you marketing information, we will process such personal data until you withdraw that consent. Please bear in mind that it may take a short time to process any withdrawal of your consent. We aim to do this as soon as reasonable after receipt of your request, although you may still receive emails that are already in process around the time of your withdrawal.

MARKETING

We will use your personal data only to market to you in line with your permissions given to us. This may include our marketing and promotional materials for services, products, surveys, competitions, events and other activities we think useful to you:

  • by email to the address provided. We may promote our products to you by email until you unsubscribe. The unsubscribe option will be present in any marketing email we send. We may send you our marketing by email as you have bought goods from us
  • by telephone to the numbers provided. Please help us by telling us of any changes to your numbers so we can keep our records up to date and deliver you the relevant service
  • by text and picture message to the numbers provided. Please help us by telling us of any changes to your numbers so we can keep our records up to date and deliver you the relevant service
  • by post to the address we have at any time. Please help us by telling us of any changes to your addresses so we can keep our records up to date and deliver you the relevant service.

We may wish to send you offers from selected third parties from time to time if you have given us permission. You can withdraw your consent at any time.

YOUR RIGHTS REGARDING YOUR PERSONAL INFORMATION

Data privacy laws provide you with a number of rights over your personal information.

You may be entitled to:

  • ask us for access to the personal information we hold about you
  • request the correction and/or deletion of your personal information
  • request the restriction of the processing of your personal information, or object to that processing
  • withdraw your consent to the processing of your personal information (where we are processing your personal information based on your consent)
  • request for the receipt or the transfer to another organisation, in a machine-readable form, of the personal information that you have provided to us
  • complain to your local data protection authority if your privacy rights are violated, or if you have suffered as a result of unlawful processing of your personal information.

If you would like to exercise your rights, please let us know by getting in touch with us as set out in the Contact us section below.

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis that allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

CONTACT US

If you have any questions please contact us:

You can contact Information Commissioner’s Office, Email: enquiries@itspublicknowledge.info

Or by Post: Scottish Information Commissioner, Kinburn Castle, Doubledykes Road, St Andrews, Fife, KY16 9DS

Our Cookie Policy

How we use cookies on this Web site

This site uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”).  

Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyze how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States.

Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage.  Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. 

Google will not associate your IP address with any other data held by Google.  

You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website.  

By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

What is a Cookie?

A cookie is a message given to a web browser by a Web server. The message is then stored by the browser in a text file called cookie.txt. Each time the browser requests a page from the server, this message is sent back. A cookie’s main objective is to identify users and personalise their visit by customising web pages for them for example by welcoming them by name next time they visit the same site. A site using cookies will usually invite you to provide personal information such as your name, e-mail address and interests.

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