Privacy Policy

How and why, we use Personal Data
Under the Data Protection Legislation, we can only use your personal data if we have a proper reason for doing so, for example: consent, contact, legitimate interests, or legal obligation.

Consent.

We may process your data based on your consent for certain marketing
purposes. Where your permission is required, we will ask you for such consent clearly and separately from the body of this Privacy Notice or our Terms and Conditions. You have the right to withdraw consent to marketing at any time.

However, this will not affect the processing before your withdrawal of consent.

For further information, please see the Marketing section of this Privacy Notice Contract.

We will use your personal data if we need to do it to perform our obligations under a contract with you, or if it is necessary for a contract which we are about to enter with you. For example, if we need to:
• Register you as a new customer or administer your account (e.g. set up
your subscription and administer invoicing and payments
• Provide our services to you.

• Deliver your order to you.

• Manage our relationship with you (e.g. respond to your enquiries or notify you about changes to our services and to inform you about updating
preferences
• Provide you with customer services (e.g. technical support)

Legitimate interests.

We may process your personal data when we (or third party) have a legitimate reason to use it, so long as this is not overridden by your own rights and interests. For example:
• to manage your account and our relationship with you (including responding to your enquiries).

• to manage payments, fees, charges, and to collect debts which you may
owe to us.

• to interact with you professionally (e.g. if you represent our current or prospective client, supplier, or business partner) to manage our
relationship with the organisation you represent.

• to administer and protect our business and our website (including
troubleshooting, data analysis, testing, system maintenance, support,
reporting and hosting of data).

• to deal with your enquiry unrelated to a contract which we may have with you.

• to provide you with a free service (e.g. the use of our website and app functionalities).

• to ask you to leave a review or complete a survey.

• to send you our blogs, newsletters, or other electronic marketing
communications if you are our existing customer.

• to increase our business or promote our brand through delivering relevant website content and advertisements to you (including recommending
new products and products that may be relevant to you).

• to measure or understand the effectiveness of the advertising we provide to you.

• to improve our website, products, services, marketing, and customer
relationships and understanding.

• to conduct web analytics.

• for the prevention and detection of fraud and spam; and
• for the establishment, exercise, or defence of legal claims.

Legal obligation.

We may process your personal data to comply with our legal obligation. For example, to:
• notify you about changes to our terms or privacy notice.

• address your complaint; and
• comply with a request from a competent authority.

 

Marketing
As an existing customer or account holder we may contact you about our
products and services in accordance with any Marketing Preferences you have given us. If you are a prospective customer with no account, we will only e-mail or text you where you consent to this. In all cases, we may telephone and send post to you about our products and services on the basis that it is in our legitimate interest to do so (unless you have told us not to by emailing us
at hello@sourceitsussex.co.uk) or, in relation to phone calls, are registered with the Telephone Preference Service).

If you are our existing customer, we may use the information we have about you (such as what product you previously bought from us, where you live, how old you are, how you use our website and app) to make predictions on what other products may be of interest to you. We will use that information to make our marketing emails and offers relevant to you.

This type of personal data use is called ‘profiling’. We will do that based on our legitimate interests.

We may also use cookies and similar tracking technologies (for example tracking pixels in our marketing emails and website/app advertisements) and analytics services (such as Google Analytics) to collect information about your use of our website, app, services and your interactions with our marketing emails and advertisements. In addition, third party advertising platforms that we advertise our products on (for example, Facebook and Google) may also use their
advertising cookies on our website. We will ask for your consent to the use of non-essential cookies, including third party cookies. You can find further information about the cookies used on our website and the purposes they are used for by going to https://sourceitsussex.co.uk/ and clicking on the cookie icon at the button of the page and press show details.

Third Party Advertising
We may share your name, email address, telephone number, and other
information, such as whether you made any purchases with us and how much
you spent, for our advertising purposes with social media platforms and other third-party advertising providers (for example, Facebook and Google). The third-party advertising provider will use that information to match it against the list of their own users. If the email address or telephone number we give them
matches with their list, they will use it to show you our advertisements on their platform.

The third-party advertising providers will also use that information to combine it with the information they hold on you (for example, your interests, likes, advertisements you previously clicked on) and match it with other users of their services who share similar characterises. They will then show our
advertisements to those other people. The third-party advertising providers will use your data and the other “look like’ users’ data in this way as data controllers based on their terms and policies that govern their users’ use of their services.

They will not share any of that information with us. However, if you are one of such ‘look like’ users of the third-party advertising provider and come to our website/app by clicking on our advertisement on that provider’s platform, we will know that you came to us that way.

We will share information with third party advertising providers for the above purposes only if you consent to our sharing of your personal data with third parties for advertising purposes on third party platforms. Typically, consent would be gathered using a cookie pop-up.

Right to Withdraw consent or to object to processing
Even if we are not required to obtain your consent for marketing purposes, you can always ask us to stop using your personal information for marketing
purposes, so you are still in control. You can do that by:
emailing us at hello@sourceitsussex.co.uk

• by changing your marketing preferences within your account on our
website or app.

• in case of marketing emails, by using the ‘unsubscribe’ link in our
marketing emails; or
• in case of cookies, by using the cookie preferences settings on our
website, which are accessible on the cookie icon at the button of the
page and press show details.

We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or structure of our business.

Who We Share Personal Data With
We may share your information with third parties for the purposes set out in this notice.

If you are our registered user, we share your personal data with the delivery team servicing your area.

We share data with providers of cloud-based tools and services, which we use to operate our business, for example, providers of website hosting services,
website and app analytics services, customer email services, digital marketing and geo-fencing services, and social media advertising services. We impose contractual obligations on the above providers to ensure that your personal data is protected.

We also use Stripe, a payment gateway, to process payments through our
website and app. If you pay for our products through our website and our app, you will be providing your personal data (for example, details of your payment card and billing address) to Stripe.

Other Sharing

• disclose your personal data to professional advisers (e.g. lawyers,
accountants, auditors, or insurers) who provide professional services to
us.

• disclose your personal data to certain third parties if specifically requested or agreed with you (e.g. if you ask us to introduce you to a third party).

• disclose and exchange certain information with law enforcement
agencies and regulatory bodies to comply with our legal obligations.

How Long We Keep Personal Data
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.

We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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, the limitation period for the making of- or
defending against claims, and the applicable legal, regulatory, tax, accounting or other requirements.

For Example.

• if you sign up to create a Source It Sussex account, we may keep your
data for six years after you cease being our customer; and
• if you subscribe to our updates or consent to receiving marketing
communications, we will hold your data for that purpose until you
unsubscribe or otherwise tell us that you no longer wish to receive such
communications.

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

Your Rights
You have several rights in relation to your personal data, which allow you to access and control your information in certain circumstances. You can exercise these rights free of charge unless your request is manifestly unfounded or excessive (in which case we may charge a reasonable administrative fee or
refuse to respond to such request).