RPL Marketing Privacy Policy

  1. This document contains the privacy policy for RPL Marketing Ltd (“RPL Marketing”) located at 4 Merrycroft Avenue, Glasgow, G46 6DA, UK and registered in Scotland with company number #SC370494. The products and services we provide will henceforth be referred to as (“Services”). This policy sets out how we handle your personal information if you’re an RPL Marketing client, subscriber or visitor to our Website.
  2. The terms ‘we’, ‘us’ or ‘RPL Marketing’ identify RPL Marketing as the owner and controller of the Website.
  3. (“Policy”) means this privacy policy.

The type of personal information we collect

  1. We collect certain personal information about visitors and users of our Website.
  2. The most common types of information we collect include things like:
    1. Database subscriptions: data field entries you complete such as first names, surnames, phone numbers, email addresses, survey responses
    2. Web traffic: IP addresses, support queries, forum comments, web analytics data
    3. Social media connections:  contact details you have published
    4. Content you direct us to make available on our Website such as case studies, photograph and videos, results and testimonials. .
    5. Job applications: We will also collect personal information from job applications such as, your CV, the application form itself, cover letter and interview notes.

How we collect personal information

  1. We collect personal information directly when you provide it to us, automatically as you navigate through our Website, or through other people when you use services associated with our Website such as MailChimp.
  2. We collect your personal information when you provide it to us when you subscribe to a newsletter, email list, submit feedback, enter a contest, fill out a survey, or send us a communication. We hold personal data on a marketing database for up to 36 months after in-activity.

How we use personal information

  1. We will use your personal information:
    1. Where this is necessary for purposes which are in our, or third parties, legitimate interests. These interests include:
      1. operating the Website;
      2. responding to communication requests;
      3. updating you with operational news and information about our Website and Services e.g. to notify you about changes to our Website, Website disruptions or security updates;
      4. carrying out technical analysis to determine how to improve the Website and services we provide;
      5. monitoring activity on the Website, e.g. to ensure compliance with the user terms that apply to the Website;
      6. managing our relationship with you, e.g. by responding to your comments or queries submitted to us on the Website or asking for your feedback or whether you want to participate in a survey;
      7. managing our legal and operational affairs (including, managing risks relating to content and fraud matters);
      8. training RPL Marketing staff about how to best serve our user community;
      9. improving our products and services.
      10. providing general administrative and performance functions and activities; and
      11. processing your job application to RPL Marketing.
    2. Where you give us consent:
      1. providing you with marketing information about products and services which we feel may interest you; and
      2. customising our services and Website where this involves the use of cookies or similar technologies – in order to provide a more personalised experience.
    3. For purposes which are required by law.
    4. For the purpose of responding to requests by government, a court of law, or law enforcement authorities conducting an investigation.

When we disclose your personal information

  1. We will disclose personal information to the following recipients:
    1. Service providers who assist us in connection with the ways we use personal information (as set out above), in particular: website hosting providers which are located in the UK; technical and customer support services which are located in the UK; marketing and analytics services which are located in the US such as Google Analytics; security and fraud prevention services which are located in the UK; subscription management services which are located in the US; Noting that our services providers may also transfer and access such information from other countries in which they have operations.
    2. our professional advisers (lawyers, accountants, financial advisers etc.) which are located in UK;
    3. regulators and government authorities in connection with our compliance procedures and obligations;
    4. a purchaser or prospective purchaser of all or part of our assets or our business, and their professional advisers, in connection with the purchase;
    5. a third party to respond to requests relating to a criminal investigation or alleged or suspected illegal activity;
    6. a third party, in order to enforce or defend our rights, or to address financial or reputational risks;
    7. a rights holder in relation to an allegation of intellectual property infringement or any other infringement; and
    8. other recipients where we are authorised or required by law to do so.

Where we transfer and/or store your personal information

  1. We are based in the UK so your data will be processed in the UK. Some of the recipients we have described in section 10 above, and to whom we disclose your personal information, are based outside of the UK in places like the US. We do this on the basis of your consent to this policy. In order to protect your information, we take care where possible to work with service providers who we believe maintain an acceptable standard of data security compliance.

How we keep your personal information secure

  1. We store personal information on secure servers that are managed by us and our service providers, and occasionally hard copy files within the UK. Personal information that we store or transmit is protected by security and access controls, including username and password authentication, two-factor authentication, and data encryption where appropriate.

How you can access your personal information

  1. You have the right to make a request to access other personal information we hold about you and to request corrections of any errors in that data. To make an access or correction request, contact our data protection officer using the contact details at the end of this policy.

Marketing Choices regarding your personal information

  1. Where we have your consent to do so (e.g. if you have subscribed to one of our e-mail lists or have indicated that you are interested in receiving offers or information from us), we send you marketing communications by email about products and services that we feel may be of interest to you. You can ‘opt-out’ of such communications if you would prefer not to receive them in the future by using the “unsubscribe” facility provided in the communication itself.
  2. You also have choices about cookies, as described below. By modifying your browser preferences, you have the choice to accept all cookies, to be notified when a cookie is set, or to reject all cookies. If you choose to reject cookies some parts of our Website may not work properly in your case.

Cookies and web analytics

  1. Cookies are a small data file sent from a server to your web browser or mobile device that is stored on your browser cache or mobile device. There are ways you can control your cookies preferences and set whether you want to accept or reject cookies, these settings are contained within your web browser itself.
  2. When you visit our Website, there’s certain information that’s recorded which is generally anonymous information and does not reveal your identity. This information includes the following:
    1. your IP address or proxy server IP address’;
    2. the domain name you requested;
    3. the name of your internet service provider is sometimes captured depending on the configuration of your ISP connection;
    4. the date and time of your visit to the Website;
    5. the length of your session;
    6. the pages which you have accessed;
    7. the number of times you access our Website within any month;
    8. the file URL you look at and information relating to it;
    9. the website which referred you to our Website; and
    10. the operating system which your computer uses.

Information about children

  1. Our Website is not suitable for children under the age of 16 years, so if you are under 16 we ask that you do not use our Website or give us your personal information (if you are a young tech wiz, please direct your nearest responsible adult to use the Website for you!). It’s the responsibility of parents or guardians to monitor their children’s use of our Website.

How long we keep your personal information

  1. We retain your personal information for as long as is necessary to provide the services to you and others, and to comply with our legal obligations. If you no longer want us to use your personal information or to provide you with RPL Marketing services, you can request that we erase your personal information. Please note that if you request the erasure of your personal information we will retain information from deleted accounts as necessary for our legitimate business interests, to comply with the law, prevent fraud, collect fees, resolve disputes, troubleshoot problems, assist with investigations, enforce the terms of service and take other actions permitted by law. The information we retain will be handled in accordance with this Privacy Policy.

When we need to update this policy

  1. We will need to change this policy from time to time in order to make sure it stays up to date with the latest legal requirements and any changes to our privacy management practices.
  1. When we do change the policy, we’ll make sure to notify you about such changes, where required. A copy of the latest version of this policy will always be available on our Website and can be obtained from us on request.

How you can contact us

  1. If you have any questions about our privacy practices or the way in which we have been managing your personal information, please contact our data protection officer at [email protected].

If you’re a user or visitor in the European Economic Area these rights also apply to you:

  1. For the purposes of applicable EU data protection law (including the General Data Protection Regulation 2016/679 (the “GDPR”), we are a ‘data controller’ of your personal information.

How you can access your personal information

  1. You are also entitled to ask us to port your personal information (i.e. to transfer in a structured, commonly used and machine-readable format, to you), to erase it, or restrict its processing. You also have rights to object to some processing that is based on our legitimate interests, such as profiling that we perform for the purposes of direct marketing, and, where we have asked for your consent to process your data, to withdraw this consent as more fully described below.
  2. These rights are limited in some situations – for example, we can demonstrate that we have a legal requirement to process your personal information. In some instances, this means that we may retain some data even if you withdraw your consent.
  3. Where we require your personal information to comply with legal or contractual obligations, then provision of such data is mandatory: if such data is not provided, then we will not be able to manage our contractual relationship with you, or to meet obligations placed on us. In all other cases, provision of requested personal information is optional.
  4. If you have unresolved concerns you also have the right to complain to data protection authorities. The relevant data protection authority will be the data protection authority of the country: (i) of your habitual residence; (ii) of your place of work; or (iii) in which you consider the alleged infringement has occurred.

Both personal information and personal data have the same meaning in the context of this Privacy Policy.

RPL Marketing Privacy Policy v1, effective date 25 May 2018