The Extra Mile Guide (“We”) are committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).
Data controller – A controller determines the purposes and means of processing personal data.
Data processor – A processor is responsible for processing personal data on behalf of a controller.
Data subject – Natural person
Categories of data: Personal data and special categories of personal data
Personal data – The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
Special categories personal data – The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.
Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
- Who are we?
The Extra Mile is the data controller. This means we decide how your personal data is processed and for what purposes. For all data matters contact Laura Collacott on firstname.lastname@example.org.
- The purpose(s) of processing your personal data
We use your personal data for the following purposes:
To let you know about special offers and any new developments with The Extra Mile. To offer you chances to win prizes with our 3rd party
- The categories of personal data concerned
With reference to the categories of personal data described in the definitions section, we process the following categories of your data:
- Personal data – Name, Email Address, Address, Telephone Number, Website
- What is our legal basis for processing your personal data?
Our lawful basis for processing your general personal data:
|Consent of the data subject;|
|Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract||
This will be either between The Extra Mile and a customer with regards to entering a competition and requiring these details in order to fulfil the competition entry requirements, or to deliver key fobs to a person who has requested them, or between The Extra Mile and the service providers we feature in the book, online and in any future iteration of the guide’s information.
|Processing necessary for the purposes of the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject||People who are existing customers of ours, who we feel would be interested in future versions of the guide or competitions with selected 3rd parties that are aligned with our brand values.|
More information on lawful processing can be found on the ICO website.
- Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with parties that help us to carry out the data processing requests made by you. This will include book distributors, key fob manufacturers and Mailchimp.
- How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary and we only retain your data for the following purposes and use the following criteria to determine how long to retain your personal data:
- To make you aware of future editions of the Guide
- To alert you to competitions that we are running
- To send out your Keyfobs to you to enable you to get discounts at the venues in the guide.
- Providing us with your personal data
You are under no statutory or contractual requirement or obligation to provide us with your personal data, but failure to do so will mean that we can’t send you your key fob, which will not allow you to enjoy the discounts at our venues.
- Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary to retain such data;
- The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means;
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).
- Transfer of Data Abroad
As we use Mailchimp to send out marketing emails and general update emails to our customers and clients, we have put in place an agreement with them to ensure that they are aware of their obligations to us under their EU/Swiss Privacy shield.
- Automated Decision Making
We do not use any form of automated decision making in our business.
- Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
- How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact Laura Collacott at email@example.com.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.