We abide by the following principles while processing your data:
- we do not collect more information than necessary;
- we do not keep your data if it is no longer needed;
Once you decide to contact us to purchase medals, books, services or accessories online you will be asked to provide your personal details such as your full name, address, the name and characteristics of any organisation that you may represent, your contact details and billing details. Depending on the context, we will use this data either to communicate with you and prepare receipts or order acknowledgements – or to provide our services to you and pursue other legitimate goals (e.g. inform you about changes to our business processes, products or services). You can find more information about how we process your data once you decide to contact us or become a paying customer in the Contacting us section (below).
You have a right to access your data, a right to have information about you corrected or deleted. If processing of your data is based on consent, you also have a right to withdraw it at any given time. Withdrawal of your consent will not influence the lawfulness of processing based on this consent before its withdrawal. We will not use your data for the purposes of automated decision-making or profiling. You can find more information about your rights in the What are your rights? section (below).
What information do we collect and when?
Our websites and cookies
Unless you decide to comment on our website blog post or social media platforms – or to contact us to purchase medals, books, services or accessories – you can browse our websites without giving away any information about you other than your IP address. Recording of your IP address is necessary for technical purposes related to administration of our servers. We will also use it to collect general, statistical information about you (e.g. to get information about the region from which you connect with our websites). We will not be able to identify you based only on your IP address. Our websites support the so-called ‘cookies’, which are small files containing information saved to your hard drive.
- to collect anonymous and aggregated statistical data about users’ visits on our website. We use this data to analyse how our website is used and to improve it using Google Analytics and/or other web traffic analytics tools.
- to advertise our services online. We use tracking and remarketing cookies from Google AdWords, Google Analytics, Facebook Conversion Tracking and Facebook Custom Audiences to advertise our products online. We make use of all targeting features available in Google AdWords including: demographic and location targeting, remarketing, affinity audiences, custom affinity audiences, in-market audiences, similar audiences (learn more about cookies used in ads by Google and about cookies used by Facebook). You can customize Google Display Network advertisements using the Google Ads Settings or block it by installing Google Analytics opt-out browser add-on.
If you decide to post a comment on our blog or social media platforms you will be asked to provide some personal details such as your name and your email. You cannot post a comment on our blog without giving away this information about you.
Contacting us and purchasing items
Although you can use our website without giving away information about you, once you decide to contact us you will be asked to provide your personal details such as your full name, address the name and characteristics of an organisation that you may represent and your contact details. Depending on the type of your question, we will use this data to communicate with you, prepare updates for you and answer any other questions that you may have. If you are not our customer and decide not to become one, we will delete your data once your matter is resolved and information about you is no longer needed.
In order to make a purchase online – apart from your personal details and the details of an organisation you may represent – you may also be asked to provide credit card and other billing information. This data is necessary for us to sell our services to you. Additionally, we will also record your IP address for the purposes of our fraud control system. We will process this data to perform the agreement concluded with you (i.e. to provide our services) and pursue other legitimate goals such as getting your feedback on our services and providing you with vital information about our services (e.g. updates and changes etc.).
Once the purchase agreement and billing information expires (and you decide not to explicitly ask us to retain a standby record for safekeeping) we will archive your data and process it solely to protect ourselves against any claims that may arise out of the agreement. We will delete your data after all such claims are time-barred according to relevant provisions of law.
You are not obliged to give us any of the information above, but if you decide not to give it to us or provide us with false or incorrect information we may be unable to respond to your message, to provide our services to you or to process your bookings.
If you apply for a job with us, we will collect, process and store the information you have sent us for recruitment-related purposes, such as contacting you or making you a job offer (if you make it through the selection process). We will process this data on the basis of provisions of the UK’s Data Protection Act 2018 (as amended) which allows collection and processing of personal data of job applicants. If you give us your consent to do so, we will process your personal data for a period of two years from the date that you submitted your documents to us in order to consider you for a different opportunity. Otherwise, we will delete your data right after the recruitment process ends. You can withdraw your consent at any time, but it will not affect the lawfulness of processing based on this consent before its withdrawal.
What are your rights?
Access to data
You have the right to access the information that we have on you. You can do this by requesting a Subject Access Request (SAR) form by contacting us using this form.
We will make sure we can provide you with a copy of the data we process about you in a common computer readable format that is easily portable between different systems – e.g. a text (.txt) file or comma separated values (.csv) that many common computer applications can open and read. In order to comply with your request within 30 days we may ask you to give us some additional information that we will use to verify your identity. If you fail to provide such information and the information that you have already given to us is not sufficient to identify you, we may refuse to provide you with this information.
We will fulfil your request by sending your copy of this data electronically, unless the request expressly specifies a different method. For any subsequent access request, we may charge you with an administrative fee.
Erasure and rectification of data
If you believe that the information we have about you is incorrect, you are welcome to contact us so we can update it and keep your data accurate.
We will automatically delete information about you after it is no longer needed for the purposes it was collected. If at any point you wish for us to delete information about you, you can do this by contacting us using this form.
Withdrawal of consent
If processing of your personal data is based on consent, you have the right to withdraw your consent at any time. If you at any point wish to withdraw your consent, you can do this by contacting us using this form. Remember that withdrawal of consent will not affect the lawfulness of processing based on this consent before its withdrawal.
We do not use any personally identifiable information provided by you for the purposes of automated decision-making, including profiling.
Disclosure of your data
We guarantee that all your personal information is protected, and that we will not make this information available to third parties in cases different than those specified below, unless you give us a permission to do so or unless such disclosure is necessary to comply with a legal obligation that is imposed on us.
We will not disclose your data to any entities located in countries outside of the European Economic Area unless appropriate data protection standards are fulfilled.
We may share information that you provided us with while purchasing a license for our software with:
- payment processors, i.e. SagePay, PayPal and Credit or Debit Card processing companies, in order to be able to process and complete the payment process for your bookings;
- providers of services necessary to send transaction-related and service-related information via email and SMS to the extent that such disclosure is necessary to automate, simplify and analyse these processes;
- external accounting and bookkeeping services providers to the extent that such disclosure is necessary to have these services provided to us;
- our legal advisors to the extent that such disclosure is necessary to obtain legal advice or protect our rights in legal proceedings;
- governments and law enforcement authorities only if we are required to do so by law. We will always attempt to redirect the law enforcement agency or government to request any data directly from you. If compelled to disclose your data, we will promptly notify you and provide a copy of the demand.
How to Contact us and Seek Additional Help?
You have the right to access the information that we have on you. You can do this using our Subject Access Request (SAR) form.
We hope that we will be able to answer all your questions and settle any disputes amicably. Nonetheless, if you think that your rights were not observed or that your privacy was harmed, you can always lodge a complaint with the ICO (Information Commissioners Office) which supervises our personal data processing operations:
Telephone: 0303 1231113 (local rate) or 01625 545745