Privacy Policy

Introduction

Ringdale UK Ltd, a company registered in England and Wales under number 02877306 and whose registered office is at 26 Victoria Way, Burgess Hill, West Sussex, RH15 9NF ("RINGDALE" "We").

This policy (together with our terms of use and/or our cookie policy) sets out how RINGDALE uses and protects any personal data that you provide to RINGDALE (including personal data provided through the website .ringdale.com, www.ringdale.com ("Website")). RINGDALE provides services to its business clients, including access to software and technology for clients to use in their business operations ("Services"). In addition to this, the Website also collects certain personal data from users, as set out in this Policy.

RINGDALE is firmly committed to respecting and protecting the privacy of all personal data received or collected, in strict adherence to Data Protection Legislation (defined below) and best business practice. RINGDALE has established this Policy so that you can understand the care with which we intend to treat personal data, as a standard. Although legal requirements may vary from country to country, RINGDALE intends to adhere to the principles set out in this Privacy Policy even if, in connection with the above, we transfer your personal information from your country to countries outside of the European Economic Area ("EEA") that may not require a high level of protection for your personal information.

How to contact us

If you have any questions regarding your personal data and how we may use it, including any queries relating to this Policy, please contact us via our Website or by writing to the "Data Protection Manager" at the office address noted above.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.

Terminology used

RINGDALE's data protection and privacy measures are governed by the (i) the General Data Protection Regulation ((EU) 2016/679) ("GDPR") and any national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK and then (ii) any successor legislation to the GDPR or the Data Protection Act 1998 ("Data Protection Legislation").

For the purpose of Data Protection Legislation:

where personal data is provided directly to RINGDALE through use of the Website, registration for RINGDALE-run events, e-mail, or other means where RINGDALE is determining the way in which that personal data is processed for its own use, then RINGDALE will be a data controller of such information.

Where RINGDALE acts as a data processor on behalf of its clients, RINGDALE will process that personal data on the instructions of its clients, who would have collected that personal data in accordance with that client's own privacy policy. Individuals who have contracts with our clients should therefore check that client's own privacy policy, to ensure they understand how their personal data may be processed.

Personal data and basis for collection

Personal data means any data or information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

Where RINGDALE is acting as a data controller, RINGDALE may collect, use, store and transfer different kinds of personal data about you which RINGDALE has grouped together as follows:

Identity Data includes first name, last name, username or similar identifier, title, job title and date.
Contact Data includes billing address, delivery address, e-mail address and telephone numbers.
Usage Data includes information about how you use RINGDALE's Services, events you have registered for or attended, or where you submit an enquiry or query through the Website.
Preferences, relating to the manner that you would like to be contacted by us.

Subject to where RINGDALE needs to verify your identity and you provide your express consent for RINGDALE to process such information, RINGDALE does not process any Special Category personal data (as defined by Data Protection Legislation) about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data), nor does RINGDALE collect any information about criminal convictions and offences.

As mentioned above, RINGDALE may process Special Category personal data about individuals on behalf of its clients, in which case our client's own privacy policy will explain the Special Category data being processed and the purposes for which it will be processed.

If you fail to provide personal data

Where RINGDALE needs to collect personal data by law, or under the terms of a contract RINGDALE has with you (or our client whom RINGDALE acts for) and you fail to provide that data when requested, RINGDALE may not be able to perform the contract it has or is trying to enter. In this case, RINGDALE may have to cancel the Services but it will notify you (or where appropriate, its client) if this is the case at the time.

How is your personal data collected?

RINGDALE uses different methods to collect personal data from and about you including through:

Direct interactions. You may give us your contact information by filling in forms, registered for events RINGDALE run, or by corresponding with us by post, phone, e-mail or otherwise. This includes personal data you provide when RINGDALE provides its Services; or
Events. We may meet you at events and you may provide us with your contact details in order for us to contact you about our Services;

How Ringdale use your personal data

RINGDALE will only use your personal data when the law allows us to, i.e,, if we have a legal basis for doing so, as outlined in this Policy or as notified to you at the time we collect your personal data, and for the purposes for which it was collected for, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do this. Please note that we may process your personal data without your knowledge or consent, where this is required or permitted by law.

Where we act as the data controller for client contact information, we have set out below in the table a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are, where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact RINGDALE if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose	Type of data	Lawful basis for processing including basis of legitimate interest
To register you or the company that you are connected to as a new client and verify your identity (where required)	a) Identity b) Contact	Performance of a contract
To perform credit checks	a) Identity b) Contact	Legitimate interests
To process and deliver the Services including: (a) Manage accounts, payments, fees and charges (b) contacting you and corresponding about the Services	a) Identity b) Contact	Performance of a contract
Necessary for our legitimate interests	a) Identity b) Contact	Legitimate interests
To undertake marketing to you	a) Identity b) Contact	Legitimate interests

Where we act as a data processor of personal data on behalf of our clients, we will process personal data in accordance with our clients' instructions, or in order to comply with a legal or regulatory obligation.

How your personal data may be shared

Where we act as the data controller for client contact information, or where permitted by RINGDALE's data controller clients, personal data processed by RINGDALE may be shared as follows:

with any member of the RINGDALE Group, which means RINGDALE's subsidiaries, RINGDALE's ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006;
with permitted third party contractors of RINGDALE for the purposes of performing its Services, help us to deliver our products and information ("Data Processors" or "Sub-Processors");
where RINGDALE is under a duty to disclose your personal data to comply with any legal obligation, or to enforce or apply RINGDALE's or terms and conditions and other agreements;
to protect the rights, property, or safety of RINGDALE, RINGDALE's client, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and for compliance with laws; or
with third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.

Where we provide your personal data to Data Processors or Sub-Processors we will have in place a written agreement with each third party confirming on what basis the third party will handle your personal data and will ensure that there are sufficient safeguards and processes in place to protect your personal data. We require all third parties to respect the security of your personal data and to treat it in accordance with the law and only process that personal data in accordance with our (or our client's) instructions. The third parties that we may send your personal data to are either within the European Economic Area ("EEA") or to third parties under suitable protection mechanisms as laid out in applicable Data Protection Legislation.

How Ringdale stores personal data

From time to time we may transfer your personal data from within the EEA to service providers outside of the EEA, such as those listed above, or other countries where we have put in place adequate security measures to ensure your personal data will be handled in a way that matches applicable Data Protection Legislation, so that where your personal data is being transferred to one of our global companies it will be processed in line with our EEA-based companies, regardless of which country they are in (even if they are outside of the EEA).

Separate to the above, we may also transfer your personal data to countries outside of the EEA to other people or companies for one of the legal bases for processing your personal data as indicated above, or at the request of our data controller clients. Where we do so, we will take all steps to ensure that any country to which the personal data has been transferred has suitable protection mechanisms in place to protect personal data, including (if applicable) use of EU Model Clauses in any contract with that third party for steps to be taken to keep personal data secure.

Data security

We have put in place appropriate security measures to prevent personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed and have various information security policies in place to which we adhere to. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Personal data retention

We will only retain personal data in accordance with our retention policy, which includes:

where we act as a data controller in connection with client contact information, for as long as necessary to fulfil the purposes we collected it for; or
for the period required for the purposes of satisfying any legal, accounting, regulatory or reporting requirements.

Your rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to

The right to be informed – this is information on for what purpose we are processing it and what personal data we are processing.
The right of access – you have the right to be provided with copies of the personal data of you that we are processing as well as confirmation of the processing we are doing. You can do this by sending a "subject access request" to the contact details noted above for our consideration.
The right to rectification – if you think the personal data that we hold on you is wrong you can tell us and we will fix it.
The right to erasure (also known as the right to be forgotten) – if you want us to permanently delete the personal data we hold for you then you can ask us to do so.
The right to restrict processing – if you do not like how we are using your personal data then you can let us know and we will stop processing it in that way.
The right to data portability – if you want us to pass on your personal data to someone else then please let us know. This transfer should not affect the integrity or otherwise damage your personal data.
The right to withdraw your consent – you can withdraw your consent for us to process your personal data (if we have relied on your consent to process your personal data) at any time by contacting us. If we have relied only on your consent as the basis to process your personal data then we will stop processing your personal data at the point you withdraw your consent. Please note that if we can also rely on other bases to process your personal data aside from consent then we may do so even if you have withdrawn your consent.
Rights in relation to automated decision making and profiling – if we use either automated decision making or profiling then you have a right to know. Also, we need your consent if either of these are used to make a decision that affects you. As with all consent, you can withdraw it at any time.

To exercise any of the above rights please contact us.

Where you exercise your right to erasure (and we do not have another legal basis to hold on to that personal data) or where information is deleted in accordance with RINGDALE's retention policy, please note that after the deletion of your personal data, it cannot be recovered, so if you require a copy of this personal data, please request this during the period RINGDALE retains the data.

Where you exercise your right to request access to the information RINGDALE processes about you, you will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. RINGDALE will try to respond to all legitimate access requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Children

The Website is not intended for children and RINGDALE will not knowingly collect any personal data from persons under the age of 18 and will immediately delete any such data subsequently so determined.

Complaints

If you would like to make a complaint in relation to how RINGDALE may have stored, used or processed your personal data, you have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). RINGDALE would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

External websites

The Website may, from time to time, contain links to and from the websites of RINGDALE partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. RINGDALE is not responsible for the content of external internet sites and you are advised to read the privacy policy of external sites before disclosing any personal data.

Use of cookies by us

We may use cookies on our Website, in accordance with our Cookies Policy.

Tracking technologies may record information such as internet domain and host names, internet protocol addresses, browser software and operating system types, clickstream patterns and dates and times that our website is accessed. Our use of cookies and other tracking technologies allows us to improve our website and your experience. Please note that under the GDPR, what the tracking technologies record could include your personal data if we are, for example, tracking your internet protocol address. If you have any questions on this, please contact our Data Protection Manager. You can also request that we stop processing such personal data.

We may also analyse information that does not contain personal data for trends and statistics.

Remember the risks whenever you use the internet

RINGDALE is committed to ensuring that your information is secure and has in place reasonable and proportionate safeguards and procedures to protect your personal data. While RINGDALE does its best to protect your personal data, RINGDALE cannot guarantee the security of any information that you transmit to RINGDALE and you are solely responsible for maintaining the secrecy of any passwords or other account information.

Changes to our privacy policy

As and when necessary, changes to this Privacy Policy will be posted here. Where changes are significant, we may also e-mail all our registered users with the new details, and where required by law, we will obtain your consent to these changes.

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This privacy policy was last updated on 21-MAY-2024.