1. General Information
1.2 Changes to this privacy notice
This policy was last updated on 22 May 2018
2. Data Protection Officer
We are a data controller of your personal data, and provider of your product or services.
As a company we have less than five employees and are neither a public authority nor carrying out large scale monitoring of individuals or processing of sensitive or criminal data and, as such, have not appointed an official Data Protection Officer.
All queries around GDPR and the processing of Personal Data should be addressed to firstname.lastname@example.org adding 'GDPR Enquiry' to the subject line.
3. What kinds of personal information about you do we collect?
3.1 Personal Data
“Personal data” means any information that identifies any person, that you provide to us during a trail period, after you subscribe, or that is provided to us in connection with any of the products and services that we provide.
For our purposes, “personal data” does not include any information about you that is not directly related to your job role, such as your home address, home email or home telephone number.
3.2 Information you provide
Your personal data includes the information you provide, or that you authorise someone else to provide, when you –
enter into an agreement with us for any of our products and services;
enquire about our products and services; or
sign up to our newsletters and bulletins.
Personal information that we process in connection with all our products and services, if relevant, includes:
Business contact details, such as title, full name, organisation address, email and phone
Company information, including company name, contact details and address,
Records of your contact with us such as via the phone and/or email
Products and services provided by us, as well as have been interested in
We do not collect or process special categories of data (sensitive data) as defined under Article 9 of the GDPR or any personal data from anyone under the age of sixteen. Products and services provided by us are directed at employees of public sector organisations and not to children under the age of sixteen.
3.3 Information we collect for statistical purposes
We may monitor when you read our emails, newsletters and bulletins to help us improve the information we send and to understand customer behaviour.
We do not collect personal data via analytics about your personal website usage of our corporate website or of The Benefits Directory, instead we gather analytical data about things like IP addresses, website visits, page visits etc at organisational level.
3.4 Information we collect for Marketing purposes
We may collect personal information about you from your employer for the purposes of contacting you directly for marketing purposes. We may contact you by phone, email or post to let you know about our products and services which may be of interest to you.
We will only contact you in this way where we have a legitimate business reason for doing so or where we are otherwise entitled in law to do so.
If you would like us to stop contacting you, or providing you with newsletters, just contact us using the details below. Please note that this may take up to five working days to take effect.
3.5 Cookie Information
We collect data listing which of our pages are most frequently visited and by how many users and from which countries via Google Analytics. We use these statistics to improve the website e.g. so the most useful information is easy to find.
You can turn cookies off, either totally or just on a per site basis. For more information about cookies and managing them, including how to turn them off, please visit www.allaboutcookies.org/cookies/
3.6 Legal requirements
We may use your personal data to comply with any legal obligations to which we are subject. We will periodically check that the personal data we hold about you is accurate and up to date.
4. What is the source of your personal information?
We'll collect personal information from the following general sources:
From you directly, through calls, email requests or enquiry forms;
Trade shows and events;
Training courses, webinars and seminars;
Information generated about you when you use our products and services or sign up for our newsletter;
Information held publicly about you on your organisations website;
Direct enquiry to your organisation.
5. What do we use your personal data for?
We collect and use your personal data for a variety of reasons; all of which have a legitimate business interest. We need your personal data to enter into and to perform our contract with you, without your data we will not be able provide our service to you.
We collect your personal data for the following purposes -
Manage the product or service you have with us;
Perform and/or test the performance of our products, services and internal processes;
Improve the operation of our business;
Management and auditing of our business operations including accounting;
Monitor and keep records of our communications with you and our staff;
Identify relevant interested individuals or organisations for our services;
Provide relevant information about updates to our services;
Offer personalised marketing information about relevant products and/or services;
Share relevant industry news;
Market research and analysis and developing statistics;
Direct marketing communications and related profiling to help us to offer you relevant products and service, including deciding whether or not to offer you certain products and service. We'll send marketing to you by email, phone, post and business media. Offers may relate to any of our products and services such as training and consultancy, as well as any other offers and news we think may be of interest to you;
Develop new products and services and to review and improve current products and services;
Comply with legal and regulatory obligations, requirements and guidance.
6. Who do we share your personal information with?
We may share information with the following third parties for the purposes listed above:
Associates contracted by us to provide some of our services, i.e. account management, training and consultancy
Other organisations and businesses who provide services to us such as back up and server hosting providers, IT software and maintenance providers, document storage providers and suppliers of other back office functions
Governmental and regulatory bodies such as the DWP, HMRC, and the Information Commissioner's Office; only where required to do so under a legal obligation
We DO NOT share your personal data with any other third parties in ANY circumstances unless it is required by regulation or we have obtained your specific consent to do so.
Where we are relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the details below.
7. How long do we store your data for?
We only store your data for as long as necessary for the purposes of the processing set out in this policy.
When you cancel your membership to The Benefits Directory, it is necessary that we retain any personal data processed for the purposes of invoicing and billing for as long as is legally required by HMRC; for all other purposes we will delete your personal data within twelve months.
If you are signed up to newsletters and bulletins, cancelling your membership to The Benefits Directory will not cancel marketing communications.
8. What to do if you want to tell us about changes in your personal data or unsubscribe from marketing communications
If your personal information changes or you would like to unsubscribe from newsletters and bulletins you can tell us by sending an email to email@example.com, we will then update your records within five working days
9. Do you have to provide your personal information to us?
We are unable to provide you with our products or services if you do not provide certain information to us. In cases where providing some personal information is optional, we'll make this clear.
10. What are your rights?
Here is a list of the rights that all individuals have under data protection laws. They don't apply in all circumstances. If you wish to use any of them, we'll explain at that time if they are engaged or not.
The right to be informed about the processing of your personal information;
The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed;
The right to object to certain purposes for processing, in particular to data processed for direct marketing purposes and to data processed for certain reasons based on our legitimate interests. To exercise these rights, you can contact us by sending an email to firstname.lastname@example.org.
The right to restrict processing of your personal information;
The right to have your personal information erased (the “right to be forgotten”);
The right to request access to your personal information and to obtain information about how we process it;
The right to move, copy or transfer your personal information (“data portability”);
Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you;
You have the right to complain to the Information Commissioner's Office which enforces data protection laws: https://ico.org.uk/.
Other contact information - Contact us
11. Security and data storage
We take security and privacy seriously. We endeavour to take all reasonable steps to keep your personal data secure once it has been provided to us. We adopt industry standard data collection, storage and processing practices and security measures to protect against unauthorised access, alteration or disclosure.
Where we utilise third parties to help provide our services, we always ensure that the security policies and confidentiality arrangements of those third parties adhere to the same requirements we ourselves impose and expect as a minimum!
Where we have given you a password which enables access to The Benefits Directory you are responsible for keeping this password confidential. We ask you not to share this password with anyone.
12. Legal Information
LA Directories Limited is a company registered in England and Wales. Company number - 4795818
VAT Number - GB 243 4110 50. Registered Office: New Derwent House, 69-73 Theobalds Road, London, WC1X 8TA. Business address: 55 Brackendale Gardens, Upminster, Essex, RM14 3UU.