INCREASING THE WELLBEING OF YOUR EMPLOYEES AND YOUR BUSINESS

Website Privacy Policy

Introduction

Welcome to The Employee Benefits Corporation’s (EBC) website Privacy Policy.

EBC respects your privacy and is committed to protecting your personal data. This Privacy Policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

Purpose of this Website Privacy Policy

This Privacy Policy aims to give you information on how EBC collects and processes your personal data through your use of this website, including any data you may provide through this website when you submit a request via the ‘Contact Us’ facility on our website.

It is important that you read this Privacy Policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Privacy Policy supplements the other notices and is not intended to override them.

If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please use the contact the details set out below.

Data Protection, The Employee Benefits Corporation Ltd, Unit 1 The Hub,14 Station Road, Henley on Thames, Oxon, RG9 1AY.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We may update this Privacy Policy from time to time, you should check our website periodically to ensure you have the latest version.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party and EBC group company websites. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

The data we collect about you

Personal data, or personal information, means any information about a living individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We only collect limited personal data from our website. For example, EBC products and services cannot be applied for or opened via our website. So we only obtain personal data which you, or those acting on your behalf, may submit to us via the “Contact Us” facility.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes name, username or similar identifier title, date of birth and gender.
Contact Data includes address, email address and telephone numbers.
Technical Data includes internet protocol (IP) address (which is used to connect your computer to the internet), your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
Profile Data includes your username and password (if you access either of the Online Valuation Facilities), feedback and survey responses.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share information showing how our websites are used however, this is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may use this information to calculate the percentage of users accessing a particular page or specific website feature and to analyse how we can improve our website functionality, products and services, customer relationships and experiences. This helps us to develop our business and inform our marketing strategy. Please see our Cookie Policy for further information about this and how we use third party analytics to assist us.

If you open an email from us we may automatically collect technical information including browser type, device type, whether an email was opened and/or unsubscribed from. This information does not constitute personal data.

We do not ask for any Special Categories of Personal Data about you via the website (this includes details about your race or ethnicity, religious beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

How is your personal data collected?

When you use our website we use different methods to collect data from and about you including through:

Direct interactions. You may give us your personal data by submitting a request via the “Contact Us” Facility on our website, filling in survey or response forms via our website or by corresponding with us by post, phone, email or otherwise, or requesting and accessing our Online Valuation Facilities. This includes personal data you provide when you:
raise any queries with us regarding your account(s) and, more generally, about our products or services; or
give us some feedback.
Automated technologies or interactions. As you interact with our website, we may automatically collect information about your equipment, browsing actions and patterns (including your internet protocol (IP) address). We collect this personal data by using cookies and other similar technologies. We will not obtain or store personally identifiable information about you from our cookies.
We may receive information from other sources, such as persons you have appointed as your agent, providers of identity checking services (credit reference agencies), or publicly available sources such as Companies House.

You are entitled to browse our website without disclosing any personal information.

How we use your information

You will be informed of the way in which we will use your personal information before you submit it.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data from your use of the website for the following lawful purposes, to:

Perform the contract we are about to enter into or have entered into with you, for example to respond to a query you have submitted via the “Contact Us” facility on our website to manage our relationship with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests, for example to update our records, to prevent fraud, or to respond to a query via the “Contact Us” facility on our website.
Where we need to comply with a legal or regulatory obligation, for example to detect and prevent fraud or money laundering, to update your marketing communications preferences and correspond with you accordingly, or to verify your identity.

We may also use your data to administer, improve and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data. This would be for our legitimate interests (for running our business, provision of administration or IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring), or alternatively to comply with a legal obligation.

Marketing

You may receive marketing communications from us if you have specifically requested this from us or where we are otherwise legally entitled to do so, and, in each case, you have not opted out of receiving that marketing.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes explained above.

EBC group companies based in the EEA and who provide IT and system administration services, customer support services and for group reporting purposes.
Third party service providers of IT and system administration services and identity checking services, based in the EEA.
Third parties such as Her Majesty’s Revenue & Customs, our regulators, and law enforcement agencies based in the UK who may require reporting of processing activities in certain circumstances.
Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We will never sell your personal data to a third party.

International transfers

We should not have to share your information with third parties outside the EEA.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
Where we use certain service providers, we may use specific contractual provisions approved by the European Commission which give personal data the same protection it has in Europe.
Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the EU and the US.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Email addresses: Where you have requested us to contact you we will communicate with you via email and/or telephone, depending on what you have specified. By doing so, you acknowledge that because of the nature of the internet the security of emails cannot be guaranteed.

Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. If you become a customer of EBC we will retain information about our customers for at least seven years after they cease being customers for legal and regulatory purposes.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data, see below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please use the contact details above.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.