Who does this notice apply to?
This notice applies to you if we process your personal information and you are a prospective or existing customer, an individual that works at a supplier or another organisation that we deal with, a user of our website or someone who is affected by our activities.
When we refer to you or your in this privacy notice, we’re referring to either you as an individual or any organisation that you work for.
When we refer to we, our or us in this privacy notice, we’re referring to Oat Float Limited, trading as Oat Float. For details about our company, please see the “Contacting us” section below.
What’s the purpose of this notice?
This notice explains how we may use personal information we collect before, during and after your relationship with us. It also explains how we comply with the law on data protection and what your rights are.
Data Protection Compliance Manager
Our Data Protection Compliance Manager has overall responsibility for data protection compliance in our business. To contact our Data Protection Compliance Manager please email firstname.lastname@example.org.
What personal information might we collect?
We may collect the following types of personal information about you:
· Contact details: information that allows us to identify and contact you directly such as your name, address, email address and telephone number.
· Payment information: bank account and payment card details that you provide to us.
· How you use our website: we collect information about the pages you look at and how you use them, user names and passwords.
· Responses to surveys, competitions, reviews and promotions: we keep records of any surveys you respond to or your entry into any competition or promotion we run or your product reviews. This may include your name, age, living status and gender.
· Details of your performance: when working with or for us or in relation to any project or work we are engaged in.
· Videos, photographs and audio recordings: which you or other people take and provide to us or we take ourselves.
· Details of the correspondence (including e-mail correspondence) you send and receive from us: this includes letters and emails, SMS, MMS and other electronic communication and may in some cases include audio recording of telephone conversations.
· Subscription information: for example when you subscribe to one of our blogs or other materials.
· IP address information: your computer's IP address allows us to track your usage of our website.
Particularly sensitive personal information
We do not generally collect, store and use the following more sensitive personal information about you:
· information about your race or ethnicity, religious beliefs, sexual orientation and political opinions;
· information about your trade union memberships;
· information about your health, including any medical condition, health and sickness records, medical records and health professional information; and
· biometric information about you, for example fingerprints, retina scans.
If we do collect any such sensitive personal information (e.g. if you tell us you have a particular allergy or food intolerance or if you post a photo to our site which shows your ethnicity), we do not currently rely on consent as a basis for processing that information.
We will also not collect, store and use any criminal records information in relation to you.
Where do we collect your personal information from?
We collect personal information from a number of sources. These may include the following:
· Directly from you: when you visit the Oat Float, use our website, enter our competitions, surveys and promotions, make a claim, make a complaint, contact us by phone, email or communicate with us directly in some other way.
· From referrals and recommendations: usually given by other people who know you or have a working relationship with you.
· Our website: provides us with information about how you use it and the devices that you use to connect to it.
· Providers of information: which may include LinkedIn and other social media platforms.
· Your employer or the organisation you work for (e.g. if you work at one of our suppliers or are collaborating with us in any way): they may provide us with your name, position, contact details and background information about you.
· The Government, local authorities or relevant regulators: in connection with the operation of our business or compliance more generally, for example the Information Commissioner's Office or applications to the local authority (e.g. for licensing).
We will also collect additional personal information throughout the period of our relationship with you.
If you are providing information regarding other individuals to us, it is your responsibility to ensure that you have the right to provide the information to us.
If you are providing us with details about other individuals they have a right to know and to be aware of what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them. They also have the same rights as set out in the “Your rights in relation to personal information” section below.
What do we use your personal information for?
The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this. Which will apply will depend upon the nature of your relationship and interactions with us.
For some of your personal information you may have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to properly perform our contract with you or the organisation you represent or comply with legal obligations and we may have to terminate our relationship. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our arrangements with you or the organisation you represent.
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below. We will generally only ask for your consent to directly market to you.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide marketing information to you.
We may anonymise and aggregate any of the personal information we hold (so that it does not directly identify you). We may use anonymised and aggregated information for purposes that include testing our IT systems, research, data analysis, improving our site and developing new products and services.
Who do we share your personal information with?
We do not sell, rent or trade your data.
We may however share personal information with the following parties for the following purpose (where relevant):
· Other companies in our supply chain: so that they can contact you about any issues in the supply chain or where your personal information is relevant to a subcontractor or party above us in the supply chain.
· Third parties who ask for or want referrals: we may provide your details to a third party who is seeking services/products which are the same or similar to those that you provide.
· Marketing and public relations companies: to help us to develop, carry out and assess marketing and PR campaigns (e.g. Wix Email Marketing).
· Other service providers and advisors to us: such as companies that support our IT, process payments, send communications to our customers, help us analyse the data we hold, provide us with professional advice and generally help us deliver our products and services to you or the organisation that you represent or for us to purchase them from you or the organisation you represent.
· Purchasers of our business: buyers or perspective buyers to whom we sell or negotiate to sell our business.
· The Government, local authorities, planning authorities or relevant regulators: where we are required to do so by law or to assist with their investigations, for example the Information Commissioner's Office.
· Police, law enforcement agencies and security services: to assist with the investigation and prevention of crime and the protection of national security.
We also use Google Analytics which sets cookies to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website and blog, where visitors have come to the website from and the pages they visited. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.]
We may provide third parties with aggregate statistical information and analytics about users of our products and services but we will make sure no one can be identified from this information before we disclose it.
We do not disclose personal information to anyone else except as set out above unless we have your consent or we are legally obliged to do so.
Email, post and SMS marketing: from time to time, we may contact you by email, post or SMS with information about our next visit to your street or to products or services we believe you may be interested in.
We will only send marketing messages to you in accordance with the marketing preferences you set when you create your account on the website or that you tell us that you are happy to receive or where you or the organisation you represent have purchased similar services or goods from us previously.
You can then let us know at any time that you do not wish to receive marketing messages by sending an email to us at email@example.com or by using the by using the details set out in the “Contacting us” section below. You can also unsubscribe from our marketing emails by clicking on the unsubscribe link in any marketing messages we send to you.
Transferring your personal information internationally
Some of our suppliers as mentioned in the “Who we share your personal information with” section above are located outside of the UK and European Union. Currently they are located in Israel and the USA. Where we transfer your personal data outside of the UK or EU to such suppliers for the purposes described in this privacy notice, your personal information will continue to be subject to one or more appropriate safeguards set out in law.
If you would like more details on the arrangements for any of the above then please contact us at firstname.lastname@example.org.
How long do we keep your personal information for?
We will keep your personal information for as long as is necessary for the purpose for which it has been obtained and then for as long as there is any risk of a potential claim, which will be dependent upon the limitation period for the particular type of claim. We have set out below the main retention periods which will apply:
· For customers and individual contacts at customers and suppliers this will be for as long as we continue to have a relationship with that customer or supplier and then for a period of  years afterwards.
· For marketing contacts it will generally be a period of 3 years after we were last in contact with you.
· For website users it will generally be a period of 3 years after you used our website.
· For individuals seeking information, making complaints or otherwise corresponding with us it will generally be 6 years from the last communication you have had with us.
· For individuals attending an event it will generally be a period of 3 years after the event.
Before we delete your data, we may contact you to notify you.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you move position or work for a different organisation or change your phone number or email address. you can contact us by using the details set out in the “Contacting us” section below.
We have numerous security measures in place to protect the loss, misuse and alteration of information under our control, such as passwords and firewalls. We cannot, however, guarantee that these measures are, or will remain, adequate. We do, however, take data security very seriously and will use all reasonable endeavours to protect the integrity and security of the personal information we collect about you.
Your rights in relation to your personal information
You have the following rights in relation to your personal information:
· the right to be informed about how your personal information is being used;
· the right to access the personal information we hold about you;
· the right to request the correction of inaccurate personal information we hold about you;
· the right to request the erasure of your personal information in certain limited circumstances;
· the right to restrict processing of your personal information where certain requirements are met;
· the right to object to the processing of your personal information;
· the right to request that we transfer elements of your data either to you or another service provider; and
· the right to object to certain automated decision making processes using your personal information.
Please note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. However some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
Changes to this Notice
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this notice. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
If you have a query or complaint in connection with the information we hold about you, please email email@example.com or write to us at Oat Float Limited, 16 Nottingham Road, Bristol, England, BS7 9DH.