Hello! We are Wholehearted Social Ltd. Here is how we protect your data and respect your privacy.
- This privacy notice explains the personal data we may collect about you when you visit our website or interact with us. It also sets out how we will store, handle and secure that data.
Who we are and our role in your privacy
- We are Wholehearted Social Ltd registered in England under company number 13037370.
- For the purpose of data protection legislation, we act as the ‘Data Controller’ of personal data. This means we determine how and why your data are processed. We are registered as a Data Controller at the UK Information Commissioner’s Office.
About this policy
- If you are a Wholehearted Social customer or just visiting our website, this policy applies to you.
- The protection of your privacy and personal information is very important to us and so we make sure that not only do we have appropriate security measures in place, but that any other organisation we work with to provide a service also meets the same standard as us.
- This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data and keep it safe.
- ‘Personal information’ is data that relates to you and that identifies or can be used to identify you. This may be your name, address, email or other digital identifiers such as cookies or IP address.
Explaining the legal bases we rely on to collect and process your personal data
- We may use a number of different reasons under the data protection legislation for collecting and processing your personal data including:
- In certain circumstances, we need your personal data to comply with our contractual obligations.
- For example: if you make a purchase from us, we will collect your payment card details to take payment.
- 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: we will use your email address to contact you with relevant products and services we think might be of interest to you.
- In specific situations, we can collect and process your data with your consent.
- For example: when you tick a box to receive email newsletters
- If the law requires us to, we may need to collect and process your data.
- For example: we can pass on details of people involved in fraud or other criminal activity to law enforcement agencies.
You can change your mind!
- If you have previously given consent to our processing your data, you can freely withdraw such consent at any time. You can do this by emailing us at firstname.lastname@example.org
Information we collect from you
- Personal data or information is any information about an individual that can be used to identify that person. Types of data we may collect, use, store and transfer are:
Identity and Contact Data: Your name, company name, home and company address, telephone number, email address, billing address.
Payment data: Payment card details and details of products and services you have purchased from us.
Data that identifies you: Your IP address, login information, browser type and version, time zone setting, browser plug-in types, geolocation information about where you might be and operating system
Profile data: Your username and password, purchases or orders made by you
Usage data: Your URL clickstreams (the path you take through our site), products/services viewed, page response times, download errors, how long you stay on our pages, what you do on those pages, how often, and other actions…
Marketing and communications data: Your preferences in receiving marketing from us and your communication preferences. We will never share your data with a third-party without your explicit consent
What about really sensitive data?
We don’t collect any “sensitive data” about you (like racial or ethnic origin, political opinions, religious/philosophical beliefs, trade union membership, genetic data, biometric data, health data, data about your sexual life or orientation, and offences or alleged offences) except when we have your specific consent, or when we have to comply with the law.
When we collect your information
- When you create an account with us or sign in
- When you make an online purchase
- When you engage with us on social media
- When you submit information via our website or other web form
- Request to be contacted
- Contact us with a question or request
- Use our Services
- Provide a testimonial review or comment
- “Like”, “Follow” or otherwise connect with or post to one of our Social Media Pages
- Give us some feedback or evaluate our services
- When you choose to complete any surveys, we send you.
How we use the information we collect
- Data protection law means that we can only use your data for certain reasons and where we have a legal basis to do so. We use different legal bases depending upon the purpose for collecting your data in the first instance.
- For all data collected to sign up for a product and service such as a newsletter we process the data using Legitimate Interest, i.e. you are able to access an extensive range of information in exchange for supplying your information, and we have a relationship where the balance of benefit is in your favour. You always have a choice in the management of your data in this manner and can opt out of processing under this basis at any time.
- Where you provide data in the course of a contractual agreement, we process your data under Contract, i.e. your data is necessary for the fulfilment of the service. Any additional contact, i.e. telling you about another product or service closely related to the product or service you have contracted is managed under legitimate interest.
- Any secondary processing of your data, i.e. transfer to third countries, is managed under Consent
Here are the specific reasons for which we process your data:
|Purpose or Activity||Personal data that may be used||Lawful basis of processing|
|To deliver agreed services||Name|
|To manage our relationship with you||Name|
|To provide consultancy or advisory services to you||Name|
|To administer day-to-day operations||Name|
|Sending you emails, messages about new features, updates, content, products and services||Name|
Your privacy choices and rights
- You can choose not to provide us with personal data
- If you choose to do this, you can continue to use the website and browse its pages, but we will not be able to communicate with you without your personal data.
- You can turn off cookies in your browser by changing its settings
- You can ask us not to use your data for marketing
- We will inform you (before collecting your data) if we intend to use your data for marketing and we will never pass on your information to third parties without your consent.
- You can exercise your rights by sending us an email at email@example.com
- You have the right to access information we hold about you
This includes the right to ask us information about:
- The categories of data we’re processing
- The purposes of data processing
- The third parties to whom the data may be disclosed
- How long the data will be stored (or the criteria used to determine that period)
- Your other rights regarding our use of your data
- We will provide you with the information within one month of your request, unless doing so would adversely affect the rights and freedoms of other (e.g. another person’s confidentiality or intellectual property rights). We’ll tell you if we can’t meet your request for that reason.
- You have the right to make us correct any inaccurate personal data about you
- You can object to us using your data for profiling
- We may use your data to determine whether we should let you know information that might be relevant to you (for example, tailoring emails to you based on your behaviour).
- You have the right to port your data to another service
- We will give you a copy of your data so that you can provide it to another service. If you ask us and where it is possible, we will directly transfer the data to the other service for you.
- You have the right to be ‘forgotten’ by us
- You can do this by asking us to erase any personal data we hold about you, if it is no longer necessary for us to hold the data for purposes of your use of Wholehearted..
- You have the right to lodge a complaint regarding our use of your data
Please tell us first, so we have a chance to address your concerns. If we fail in this, you can address any complaint to the UK Information Commissioner’s Office, either by calling their helpline or as directed on their website at www.ico.org.uk.
How secure is the data we collect?
- We have physical, electronic, and managerial procedures to safeguard and secure the information we collect.
- You provide personal data at your own risk: unfortunately, no data transmission is guaranteed to be 100% secure
- You are responsible for your username and password: keep them secret and safe!
- If you believe your privacy has been breached, please contact us immediately at firstname.lastname@example.org
Where do we store your data?
- The personal data we collect is processed at our offices and in any data processing facilities operated by the third parties we use.
How long do we store your data?
- We will stop actively using and delete any personal identifiable information about you within 12 months from the last time you were in contact with Wholehearted. If agreed by a separate contract, we will delete your personal data from our archives no later than 6 years or as agreed with you in a separate contract.
Third parties who process your data
- The third parties can include external companies who act as our partners, suppliers, insurers and agencies but only where they meet our standards of data and security.
- We only share information which allows us to provide their service to us or facilitate them providing our services to you. These may include third parties who provide IT and system administration, HR, marketing and financial services.
- or ‘persistent’ cookies which do not delete themselves and help us recognise you when you return so we can provide a tailored service.
How can I block cookies?
Queries & complaints
- If you’re not satisfied with our response to any complaint or believe our processing of your information does not comply with data protection law, you can make a complaint to the Information Commissioner’s Office (ICO) using the following details:
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
- Telephone number: 0303 123 1113
- Website: www.ico.org.uk