Privacy and data protection
DATA PROTECTION POLICY
Central England Co-operative Society (“we”, “us” and “the Society”) are committed to protecting and respecting your privacy. This policy sets out how we will use personal information collected by the Society through all communication media, and who it will be shared with. Please read the following carefully.
Any changes we may make to our data protection policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.
We may introduce you to our subsidiaries, other co-operative societies, and carefully selected organisations (collectively referred to as "our Partners").
1 WHAT INFORMATION DO WE COLLECT ABOUT YOU?
1.1 We may collect and process the following data about you (“your information”):
1.1.1 information that you submit online via our site including when you subscribe to our newsletter, apply to become part of our membership scheme, enter a competition or complete a survey. This may include your name, address and contact details. If you are a member, we may also ask you to confirm your membership card number or share account details;
1.1.2 any correspondence you send to us (e.g. via post, email or using the “Contact Us” form);
1.1.3 any information you provide to us over the telephone; our website; social media; or other electronic means of communications;
1.1.4 details of your visits to our site and the resources that you access (which may include, amongst other things, traffic data and communication data);
1.1.5 if you apply for a job, any information you provide to us in the online application form;
1.1.6 details of transactions you carry out or orders you place through our site;
1.2 We are aware that your information may be confidential and we will protect the confidentiality of your information in accordance with our normal procedures and legal requirements. We will not ask you to provide more information than we need.
2 HOW WILL WE USE YOUR INFORMATION?
2.1 We use your information in the following ways:
2.1.1 to ensure that our site’s content is presented as effectively as possible for you;
2.1.2 for our internal purposes, such as quality control, site performance, system administration, research and analysis and to evaluate use of our site, so that we can provide you with enhanced services;
2.1.3 to notify you about changes to our products and services;
2.1.4 to provide you with information, products or services that you request, or agree to receive from us, or which we feel may interest you;
2.1.5 to create reports to assist with future marketing; product development; or improving our service to you;
2.1.6 to carry out our obligations arising from any contracts with you and for billing and delivery purposes;
2.1.7 to enable you to participate in interactive features of our site, when you choose to do so;
2.1.8 to handle complaints and respond to queries;
2.1.9 to perform credit assessment;
2.1.10 to prevent crime and fraudulent activity;
2.1.11 if you apply for a job, to evaluate your online application form in order to consider you for the job you have applied for and other roles which may become available from time to time;
2.1.12 to create membership accounts and manage and run the membership scheme;
2.1.13 to manage and run the membership scheme and issue offers and benefits to members;
2.1.14 to confirm your identity when you contact us;
2.1.15 to run competitions and promotions;
2.1.16 to maintain your contact information to so that it is up to date and accurate;
2.2 If you pass us information relating to other individuals (for example if you provide details relating to referees or next of kin when you complete our online application form), you confirm that you have the consent of those individuals to pass their information to us for us to process in accordance with this data protection policy.
2.3 We may monitor your use of our site and record your email address and/or IP address, operating system and browser type, for Information Security purposes and to report aggregate information to our Partners. This is statistical information about our users’ browsing actions and patterns and does not identify any individual.
2.4 We only keep your information for as long as is necessary.
3.1 We may use "cookies" to collect the information referred to and track your use of our site.
3.2 Cookies are small text files which are stored on your computer, mobile phone or device. Cookies may be placed on your device when you visit a website or open a marketing email.
3.4 We also set third parties cookies to allow you to easily link to third parties you may be subscribed to, such as Facebook, Twitter and Youtube. We do not control these cookies and how your information may be used, so please visit the third parties’ websites for more information on these cookies.
3.5 Our partners may also set cookies when they direct you to our site to buy a product. These cookies allow us to pay our partners a referral fee based on the nature of any purchase you make.
4.1 We may use your information to provide you with marketing information that you request or that we feel may interest you by post and/or telephone.
4.2 If you are an existing customer or member, we may contact you by email and/or SMS with information about products and services which are similar to those we previously provided to you, unless you have indicated that you do not want to hear from us.
4.3 If you are a new customer or member, we may contact you by email and/or SMS only if you consent.
4.4 We may also pass your information to other organisations who may contact you to provide marketing information about their products and services by post and/or telephone and, if you agree, by email and/or SMS.
4.5 If you do not want us to use your information in this way, please tick the relevant boxes on the form when we collect your information. You may ask us at any time not to use your information for marketing purposes by contacting us at https://www.centralengland.coop/about/contact-us/ or email@example.com.
5 WHERE DO WE TRANSFER YOUR INFORMATION TO?
5.1 We may transfer your information to, or store it, outside the European Economic Area (“EEA”). Some of these countries may not have laws that protect privacy rights as extensively as in the European Union. If we do transfer your personal information to other territories, we will take proper steps to ensure that your information is appropriately protected.
5.2 Please do not send us your information if you do not want it to be transferred to or stored outside the EEA. By providing your information to us you agree and consent to us transferring to, and storing your information at, a destination outside the EEA.
6 WHO DO WE SHARE YOUR INFORMATION WITH?
6.1 We may share your information with our subsidiaries, other co-operative societies, and our Partners:
6.1.1 if we sell or buy any business or assets, (as we may share your data with the prospective seller or buyer);
6.1.2 if we or substantially all of our assets are acquired by another party, in which case your information will be one of the transferred assets;
6.1.3 if we have to share your information to comply with legal or regulatory requirements, or if we have to enforce or apply any agreements or to protect our rights, property, members, or customers. This may involve exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction;
6.1.4 who provide information and communication services to us, including IT service providers, professional advisers, companies who assist in running our membership scheme, direct mail providers, digital and social media providers;
6.1.5 who provide financial, data and credit services including credit card clearance, credit referencing, order fulfilment, data analysis, customer support and storage services.
7 HOW DO WE KEEP YOUR INFORMATION SECURE?
7.1 Your information is stored on our servers, or with our Partners, in an audited and security compliant environment.
7.2 Unfortunately, the transmission of information via the internet is not completely secure. Although we will apply our normal procedures and comply with legal requirements to protect your information, we cannot guarantee the security of your information transmitted to our site and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
7.3 Our site may from time to time contain links to and from other websites. If you follow a link to any of those sites, please note that those sites ought to have their own data protection policies and that we do not accept any responsibility or liability for those sites or for their data protection policies. Please check those data protection policies before you submit your information to those sites.
8 YOUR RIGHTS
8.1 You have the right to access your information and should direct any request for your information to us at firstname.lastname@example.org. Please note that a fee of ten pounds (£10.00) may be payable to meet our costs in providing you with details of the information we hold about you.
8.2 You have the right to rectify your information by sending us a written request to us at email@example.com
8.3 You have the right to ask us not to process your information (or pass your information to other companies or organisations) for marketing purposes. You can tick the appropriate box on the forms when we collect your information or later at any time by contacting us at firstname.lastname@example.org or by exercising your right to unsubscribe within the email.
8.4 If you have a complaint about how we have used your information, you have the right to complain to the Information Commissioner’s Office.
9 HOW TO CONTACT US
9.1 Questions, comments or requests concerning this data protection policy are welcomed and should be addressed to us at email@example.com
Date issued: 20 October 2016
by approval of the board