PRIVACY & COOKIES POLICY

Ros Taylor Company logo

PRIVACY POLICY

This website is operated by Ros Taylor Company.(“we”, “us” and “our” below).  We understand that, as clients and/or visitors to our site, you value your privacy and we are committed to protecting the privacy and security of your personal information  in accordance with the General Data Protection Regulation (GDPR) and domestic UK data protection legislation (“the Data Protection Legislation”).This statement sets out our privacy policy and explains what we do with the personal information that we collect from our users.  Please read the following to understand our views and practices regarding personal information.  If you have any questions or concerns regarding this statement, you should contact us using the details given at the end of this statement.

Please note that this policy applies only to our website and not to the web sites of other organisations to which we may provide links.  We are not responsible for the privacy policies or practices of such third party sites and you should make your own enquiries in respect of them.

 

Collection of Personal Information

‘Personal information’ and ‘personal data’ mean any information that may be used to identify you, such as, your name, title, phone number, email address, or mailing address. In general, you can browse our website without giving us any personal information. We collect the information you supply to us through enquiry and registration forms and by email.

We may also collect information automatically about your visit to our site. The information obtained in this way, which includes demographic data and browsing patterns, is only used in aggregate form, and as such cannot be used to identify you. This aggregate information is used to:

  • build up marketing profiles
  • aid strategic development
  • audit usage of the site

There are additional activities on our site that require you to be registered and/or provide your consent to processing – for example, to receive our newsletter. As part of the registration process, we collect personal information. We use that information for a couple of reasons: to tell you about stuff you’ve asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied.

Customers have the right to withdraw consent at any time.  Where consent is the only legal basis for processing, we will cease to process data after consent is withdrawn.

 Use of personal information

We process personal information collected via the website for the purposes of:

  • Providing the best possible service
  • Providing you with information about products and services we offer
  • Understanding our customers’ behaviour, activities, preferences, and needs;
  • Improving existing products and services and developing new products and services;
  • Handling customer contacts, queries, complaints or disputes;
  • Sending out essential course information;

and with your consent:

  • Promoting, marketing and advertising our products and services;
  • Sending promotional communications which are relevant and tailored to individual customers;

Ros Taylor Company may collect the following information about you:

  • Your name, age/date of birth and gender;
  • Your contact details: postal address including billing and delivery addresses, telephone numbers (including mobile numbers) and e-mail address;
  • Your communication and marketing preferences, including your levels of consent;
  • Your interests, preferences, feedback and survey responses;
  • Your location of work for the purposes of face to face meetings;
  • Your correspondence and communications with Ros Taylor Company

This list is not exhaustive and, in specific instances, we may need to collect additional data for the purposes set out in this Policy.  Some of the above personal data is collected directly, for example when you set up a contract with us or sign up to our newsletter on our website, or send an email to our team.  Other personal data is collected indirectly, for example through your Human Resources or Learning & Development department for the purposes of carrying out our legal obligations.

Retaining your personal information

Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:

  • For as long as we have reasonable business needs, such as managing our relationship with you and managing our operations; and/or
  • Retention periods in line with legal and regulatory requirements or guidance (which will take priority)

Security

We are committed to protecting the privacy of your personal data. We use appropriate standards of technology and operational security to protect personal information including a secure server and network firewall connection.  Operationally, access to personal information is restricted to authorised personnel who are under a duty to maintain the confidentiality and security of such information.

Internet

The Internet is inherently insecure. Personal information submitted by means of the Internet may be vulnerable to unauthorised access by third parties. Submission of personal information using the Internet is at your own risk. We will take reasonable and appropriate technical measures to ensure that your personal information is stored in a secure manner. However, we shall have no liability for disclosure of data due to errors in transmission or the fraudulent, negligent or other illegal acts of a third party, such as ‘Hacking’. Any transmission of personal information on or through the use of our website is at your own risk .

Disclosure to Third parties

We may share your information with third parties but only in the strictly limited circumstances set out below.

  • In certain circumstances we may share your information with affiliated companies and service providers who perform functions on our behalf such as information processing or printing, as well as our internet service provider. These third parties must at all times provide the same levels of security for your information as usand, where required, are bound by a legal agreement to keep your information private and secure.
  • We may also supply your information to government bodies and law enforcement agencies but only: if we are required to do so by the requirements of any applicable law; if in our good faith judgment, such action is reasonably necessary to comply with legal process; to respond to any claims or actions; or to protect our rights or those of our customers and the public.

Transmission of Data Overseas

In certain circumstances, we may transfer your personal information to countries outside the European Economic Area. This may include circumstances where we use service providers who are based outside the EEA or who use “cloud” infrastructure which means that their servers are based all over the world. Where we transfer your information to companies outside the EEA, we will make sure it’s protected in a manner that is consistent with how your information will be protected by us. This can be done in a number of different ways for instance:

  • The country that we send the information to might be approved by the European Commission.
  • The recipient company might have signed a contract obliging them to protect your information.
  • The recipient is located in the US and is a certified member of the EU-US Privacy Shield scheme.

In other circumstances the law may permit us to otherwise transfer your information outside the EEA. In all cases however, we will ensure that any transfer of your information is compliant with the Data Protection Legislation.

 

Cookies

“Cookies” are small pieces of information that are stored by the browser on your computer’s hard drive. They make it possible to identify returning users to our website.

We use a cookie to track navigation through the website – allowing us to assist in your navigation of the site.

You can refuse cookies by turning them off on your web browser and you do not need to have cookies enabled to successfully use our site.

We use Google Analytics to analyse the use of our website and help us create a more useful and easy to use site. Google Analytics uses several small text files called ‘cookies’ which are saved on your computer, to collect standard internet log information and visitor behaviour. The data collected is completely anonymous and does not store any personal details.

The information, collected by Google through the use of the cookie (including your IP address), is used to analyse how visitors make use of the website and allows Ros Taylor Company to gather statistical information such as website activity, visitor numbers, popular pages etc.

If you would like to opt out of being tracked by Google Analytics you can use the opt out tool at: http://tools.google.com/dlpage/gaoptout.

Your rights

You have a number of legal rights in relation to the information that we hold about you, including:

  • Right to access:You have the right to request access to your personal data held by us. Requests are to be made in writing, electronically and information will be provided in a commonly used electronic format. Requests will be handled within one month of receipt of the request, and free of charge with the exception of where requests are manifestly unfounded or excessive we hold the right to charge a reasonable fee taking into account the administrative costs of providing the information. More information can be found at https://ico.org.uk/for-the-public/personal-information/.
  • Right to rectification:You have the right to have personal data rectified if inaccurate or incomplete. Where the personal data in question has been disclosed to a third party, they will be made aware of the rectification where possible. Requests are to be made in writing, electronically, and will be handled within one month of receipt of the request.
  • Right to erasure:You have the right to request the deletion or removal of personal data in the following circumstances:
    • Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed.
    • When you withdraw consent.
    • When you object to the processing and there is no overriding legitimate interest for continuing the processing.
    • The personal data was unlawfully processed (i.e. otherwise in breach of the GDPR).
    • The personal data has to be erased in order to comply with a legal obligation.

This does not provide an absolute “Right to be forgotten”. Where the personal data in question has been disclosed to a third party, we will inform them about the erasure of the personal data, unless it is impossible or involves disproportionate effort to do so. Personal data will be erased by removal from our internal and cloud servers.

  • Right to restrict processing:You have a right to ‘block’ or suppress processing of personal data if you contest its accuracy; have objected to the processing; processing is unlawful and you oppose erasure; we no longer need the personal data but you require the data to establish, exercise or defend a legal claim. Where the personal data in question has been disclosed to a third party, we will inform them about the restriction on processing of the data, unless it is impossible or involves disproportionate effort to do so.
  • Right to data portability:You have the right to obtain and reuse your personal data for your own purposes. Requests are to be made in writing, electronically, and will be handled within one month of receipt of the request.
  • Right to object:You have the right to object to processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling); direct marketing (including profiling); and processing for purposes of scientific/historical research and statistics. Requests will be dealt with by immediate effect with no right for refusal.

You also have the right to make a complaint with the Information Commissioner at www.ico.org.uk if you think that any of your rights have been infringed by us.

All requests will be dealt with in your own merit, and in accordance with the Data Protection Legislation guidance.

Should a data breach occur, we have compliant procedures in place to investigate and report the matter to the Individual. In the event of a breach, it will be reported to you within 72 hours of discovery. A record of any breaches will be kept by the company.

You can exercise your rights by contacting us using the details set out in the “Contact Address” section below.

 

Changes to the privacy policy

We reserve the right to modify or amend this privacy policy at any time and for any reason. Details of any changes will be posted at the top of the privacy policy web page.

Contact Address:

Ros Taylor Company Limited
20 Grosvenor Crescent
Edinburgh EH12 5EL
Tel: (+44) 0131 538 5072

Email:  lisa.carr@rostaylorcompany.com

Website: http://www.rostaylorcompany.com/