PRIVACY POLICY

INTRODUCTION

 

This policy applies to Regularity and, as the context requires, (herein after referred to below as “Regularity”, "we", "us" and "our"). When we mention “Regularity”, “we”, “us” or “our” in this privacy policy. Where you have entered into a contract with Regularity, we will be the data controller for the purposes of the applicable data protection laws in relation to your personal data.

 

When we refer to “you” or “your” in this policy, we are referring to any individual in respect of whom we process personal data as a controller which may include where:

• You are a customer or prospective customer of ours who has purchased, or is looking to purchase, any of our products and/or services;

• You otherwise use and/or access any of our products and/or services;

• You visit our website(s) and/or apps; and/or

• You communicate with us by phone, email or otherwise.

 

WHAT THIS POLICY APPLIES TO

 

Regularity respects your privacy and is committed to meeting our legal obligations when it comes to protecting your personal data, including how and why we collect and use your data, and how we safeguard your personal information. This privacy policy will inform you as to:

• the types of personal data that Regularity may collect

• why Regularity may collect and use your data

• when and why, we will share personal data within Regularity and other organisations

• the rights and choices you have when it comes to your personal data

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WHAT THIS POLICY DOES NOT APPLY TO

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This policy does not apply to other organisations’ websites, apps, products, services and social media accessed from our websites and/or apps. When you leave our website(s) and/or apps, we encourage you to read the privacy policies and/or notices of every website and app that you visit. We do not accept any responsibility or liability for the privacy policies or notices on third-party websites or apps. Please check these policies before you submit any personal data to these websites or apps.

 

WHAT DATA WILL WE COLLECT?

 

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you (“Personal Data”). Personal Data, or personal information, means any information about an individual from which that person can be identified for example name, address, date of birth, bank account number etc.

 

It does not include data where the identity has been removed (which is known as anonymous data). There are different ways in which we collect your information both directly from you and from third parties.

 

For example:

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Information we receive directly from you:

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When you register your interest in a service, use and/or purchase products and/or services from us, or contact us with queries, we may ask you to give us, where necessary, personal and contact details including your name, address, email address, phone number, gender and date of birth, as well as your financial details including your bank account, payment method, and credit card number. 

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When you write to us, talk to us on the phone, email or communicate with us via electronic messaging (such as SMS or live chat tools), we may collect personal and contact details including your name, address, phone number, email address, as well as any other information that you provide to us via such communications.

 

If you are invited to participate in our customer surveys which will help us provide you with improved services, we will collect the information you provide to us including your name, phone number, email address and information about how you use our website, apps, products and/or services.

 

When you provide commercial services to us, we may ask you to give us, where necessary, personal and contact details including your name, address, phone number, as well as your financial details including your bank account, and payment method.

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Information we collect about you when you use our products and services:

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When you visit our website(s) and/or apps, we’ll use cookies and similar tracking technologies (which are stored on your device(s) – your laptop, mobile phone, tablet etc.) to track the activity on our website and to collect information about your use of our online services.

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Cookies are files with small amounts of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, scripts to collect and track information and to improve and analyse of website.

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You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our website.

 

 

Examples of Cookies we use:

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• Session Cookies: We use Session Cookies to operate our website.

• Preference Cookies: We us Preference Cookies to remember your preferences and various settings.

• Security Cookies: We use Security Cookies for security purposes.

 

Usage Data

 

We may also collect information on how our website(s) and/or apps are accessed and used (“Usage Data”) This Usage Data may include information such as your computers Internet Protocol address (IP Address), browser type, browser version, the pages of our website(s) that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

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WHY WE MAY COLLECT DATA ABOUT YOU

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There are many reasons why we may legitimately collect and process your personal information and data, including:

 

Contractual Obligations

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We may process your personal information where it is necessary either to take steps at your request before entering into a contract with you for the provision of our products and/or services, or to perform our obligations under that contract.

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Examples of these situations include:

• To provide you with a quote for our products and/or services.

• To process your orders for our products and services and to bill you for the same.

• To provide you with the products and services you have ordered from us.

• To respond to any questions or complaints you may have regarding our products and/or services.

• To administer, operate, facilitate and manage the products and services Regularity provides to you.

• To analyse your data for the purpose of improving your experience of our products and services.

• To contact you or, if applicable, your designated representative(s) by post, telephone, electronic mail, etc., in connection with your account.

• To provide you with information relating to our products and/or services.

 

Examples of your personal information that we may process under this legal basis include:

• Your contact details, including name, address, phone number, date of birth, email address, and other information needed to confirm your identity and your communications with us.

• Your communications with us, such as calls, emails and electronic messaging (such as SMS or live chat tools).

• Your payment and financial information.

• Details from the products and/or services we have provided to you.

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Legal Compliance

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If the law or any regulator in any competent jurisdiction requires us to, we may need to collect and process your data and provide this to any such regulator. However, we would need to be satisfied that a request for information is lawful and proportionate and we would need appropriate assurances about security, how the information is used and how long it is kept.

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Legitimate Interest

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We may also use your personal data where it is necessary to pursue our legitimate interests (or those of a third-party) but only in a way which might reasonably be expected as part of running our business and only where such interests are not overridden by your fundamental rights, freedoms or interests.

 

We may process your Personal Data under this basis to understand how customers use our service, maintain and develop our service provision, to grow our business and for training and quality purposes. We may also process your personal data under this basis for the legitimate running of our business, to facilitate our internal business operations including assessing and managing risk, to manage our business and financial affairs and to protect our customers, employees and property. It is in our interests to ensure that our processes and systems operate effectively and that we can continue operating as a business.

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We may also use your personal information for the legitimate interest of helping to prevent and detect crime and fraud and to prevent and detect criminal attacks on our network or against our equipment.

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Examples of the personal information that we may process under this legal basis include:

• Your contact details and other information to confirm your identity and communications with us. This includes your name, address, phone number, date of birth, email address and other information needed to confirm your identity and your communications with us.

• Your payment information.

• Information from fraud prevention agencies.

• Details from the products and services we have provided to you.

 

Consent

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We may request your consent in order to send marketing communications regarding our services and/or products via our apps, website or otherwise. However, if we do so, you have the right to withdraw your consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw your consent. Please note that if you do withdraw your consent, we may not be able to provide certain information, products or services to you.

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WHO DO WE SHARE YOUR INFORMATION WITH?

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Where we share your information with third parties, they will process your information either as a data controller or as our data processor, and this will depend on the reason for our sharing your personal data with them. We will only share your personal data in compliance with the applicable data protection laws and regulatory compliance and only for the purposes set out within this policy.

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We require all third parties with whom we share your personal data to respect the security of your Personal Data and to treat it in accordance with the law. Other organisations with which we may share your information include:

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Service Providers

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We may employ third-party companies and individuals to facilitate the delivery of our products and/or services, to provide products and/or services on our behalf or to assist us in analysing how our products and/or services are used. These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

 

Other third parties

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We may share your personal information with the following:

• Professional advisers including lawyers, bankers, auditors and insurers.

• Regulators and other authorities who require reporting of processing activities in certain circumstances.

• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

 

We do not sell or share your personal information and/or data to or with third parties for direct marketing purposes.

 

Analytics

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We may use third-party Service Providers to monitor and analyse the use of our website(s).

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Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our website(s). This data is shared with other Google Services. Google may us the collected data to contextualise and personalise the ads of its own advertising network. 

 

You can opt-out of having made your activity on our website(s) available to Google Analytics by installing the Google Analytics opt-out browser add-on.

 

The add-on prevents the Google Analytics JavaScript (ga.js, analytics.js, and dc.js) from sharing information with Google Analytics about visit activity.

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For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/privacy?hl=en

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TRANSFER OF DATA

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The data and information that we collect, and process may be transferred to and maintained on computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction. If you are located outside of the United Kingdom and choose to provide information to us, please note that we transfer the data, including Personal Data, to the United Kingdom and process it there.

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Regularity will take all reasonable steps necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and that no transfer of your Personal Data will take place to an organisation or country outside of the UK unless there are adequate controls in place including the security of your data and other personal information.

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In the event that we transfer your information to countries outside the UK, we will only do so where:

• the UK Government has decided that the country to which we are transferring your data is deemed to provide an adequate level of protection for your information, or

• we have entered into a contract with the organisation, entity or individual with whom we are sharing your data and/or information on such terms as approved by the UK Government or the ICO to ensure your information is adequately protected.

 

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

 

HOW WE PROTECT YOUR DATA

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The security of your information is important to us but remember that no method of transmission over the internet, or method of electronic storage is 100% secure. We take all reasonable steps to protect your personal information. However, we cannot guarantee the security of any data you disclose on-line. You accept the inherent security risks of providing information and dealing on-line over the Internet and will not hold us responsible for any breach of security unless this is due to our negligence or wilful default.

 

HOW LONG WE KEEP YOUR INFORMATION

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By providing you with products or services, we create records that contain your Personal Data, and we will keep your information for as long as you are a customer of Regularity. Records can be held on a variety of media (physical or electronic) and in a number of formats.

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We manage our records to help us to serve our customers and to comply with legal and/or regulatory requirements. Records help us demonstrate that we are meeting our responsibilities and provide evidence of our business activities.

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Retention periods for records are determined based on the type of record, the nature of the activity, product or service, applicable local legal or regulatory requirements. Retention periods may be changed from time to time based on business or legal and regulatory requirements. However, we will only retain your personal data for as long as is reasonably necessary to fulfil the purposes for which we collected it.

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We may, on exception, retain your information for longer periods, particularly where we need to withhold destruction or disposal based on an order from any courts of competent authority, or in relation to an investigation by law enforcement agencies or regulators. This is intended to make sure that we can produce records as evidence, if needed to those respective authorities.

 

CHANGES TO THIS PRIVACY POLICY

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We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. We will let you know via email and/or a prominent notice on our website, prior to the change becoming effective and update the “effective date” at the top of this Privacy Policy.

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You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

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LODGE COMPLAINTS

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If you wish to raise a complaint on how we have handled your information, you can contact us, and we will investigate the matter. 

 

CONTACT US

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If you have any questions about this Privacy Policy, please contact us by email at privacy@regularity.co.uk