Thanks for visiting the Cyclepods website. This policy explains how and why we use the information we collect when you visit our website, and also the specific ways we use and disclose that information. We at Cyclepods take your privacy seriously and we never sell or pass any of your information on to third parties for sales or marketing uses.
On 25th May 2018 the General Data Processing Regulations (GDPR) replaces the Data Protection Act 1998 and is to be implemented across Europe, as well as being for organisations outside of that area that process personal data for EU Residents. The new regulations put a greater responsibility on organisations to manage and process people’s personal data responsibly and stipulate greater punitive powers.
Who are we?
Cyclepods Ltd. Unit 2, Betsoms Barn, Pilgrims Way, Westerham, Kent, TN16 2DS
Email: email@example.com Tel: 0845 094 0490
Our website address is: http://www.cyclepods.co.uk
What information do we collect?
We may collect, store and use the following kinds of personal information:
● information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation);
● information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters (including name, contact information, email);
● any other information that you choose to send to us;
We require this information to understand your needs and provide you with a better service.
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
How we Collect Information About You
To ensure our prospects and clients receive the most relevant communications, we use some automated processes to send you communications. These processes (such as lead scoring and marketing based on behaviour), might indicate what the contents of a marketing email may be, or indicate to us when the best time to contact you might be.
IP address lookup;
We use third parties to provide information about visitors to our websites. When you visit our website we will record your IP address. This address will be matched against public and proprietary IP address databases to provide us with information about your visit. This information may identify the organisation to whom the IP address is registered but not individuals.
Cookies, tracking & beacons;
We may use various technologies to collect and store information when you use our website or Service, and this may include using cookies and similar tracking technologies, such as pixels and web beacons, to analyse trends, administer the website, track users’ movements around the website and Service, serve targeted advertisements, and gather demographic information about our user base as a whole.
A cookie consists of information sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser. The types of cookies we use are;
This information is used by us to profile website visitors, to better understand the way in which our website content is viewed by different segments.
• Email Marketing Post-Click Tracking Cookies – These cookies are used to report on the pages that have been viewed by visitors to the site who have followed links from our email marketing campaigns. This analysis helps us to understand additional content that is viewed by the contacts in our database and therefore allows us to improve and tailor future campaigns to those contact’s specific areas of interest.
• Beacons/Pixels – On our website and in our emails we use web beacons. When we send emails to Customers, we may track behaviour such as who opened the emails, who clicked the links and which pages of our website they have visited.
This allows us to measure the performance of our email campaigns and to improve our Service and website. To do this, we include single pixel, also called web beacons, in emails we send. Web beacons allow us to collect information about when you open the email, your IP address, your browser or email client type, and other similar details.
• Comments – If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
• Accounts – If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
Links to other websites
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Other than the aforementioned ways of obtaining data (form fills on the website, cookies, verbal and written) we may obtain information about you from third party sources, such as public databases, data service companies, social media platforms and third party data providers. We take steps to ensure that such third parties are legally permitted or required to disclose such information to us.
Who will see your data?
Your data will only be seen and used by employees of Cyclepods. We operate a role-based access policy for personal data. What this means, is that an employee will only have access to personal data, if they need that access to do their job. We do not share the personal data of prospects or clients with any third parties.
Why we process your personal data
We process your personal data primarily on the basis of Legitimate Interest as a business but only if necessary for the purpose we collected it for. We will also process data on the basis of contractual and transactional obligation where necessary. We may process your data for;
• Sales and marketing activities such as calls, emails and other types of communications.
• Understanding how you interact with the website and social media.
• Account activity such as, email, written and verbal communications and agreements.
• Financial activity, such as billing communications.
• To perform obligations under a contract with you or a business you may work for.
We will only store your data, for as long as we need it to undertake any of the processes listed above.
Types of communications
By processing your Personal Information under Legitimate Interest, you will receive any specific piece(s) of information you requested, as well as allowing us to send you appropriate and useful communications. This includes but is not limited to;
• Latest news stories and newsletters
• Case studies
• Industry specific brochures
• Reports, guides
• Product information
• Promotional offers
• Charity initiatives
• Industry related news
At any time, you can update your preferences (or completely unsubscribe/opt-out of our marketing) by clicking the opt-out link in any emails you receive from us. The link will always be in the footer of the email. You can also stop receiving emails from us using that same link. If you don’t have an email from us to hand and want to update your preferences, contact us on firstname.lastname@example.org and we will send you an email for you to change your preferences as you wish.
Disclosing your information
● Where we are legally required to disclose your personal information.
● To further fraud protection and reduce the risk of fraud.
● Where you have requested a service that requires third party support and you have given us permission to disclose your details.
In compliance with GDPR 2018 we only hold information for as long as deemed necessary for us. Your data is not held indefinitely if we cease to work together.
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
GDPR provides the following rights for individuals :
The Right to be Informed – you have the right to be informed about the collection and use of your personal data and we must tell you what our purpose is for processing your personal data, our retention periods for your personal data and who it will be shared with.
The Right of Rectification – the GDPR includes a right for individuals to have their data rectified without undue delay and this includes having incomplete data completed.
Right to Object – you have the right to object to the processing of your data, including;
Right to Object to Direct Marketing – You have the right to object to the processing of your personal data for the purposes of direct marketing.
Object to Profiling – Under certain circumstances, you are able to object to profiling and/or automated decision making.
Right to Restrict Processing – you will have the right to restrict processing in the following circumstances:
• If you contest the accuracy of the personal data held / processed about you.
• The processing is unlawful, but you don’t want the data erased.
• We no longer need the personal data for the purposes of processing, but we are required to do so for the possible establishment, exercise or defence of legal proceedings.
If the data is subject to a restriction, we will be able to continue to store the data, but may only process the data in the following circumstances:
• With your consent.
• For the purpose of establishing or defending legal proceedings.
• For the protection of the rights of another person.
• For reasons of important public interest.
Right to Data Portability – GDPR includes a right for individuals to data portability where data has been processed by automated means. This right applies to on-line service providers and allows data to be moved from one service to another.
GDPR allows you the right to receive the automated personal data concerning yourself in a structured, commonly used and machine-readable format and have that data transferred to another Controller without hinderance. Once we receive your request for the data to be transferred, we should carry out the transfer without delay, and within one month of receipt of your request; although the period may be extended by two further months where necessary, taking into account the complexity and number of requests. If we have to delay the transfer of the information, we must let you know that an extension is required within the first month of receiving your request and we will give you the reasons for the delay.
Right to Data Erasure – (also known as the ‘right to be forgotten’), under the GDPR you have the right to have your personal data erased without undue delay. The right to erasure of data will apply to you if :
• Your data is no longer necessary for the purpose it was collected, or processed, or if it was unlawfully processed.
• You have withdrawn your consent or have objected to the processing of your data.
We will have the right to retain your personal data where:
• We are doing so to comply with another legal obligation.
• We are using it to exercise, establish or defend a legal claim (e.g. Employment Tribunal Proceedings).
Right to Notify – if we have shared your relevant data with a third party we must take reasonable steps to inform that company or your wish for your information to be erased, rectified or restricted unless this will involve disproportionate effort.
Right of Access – the GDPR brings in further right for you in relation to your access to your data, these rights to information include :
• The categories of personal data concerned.
• Whether your data has been or will be disclosed to International Organisations.
• Where possible the expected period for which the personal data will be stored or, if not possible, the criteria used to determine that period.
• The existence of the right to request from us rectification or erasure of your personal data or the restriction of processing your personal data, or for you to object to such processing.
• The right to lodge a complaint with a Supervisory Authority.
• The existence of automated decision-making, including profiling and meaningful information about the logic involved. As well as the significance and the envisaged consequences of such processing for you.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
• Whenever you are asked to fill in a form on the website, ensure that you indicate that you do not want the information to be used by anybody for direct marketing purposes
• If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at email@example.com.
We will not sell, distribute or lease your personal information unless we have your permission or are required by law to do so. You may request details of personal information which we hold about you under the General Data Protection Regulation (GDPR).
If you would like a copy of the information held on you please write to Cyclepods Ltd, Unit 2 Betsoms Barn, Pilgrims Way, Westerham, TN16 2DS. If you believe that any information we are holding on you is incorrect or incomplete, please write to us or email us at firstname.lastname@example.org as soon as possible. We will promptly correct any information found to be incorrect. If you are not happy with an aspect of how Cyclepods are processing your data, you can lodge a complaint to the supervisory authority, which is the ICO. (www.ico.org.uk)