1. Introduction

1.1 We are committed to protecting the privacy of our website visitors. This policy explains how we treat your personal information, as well as your rights.

1.2 We also process your personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1.3 In addition, when you use our website and agree to this policy, you consent to our use of cookies in line with its terms.

2. Collecting personal information

2.1 We may collect, store and use the following kinds of personal information.

Information about your visits

• Information about your computer and how you use this website, such as your IP address, location, browser type and version, and operating system.
• This also includes your referral source, visit length, page views and navigation paths.

Information you give us

• Details you give us when you register, such as your email address.
• Details you add to your profile, such as your name, profile pictures, gender and date of birth. This may also include your relationship status, interests, hobbies, education and employment.
• Your name and email address when you sign up to our emails or newsletter.
• Information you post on our website for publication, such as your user name, profile pictures and posts.
• The content and metadata of any message you send to us or through our website.
• Any other personal information you choose to send us.

Information about your use of our services

• Information you provide when you use our services, or that those services generate. For example, this includes when, how often and how you use them.
• Details of any purchases or other transactions you make through our website, such as your name, address, phone number and email address.

2.2 You may give us personal information about another person. If so, you must get their consent first. In particular, they must agree to you sharing it and to us processing it under this policy.

3. Using personal information

3.1 We will use the personal information you submit for the purposes in this policy, as well as those on the relevant website pages.

3.2 We may use your personal information for the following purposes.

Running our website and services

• Running our website and business.
• Personalising our website for you.
• Letting you use the services on our website.
• Delivering goods you buy through our website.
• Supplying services you buy, as well as sending statements, invoices and payment reminders.
• Collecting payments from you.

Keeping in touch

• Sending you non-marketing commercial messages.
• Emailing you notifications you have asked for.
• Sharing our email newsletter, if you have asked for it. However, you can unsubscribe at any time.
• Marketing our business, or carefully selected third parties we think may interest you. We send this by post, or by email or similar if you have agreed. Again, you can opt out at any time.
• Using your review comments on social media or similar channels.

Analysis, security and compliance

• Giving third parties statistics about our users. Even so, they cannot identify any individual user from this.
• Handling enquiries and complaints made by or about you relating to our website.
• Keeping our website secure and preventing fraud.
• Checking that users follow our website terms and conditions. For example, this includes monitoring private messages sent through our messaging service.

3.3 If you submit personal information for publication on our website, we will publish and use it under the licence you grant us.

3.4 You can also use your privacy settings to limit what we publish about you. To change them, simply use the privacy controls on our website.

3.5 However, we will not give your personal information to any third party for direct marketing without your express consent.

4. Disclosing personal information

4.1 We may share your personal information with our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors. However, we will only do this where reasonably necessary for the purposes in this policy.

4.2 Similarly, we may share it with any member of our group of companies where reasonably necessary. Here, our group means our subsidiaries, our ultimate holding company and all its subsidiaries.

4.3 In addition, we may disclose your personal information:

• where the law requires us to;
• in connection with any current or future legal proceedings;
• when establishing, exercising or defending our legal rights, for example to prevent fraud and reduce credit risk;
• to the buyer (or potential buyer) of any business or asset we are selling or plan to sell; and
• if we reasonably believe someone may ask a court or other authority to order disclosure, and that order is reasonably likely.

4.4 Apart from the cases in this policy, we will not share your personal information with third parties.

5. International data transfers

5.1 We may store, process and transfer your information between any of the countries where we operate. As a result, we can use it in line with this policy.

5.2 However, we will only transfer personal data outside the UK where UK GDPR allows it. In other words, at least one of the following must apply:

• the UK government has confirmed that the country provides adequate protection for personal data;
• we have suitable safeguards in place, such as binding corporate rules or approved contract clauses (for example, the ICO’s International Data Transfer Agreement); or
• a specific exception under UK GDPR applies.

5.3 Information you publish on our website may be available worldwide via the internet. Unfortunately, we cannot stop others from using or misusing it.

5.4 You expressly agree to the transfers of personal information described in this Section 5.

6. Retaining personal information

6.1 This section sets out our data retention policies and procedures. In short, they help us meet our legal duties for keeping and deleting personal information.

6.2 We will not keep personal information for longer than we need it for the purpose we collected it.

6.3 Despite the rest of this Section 6, we will keep documents containing personal data, including electronic documents:

• where the law requires us to;
• if we believe they may be relevant to current or future legal proceedings; and
• when establishing, exercising or defending our legal rights, for example to prevent fraud and reduce credit risk.

7. Security of personal information

7.1 We take reasonable technical and organisational steps to prevent the loss, misuse or alteration of your personal information.

7.2 For example, all the personal information you provide is held on our secure servers, which are protected by passwords and firewalls.

8. Changes to this policy

8.1 From time to time, we may update this policy by publishing a new version on our website.

8.2 For this reason, please check this page now and then to make sure you are happy with any changes.

9. Your rights

9.1 You can ask us for a copy of the personal information we hold about you. This is free of charge, and we will respond within one month.

9.2 If we need to confirm your identity, we may first ask for proof of ID. Even then, we will only ask for what is reasonable and necessary.

9.3 In some cases, we may withhold personal information you request where the law allows.

9.4 You can also tell us at any time not to process your personal information for marketing.

9.5 In practice, you will usually agree in advance to our use of your data for marketing. Otherwise, we will give you a chance to opt out.

9.6 If you are unhappy with how we handle your personal information, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

10. Third-party websites

10.1 Our website includes links to, and details of, third-party websites.

10.2 However, we do not control, and are not responsible for, the privacy policies and practices of third parties.

11. Updating your information

11.1 Please let us know if we need to correct or update the personal information we hold about you.

12. Data protection registration

12.1 The UK Information Commissioner’s Office (ICO) lists us as a registered data controller.

12.2 Our ICO registration number is ZA349493.

13. Our details

13.1 The Coaching Inn Group Ltd owns and operates this website.

13.2 Company Number: 03202237. VAT number: 667 3709 01.

13.3 Our registered office and main place of business is The Coaching Inn Group, Friars House, Quaker Lane, Boston, PE21 6BZ.

13.4 You can contact us:

• by post, at the address above;
• using our website contact form;
• by phone on 01205 355522; or
• by email at m.charity@innmail.co.uk.