White Knight Marketing
White Knight Marketing is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.
From May 2018 we will ask you to “opt-in” for marketing communications. This is due to a change to the rules which govern how we can communicate with you and a new regulation on personal data (the General Data Protection Regulation) coming into force in May 2018. Therefore we are introducing a new approach that relies on you giving us your consent about how we can contact you. This means you’ll have the choice as to whether you want to receive these messages and be able to select how you want to receive them (email, phone, or post).
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact White Knight Marketing by emailing [email protected], writing to White Knight Marketing, 23 Wansbeck Green, Taunton TA1 2RE or telephoning 01823 429495 (Lines open 9am – 5pm, Mon – Fri).
We will never sell your personal data, and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
Any questions you have in relation to this policy or how we use your personal data should be sent to [email protected] or addressed to The Data Protection Officer, White Knight Marketing, 23 Wansbeck Green, Taunton TA1 2RE or telephoning 01823 429495 (Lines open 9am – 5pm, Mon – Fri).
1. ABOUT US
Your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) will be collected and used by White Knight Marketing with data controller number Z3082086) a private limited company with registration number 7917126.
2. WHAT INFORMATION WE COLLECT
Personal data you provide
We collect data you provide to us. This includes information you give when registering, placing an order or communicating with us. For example:
- personal details (name, email, address, telephone etc.) when you contact us.
- financial information (ticket sales etc). Please see section 8 for more information on payment security)
- details of your interests and preferences such as campaigns and the ways you wish to be communicated with.
- If you purchase tickets to any events we run, your details will be recorded (not financial) as will the recipients or any guests booked.
Information we generate
We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work we may be able to build a profile which helps us decide which of our communications are likely to interest you. Section 6 (Research and profiling) contains more information about how we use information for profiling and targeted advertising.
Information from third parties
We sometimes receive personal data about individuals from third parties. For example, if we are partnering with another organisation (e.g. you provide your information to another organisation that we are working with in order to fulfil your service requirements). Also, as explained in Section 11 (Cookies and links to other sites), we may use third parties to help us conduct research and analysis on personal data (and this can result in new personal data being created).
We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.
Occasionally, we may collect information about certain supporters (e.g. particularly well known or influential people) from public sources. This could include public databases (such as Companies House), news or other media. We don’t do this to everyone, and it is the exception, not the rule.
Sensitive personal data
We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
Accidents or incidents
If an accident or incident occurs on our property, at one of our events or involving one of our staff (including volunteers), then we’ll keep a record of this (which may include personal data and sensitive personal data).
3. HOW WE USE INFORMATION
We only ever use your personal data with your consent, or where it is necessary in order to:
- enter into, or perform, a contract with you;
- comply with a legal duty;
- protect your vital interests;
- for our own (or a third party’s) legitamate interests, provided your rights don’t override the these.
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes).
We use personal data to communicate with people, to promote our services. This includes keeping you up to date with our news, updates, and events. For further information on this please see Section 5 (Marketing).
We use personal data for administrative. This includes:
- maintaining databases of our clients and associates;
- performing our obligations under contracts;
- fulfilling orders for services (whether placed online, over the phone or in person);
- helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).
Client research and profiling
We evaluate, categorise and profile personal data in order to tailor materials, services and communications (including targeted marketing) and prevent unwanted material from filling up your inbox. This also helps us understand our clients, improve our organisation and carry out research. Further information on profiling can be found in Section 6 (Research and profiling).
4. DISCLOSING AND SHARING DATA
We will never sell your personal data. If you have opted-in to marketing, we may contact you with information about our associates, or third party products and services, but these communications will always come from White Knight Marketing
We may share personal data with subcontractors or suppliers who provide us with services. For example, if you order something from us, your name and address will be shared with the delivery company. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.
Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another company). We’ll only share information when necessary.
From May 2018, White Knight Marketing will ask you to “opt-in” for most communications. This includes all our marketing communications (the term marketing is broadly defined).
This means you’ll have the choice as to whether you want to receive these messages and be able to select how you want to receive them (post, phone, email).
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact White Knight Marketing by emailing [email protected], writing to The Data Protection Officer, White Knight Marketing, 23 Wansbeck Green, Taunton TA1 2RE or telephoning 01823 429495 (Lines open 9am – 5pm, Mon – Fri).
What does ‘marketing’ mean?
Marketing does not just mean offering things for sale, but also includes news and information about:
- benefits and offers;
- our events;
- products, services and offers (our own, and those of third parties which may interest you);
- changes in legislation regarding the service we offer;
- changes in the world of marketing which may affect your business and our service.
When you receive a communication, we may collect information about how you respond to or interact with that communication, and this may affect how we communicate with you in future.
6. RESEARCH AND PROFILING
This section explains how and why we use personal data to build profiles which enable us to understand our clients, improve our relationship with them, and provide a better service experience.
Analysis and grouping
We analyse our clients to determine common characteristics and preferences. We do this by assessing various types of information including behaviour (e.g. previous responses) or demographic information (e.g. age or location).
By grouping people together on the basis of common characteristics, we can ensure that group is provided with communications, products, and information which is most important to them. This helps prevent your inbox from filling up, and also means we aren’t contacting people with information which isn’t relevant to them.
On occasion, we may also combine information about particular supporters with external information (such as directorships listed on Companies House, or news about an individual which has featured in the media) in order to create a more detailed profile about a particular individual.
7. HOW WE PROTECT DATA
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection training and we have advisory (ICO) data protection checklists which personnel are required to follow when handling personal data.
Where we store information
White Knight Marketing operations are based in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, but we’ll only allow them to do so if your data is adequately protected.
For example, some of our systems use Microsoft and Google products and services. As US companies, it may be that using their products result in personal data being transferred to or accessible from the US. However, we’ll allow this as we are certain personal data will still be adequately protected (as Microsoft and Google are certified under the USA’s Privacy Shield scheme and when writing this policy have stated their intention to comply with the GDPR).
How long we store information
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for.
- Retention periods
We continually review what information we hold and delete what is no longer required; every record is reviewed at least annually depending on the permissions originally granted.
We will keep your personal data in connection with the services/products you have bought for 7 years after the last purchase. We need to retain this data for our own accounting purposes and for legal and tax purposes. We never store payment card information.
In terms of personal data we use for marketing, we will keep this data for as long as we are able to market to you and if you withdraw your consent or opt-out of marketing communications, we will keep your contact details only to ensure that we do not contact you again for marketing purposes.
9. KEEPING YOU IN CONTROL
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
- the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
- the right to have inaccurate data rectified;
- the right to data portability;
- the right to object to your data being used for marketing or profiling; and
- where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you would like further information on your rights or wish to exercise them, please write to White Knight Marketing by emailing [email protected], or to The Data Protection Officer, White Knight Marketing, 23 Wansbeck Green, Taunton TA1 2RE or telephoning 01823 429495 (Lines open 9am – 5pm, Mon – Fri).
You can complain to the White Knight Marketing directly by contacting our data protection officer using the details set out above.
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk
10. COOKIES AND LINKS TO OTHER SITES
Our website uses local storage (such as cookies) to provide you with the best possible experience and to allow you to make use of certain functionality. Further information can be found in our Cookies Policy at https://www.whiteknightmarketing.co.uk/cookie-policy/
Links to other sites
Our website contains hyperlinks to many other websites. We are not responsible for the content or functionality of any of those external websites (but please let us know if a link is not working by using the ‘Contact us’ link at the top of the site).
When purchasing goods or services from any of the businesses that our site links to, you will be entering into a contract with them (agreeing to their terms and conditions) and not with White Knight Marketing.