Privacy Policy – Gary Paterson

PRIVACY POLICY – GARY PATERSON LEARNING & DEVELOPMENT LIMITED

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on:

who we are;
how and why we collect, store, use and share your personal information;
your rights in relation to your personal information; and
how to contact us and the supervisory authorities in the event that you have a complaint.

We collect, use and are responsible for certain personal data about you. When we do so, we are subject to the UK General Data Protection Regulation (“UK GDPR”).

SUMMARY OF THE POLICY

Personal Data is collected for the following purposes and using the following services:

Analytics:

Google Analytics on our website

Personal Data: Cookie Data; Usage Data.

Contact and Communication:

Contact form on our website
Emailing us
Phoning us
Online forms or tools
As otherwise set out below

Personal Data: email address; first name; last name; job title; phone number, feedback, personal opinions, and as otherwise set out below.

Key Terms

The key terms used in this policy:

We, us, our	GARY PATERSON LEARNING & DEVELOPMENT LIMITED, a company incorporated and registered in Scotland (company number: SC577207) whose registered office is at 20 Sandee, Tranent, Scotland, EH33 2DT
Data Protection Officer	Gary Paterson gary@garypatersonlnd.co.uk
Personal Data	Any information relating to an identified or identifiable individual
Data Subject	The individual who the Personal Data relates to

Personal Data we Collect about you

We may collect and use the following Personal Data about you:

your name and contact information, including email address and telephone number, job title and company details
professional interests
feedback and personal opinions
personality and strengths profiles
information about how you use our website, IT, communication and other systems

We collect and use this personal data to contact you and provide our services to you or the organisation that you work for. If you do not provide personal data we ask for, it may delay or prevent us from contacting you or providing our services to you or the organisation that you work for.

How your Personal Data is Collected

We collect most of this personal data directly from you – in person, by telephone, over video conferencing calls, text or email and/or via our website. However, we may also collect information:

via Word documents/forms;
via secure online portals and tools which collect and deliver feedback or profiling;
from cookies on our website;
via our feedback forms; and
via our IT systems, eg:
- through automated monitoring of our website and other technical systems, such as email.

How and Why we Use your Personal Data

Under data protection law, we can only use your personal data if we have a proper reason, eg:

where you have given consent;
to comply with our legal and regulatory obligations;
for the performance of a contract with you or to take steps at your request before entering into a contract; or
for our legitimate interests or those of a third party.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own.

The table below explains what we use your personal data for and why.

WHAT WE USE YOUR PERSONAL DATA FOR	OUR REASONS
Providing our services to you directly or via the organisation you work for	To perform the contract or to take steps at your request before entering into a contract
Preventing and detecting fraud against you or us	For our legitimate interests or those of a third party, ie to minimise fraud that could be damaging for you and/or us
Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies	To comply with our legal and regulatory obligations
Ensuring business policies are adhered to, eg policies covering security and internet use	For our legitimate interests or those of a third party, ie to make sure we are following our own internal procedures so we can deliver the best service to you or the organisation you work for
Operational reasons, such as improving efficiency, training and quality control	For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service to you or the organisation you work for at the best price
Ensuring the confidentiality of commercially sensitive information	For our legitimate interests or those of a third party, ie to protect trade secrets and other commercially valuable information To comply with our legal and regulatory obligations
Statistical analysis to help us manage our business, eg in relation to our customer base, product range or other efficiency measures	For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service to you or the organisation you work for at the best price
Preventing unauthorised access and modifications to systems	For our legitimate interests or those of a third party, ie to prevent and detect criminal activity that could be damaging for you and/or us To comply with our legal and regulatory obligations
Updating and enhancing customer and participant records	To perform the contract or to take steps at your request before entering into a contract To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, eg making sure that we can keep in touch with our customers about existing business and new business
Statutory returns	To comply with our legal and regulatory obligations
Ensuring safe working practices, staff administration and assessments	To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, eg to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you or the organisation that you work for
Marketing our services to: existing and former customers; third parties who have previously expressed an interest in our services; third parties with whom we have had no previous dealings	For our legitimate interests or those of a third party, ie to promote our business to existing and former customers
External audits and quality checks, eg for the audit of our accounts	For our legitimate interests or a those of a third party, ie for corporate governance purposes To comply with our legal and regulatory obligations

Marketing

We may use your personal data to send you updates (by email) about our services, including exclusive offers, promotions or new services.

We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and Why we Use your Personal Data’). This means we do not usually need your consent to send you marketing information. However, where consent is needed, we will ask for this separately and clearly.

You have the right to opt out of receiving marketing communications at any time by:

contacting us at: gary@garypatersonlnd.co.uk; or
using the ‘unsubscribe’ link in emails;

We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

We will always treat your personal data with the utmost respect and never sell it to other organisations for marketing purposes.

Who we Share your Personal Data with

We routinely share personal data with:

third parties we use to help deliver our services to you eg software providers or providers of online tools;
other third parties we use to help us run our business, eg marketing agencies, software providers or website hosts; and
Zoom or other video conferencing platforms.

We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers to ensure they can only use your personal data to provide services to us and to you or the organisation you work for.

We may also need to:

share personal data with external auditors, eg in relation to the audit of our accounts;
disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations;
share some personal data with other parties, such as potential buyers of some or all of our business or during a restructuring – usually, information will be anonymised but this may not always be possible, however, the recipient of the information will be bound by confidentiality obligations.

If you would like more information about who we share our data with and why, please contact us (see ‘How to Contact us’ below).

Where your Personal Data is Held

Personal data may be held at our offices, third party agencies, service providers, representatives and agents as described above (see above: ‘Who we Share your Personal Data with’).

Some of these third parties may be based outside the UK/EEA. For more information, including on how we safeguard your personal data when this happens, see below: ‘Transferring your Personal Data out of the UK and the EEA’.

How Long your Personal Data will be Kept

We will keep your personal data while you have an account with us or we are providing services to you or the organisation you work for. Thereafter, we will keep your personal data for as long as is necessary:

to respond to any questions, complaints or claims made by you or on your behalf;
to show that we treated you fairly; and
to keep records required by law.

We will not keep your personal data for longer than necessary. Different retention periods apply for different types of personal data.

Transferring your Personal Data out of the UK and the EEA

To deliver services to you, it is sometimes necessary for us to share your personal data outside the UK/EEA, eg:

with your and our service providers located outside the UK/EEA; and
if you are based outside the UK/EEA.

Under data protection law, we can only transfer your personal data to a country or international organisation outside the UK/EEA where:

the UK government or, where the EU GDPR applies, the European Commission has decided the particular country or international organisation ensures an adequate level of protection of personal data (known as an ‘adequacy decision’);
there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for data subjects; or
a specific exception applies under data protection law.

These are explained below.

Adequacy Decision

We may transfer your personal data to certain countries, on the basis of an adequacy decision. These include:

all European Union countries, plus Iceland, Liechtenstein and Norway (collectively known as the ‘EEA’);
Gibraltar; and
Andorra, Argentina, Canada, Faroe Islands, Guernsey, Israel, Isle of Man, Japan, Jersey, New Zealand, Switzerland and Uruguay.

The list of countries that benefit from adequacy decisions will change from time to time. We will always seek to rely on an adequacy decision, where one exists.

Other countries or international organisations we are likely to transfer personal data to do not have the benefit of an adequacy decision. This does not necessarily mean they provide poor protection for personal data, but we must look at alternative grounds for transferring the personal data, such as ensuring appropriate safeguards are in place or relying on an exception, as explained below.

Transfers with Appropriate Safeguards

Where there is no adequacy decision, we may transfer your personal data to another country or international organisation if we are satisfied the transfer complies with data protection law, appropriate safeguards are in place, and enforceable rights and effective legal remedies are available for data subjects. The safeguards will usually include using legally-approved standard data protection contract clauses.

Transfers under an Exception

In the absence of an adequacy decision or appropriate safeguards, we may transfer personal data to a third country or international organisation where an exception applies under relevant data protection law, eg:

you have explicitly consented to the proposed transfer after having been informed of the possible risks;
the transfer is necessary for the performance of a contract between us or to take pre-contract measures at your request;
the transfer is necessary for a contract in your interests, between us and another person; or
the transfer is necessary to establish, exercise or defend legal claims

We may also transfer information for the purpose of our compelling legitimate interests, so long as those interests are not overridden by your interests, rights and freedoms. Specific conditions apply to such transfers and we will provide relevant information if and when we seek to transfer your personal data on this ground.

Further Information

If you would like further information about data transferred outside the UK, please contact our Data Protection Officer (see ‘How to Contact us’ below).

Your Rights

You have the following rights, which you can exercise free of charge:

Access	The right to be provided with a copy of your personal data
Rectification	The right to require us to correct any mistakes in your personal data
Erasure (also known as the right to be forgotten)	The right to require us to delete your personal data – in certain situations
Restriction of processing	The right to require us to restrict processing of your personal data in certain circumstances, eg if you contest the accuracy of the data
Data portability	The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party – in certain situations
To object	The right to object: at any time to your personal data being processed for direct marketing (including profiling); in certain other situations to our continued processing of your personal data, eg processing carried out for the purpose of our legitimate interests.
Not to be subject to automated individual decision making	The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

For further information on each of those rights, including the circumstances in which they apply, please contact us (see ‘How to Contact us’ below) or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights.

If you would like to exercise any of those rights, please:

email, call or write to us – see below: ‘How to Contact us’;
provide enough information to identify yourself and any additional identity information we may reasonably request from you; and
let us know what right you want to exercise and the information to which your request relates.

Keeping your Personal Data Secure

We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

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

How to Complain

Please contact us if you have any query or concern about our use of your information (see below ‘How to Contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner. The Information Commissioner may be contacted at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.

Changes to this Privacy Policy

This privacy notice was published in January 2021 and last updated on 22 January 2021.

We may change this privacy notice from time to time – when we do, we will inform you via our website or other means of contact such as email.

How to Contact Us

You can contact us and/or our Data Protection Officer by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our contact details are shown below:

Our Contact Details

Our Data Protection Officer’s Contact Details

20 Sandee, Tranent, Scotland, EH33 2DT

https://garypatersonlnd.co.uk/get-in-touch/

Gary Paterson

20 Sandee, Tranent, Scotland, EH33 2DT

gary@garypatersonlnd.co.uk

Do you Need Extra Help?

If you would like this notice in another format (for example, large print) please contact us (see ‘How to Contact us’ above).

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