What’s in this policy
1. Why do we have a privacy policy?
2. Changes to our privacy policy
3. Dealing with your personal information
3.1 Collecting your personal information
3.2 Using your personal information
3.3 Disclosing your personal information
3.4 Protecting your personal information
3.5 How long we’ll use your personal information
3.6 Your legal rights
4. RFOR Ltd’s use of cookies
4.1 What are cookies
4.2 How does RFOR Ltd use Cookies
4.3 RFOR Ltd’s website
4.4 Measuring web traffic
4.5 How can you manage cookies and where can you find further information?
5. Personal data processing activities we carry out
If you have any data protection complaints, you’re able to contact the Information Commissioner's Office (ICO) (www.ico.org.uk). We’d like to try and help with any concerns you may have before you contact the ICO, so please get in touch with us in the first instance.
1. Why do we have a privacy policy?
We’ll collect certain personal information from you when you, or your business, request information from us, contact us (or we contact you), when you get in touch with us about our services, link to or from our website, when you work as a sub-contractor or connect with us via social media.
The purpose of our privacy policy is to let you know:
how and why we collect your personal information;
how we use and disclose your personal information (and to whom);
how we protect your personal information; and
your legal rights and how the law protects you.
2. Changes to our privacy policy
If we make any changes to our privacy policy, we’ll post changes on our website and social media with links to the policy.
3. Dealing with your personal information
3.1 Collecting your personal information
What will we collect?
We collect certain personal information from you, which is any information which might identify you. It does not include data where the identity has been removed (anonymous data).
The information we collect includes:
Contact data (your name, email address, postal address, phone number, and any other relevant information we need to contact);
Financial data (your bank account and payment details relating to products and services you receive from RFOR Ltd);
Usage data (information about how you use our website, products and services);
Marketing and communications data (your preferences in receiving marketing from us and our third parties and your communication preferences);
It’s important that the personal data we hold about you is up to date so please let us know if your personal data changes at any time.
When will we collect it?
We (and our agents) collect certain personal information from and about you during you first get in contact with us or use our website or as part of providing our services to you.
We may also monitor and record any communications we have with you, including phone calls and emails, to make sure we are providing an excellent service to our customers.
3.2 Using your personal information
We’ll only use your personal information where we’re allowed to by law. Generally, this will be under one or more of the following circumstances:
to perform our contract, we have or will have with you;
it’s necessary for us to run our business and give you the best possible service;
where we need to comply with a legal or regulatory obligation; and/or
for marketing purposes where you have agreed to us using your personal data, see the “Marketing Information” section below for more information.
For more detail on how we use your personal information see the table at section 5 of this privacy policy.
Contacting you
We’ll contact you by the method you have given us.
3.3 Disclosing your personal information
We may allow the following types of organisations to use personal information we hold about you for the purposes set out in section 5 below, including:
operatives and sub-contractors who provide our services, IT and system administration services;
professional advisers such as lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services;
regulators and other authorities based in the UK who we need to report to about what we’re doing with your personal data in certain circumstances;
Our third parties who only process data on our behalf won’t use your personal data for their own purposes and we only permit them to use it in accordance with our instructions and the law.
Disclosing information outside the EU
Sometimes the organisations listed above may be outside the European Economic Area (EEA), so we may pass your personal information to countries that do not have the same standards or protection for personal information as the UK. If we, our agents or our service providers do this, we’ll always make sure that these organisations adequately secure your personal information.
3.4 Protecting your personal information
We follow strict security procedures to protect your personal information. This includes following certain guidelines.
From time to time, our website may provide hypertext links to sites which are created by individuals and companies outside of RFOR Ltd. We do this if the site is relevant to the topic you’re reading about. Whilst we always try to check that the content of these sites is suitable, we cannot take any responsibility for the practices of the companies who publish the sites that we link to, or the accuracy or relevance of the content on them.
3.5 How long we'll use your personal information
We’ll only retain your personal information for as long as necessary for the reason we collected it, including for any legal requirements we must comply with.
When deciding on how long to retain your personal information for, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and any applicable legal requirements.
Details of retention periods for different aspects of your personal information are available by contacting us.
3.6 Your legal rights
You have various rights in relation to your personal information. These rights are as follows:
request access to your personal information - you can request a copy of the personal information we hold on you;
request correction of your personal information - if any personal information we hold on you is incorrect, you can request to have it corrected;
request erasure of your personal information - you can ask us to delete your personal information in certain circumstances;
object to processing or restrict processing of your personal information - you may object to our processing of your personal data in certain circumstances;
request the transfer of your personal information - to provide you, or a third party you have chosen, with your personal information; and
withdraw consent where we’re relying on consent to process your personal information - if you withdraw your consent, we may not be able to provide certain products or services to you. We'll advise you if this is the case at the time you withdraw your consent.
To exercise your rights in relation to your personal information, please email enquiries@rfor.uk.
You can exercise your rights free of charge, but if you make unfounded, repetitive or excessive requests, we may charge you to carry these out or refuse to act on such requests.
We’ll try to respond to all requests within one month. If your request is complex or if you make lots of requests, we may extend our time to respond – if this is the case, we’ll let you know.
4. RFOR Ltd’s use of cookies
4.1 What are cookies?
A cookie is a piece of information stored in a small file which is sent to and from web pages. They can be used to identify that you’ve visited websites before and some will be stored on your computer by your web browser.
4.2 How does RFOR Ltd use cookies?
We use cookies to understand how people use our websites and to help us to make your experience of our websites better.
4.3 RFOR Ltd’s website
We use short-term cookies to recognise your PC as you move around our site and to remember any information you have entered search boxes for next time you visit us.
4.4 Measuring web traffic
We use programs such as Google Analytics and Mix panel to help us find out:
how many people visit our websites;
which pages are most popular;
how long people spend in each area; and
what information they’re searching for.
These insights help us understand how to improve our websites.
Google Analytics uses cookies to collect non-personally identifiable information like:
browser types;
operating systems;
referring sites that sent you to us; and
the dates and times of a visit.
We also use third party analytics services identifies overall trends in people’s browsing habits. They will help us to work out ‘why’ those trends exist and answer questions like “why everybody is suddenly visiting a certain page?”.
It allows us to:
see where people click on a webpage;
follow mouse patterns; and
track non-sensitive text that people might type into the site.
4.5 How can you manage cookies and where can you find further information?
If you don’t want us to use cookies in your web browser, you can remove them from your computer or change your browser settings so that it either blocks cookies altogether or asks you if you’d like to accept them from some websites.
However, it’s important to remember that some of our cookies are essential for our websites to work properly and its functionality.
The internet industry body, the Internet Advertising Bureau, has set up a website to provide information and advice on cookies, tags and behavioural advertising.