LEGAL BASIS WE RELY ON
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
In specific situations, we can collect and process your data with your consent. For example, if you tick a box to receive email newsletters.
When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.
In certain circumstances, we need your personal data to comply with our contractual obligations. For example, if you email us regarding system maintenance, we’ll collect the address or asset operator details and securely share them with our engineer(s) in order to complete the works.
If the law requires us to, we may need to collect and process your data. For example, we can pass on the details of people involved in fraud or other criminal activity affecting the group to law enforcement.
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example, from time to time we use tracking software to identify behaviour trends and visitor journeys on our website. However, this software does not identify individuals or collect personal information.
WHEN DO WE COLLECT YOUR PERSONAL DATA?
- When you visit any of our websites
- When you engage with us on social media
- When you fill in our contact form
WHAT SORT OF PERSONAL DATA DO WE COLLECT?
- Details of your visits to our websites and which site you came from to ours.
We use Google Analytics to collect standard internet log information on visitor behaviour patterns. We do this to understand how our website visitors use a website in order to provide an efficient user experience along with relevant information. This information is only processed in a way which does not identify individuals. For more information about Google Analytics terms and conditions, visit https://www.google.com/analytics/terms/.
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
Website visitor behaviour analytic software
We use software to collect analytic information on how website visitors engage with our website pages and content. We do this to understand how our website visitors use a website in order to provide an efficient user experience along with relevant information. This information is only processed in a way which does not identify individuals.
HOW AND WHY DO WE USE YOUR PERSONAL DATA?
We want to give you the best possible customer experience. One way to achieve that is to get the richest picture we can of who you are by combining the data we have about you. The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service. Of course, if you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.
Here’s how we’ll use your personal data and why:
- To respond to your queries: Processing the information you send enables us to respond. To comply with data protection requirements, on the basis of legitimate interest, we may also keep a record of this information to inform any future communication with us and to demonstrate how we communicated with you throughout an enquiry
- To protect our customers, premises, assets and partners from crime, we operate CCTV systems on our office premises, workshop and car parks which record images for security. We do this on the basis of our legitimate business interests as it is a requirement of security and insurance.
- To react in the instance of an emergency on our premises: Upon visiting our corporate headquarters, we collect your name as well as the time you arrive and depart. We do this on the basis of legitimate interest for use in the instance of an emergency to identify the number of people in the building.
- To process payments. We do this on the basis of our legitimate business interests.
- To send you relevant, personalised email communications about services and products. We’ll do this on the basis of your consent via direct marketing subscription preferences. Of course, you are free to opt out of receiving these direct marketing communications from us at any time by updating your subscription preferences. You are given this option in the footer of each direct marketing email.
- To comply with our contractual or legal obligations to share data with law enforcement.
- To react to customer needs outside of business hours. In the instance you call Hampton after business-operating hours, the organisation may collect personal information such as your name, phone number and the location of the issue. This information is collected on the basis of legitimate interest and will only be used to locate and fix the issue. Please note, in the instance of a fire or other emergency, please call first responders immediately by dialling 999.
- To send you survey and feedback requests to help improve our services. These messages will not include any promotional content and do not require prior consent when sent by email. We have a legitimate interest to do so as this helps us to improve our service to you.
HOW WE PROTECT YOUR PERSONAL DATA
We know how much data security matters to all our clients. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
We secure access to all transactional areas of our website (https://www.hampton.agency) using ‘https’ technology.
Access to your personal data (such as email and phone number) is password-protected, and sensitive data (such as payment card information) is secured and encrypted to ensure it is protected.
We regularly monitor our system for possible vulnerabilities and attacks.
HOW LONG WILL WE KEEP YOUR PERSONAL DATA?
Whenever we collect or process your personal data, we’ll only keep it for as long as necessary for the purpose for which it was collected.
At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.
WHO DO WE SHARE YOUR PERSONAL DATA WITH?
We sometimes share your personal data with trusted third parties. Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:
- We provide only the information they need to perform their specific services.
- They may only use your data for the exact purposes we specify in our contract with them.
- We work closely with them to ensure that your privacy is respected and protected at all times.
- If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
Examples of the kind of third parties we work with are:
- IT companies who support our website and other business systems
- Third-party suppliers
- Third-party credit checks
- Photographers or independent consultants (project-based)
To help personalise your journey on our websites we use the following companies, who will process your personal data:
WHAT ARE YOUR RIGHTS OVER YOUR PERSONAL DATA?
You have the right to request:
- Access to the personal data we hold about you, free of charge in most cases.
- The correction of your personal data when incorrect, out of date or incomplete.
- That we stop using your personal data for direct marketing (either through specific channels, or all channels).
- That we stop any consent-based processing of your personal data after you withdraw that consent.
- You have the right to request a copy of any information about you that Hampton holds at any time, and also to have that information corrected if it is inaccurate. To ask for your information, please contact our office at 11 Victoria Street, Aberdeen, AB10 1XB or by email at firstname.lastname@example.org.
- This subject access request will be responded to within 30 days. If we choose not to action your request we will explain to you the reasons for our refusal.
- There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.
- Your right to withdraw consent
- Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
HOW CAN YOU STOP THE USE OF YOUR PERSONAL DATA FOR DIRECT MARKETING?
There are several ways you can stop direct marketing communications from us:
- Click the ‘unsubscribe’ link in any direct marketing email communication that we send you. We will then stop any further direct marketing emails.
- Write our office at 11 Victoria Street, Aberdeen, AB10 1XB
- Email us at email@example.com
Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.
We hope this privacy notice has been helpful in setting out the way we handle your personal data and your rights to control it. If you have any questions that haven’t been covered, please contact our team:
- Email us at firstname.lastname@example.org
- Or write to us at 11 Victoria Street, Aberdeen, AB10 1XB
This notice was last updated on 17/01/2020