The following provides a simple format for a data privacy notice. It is intended for business use and as a starting point only.
To comply with the requirements of the General Data Protection Regulation (GDPR), you should customise this document to your specific requirements and business practices around privacy and data processing.
Disclaimer: This sample privacy notice does not constitute legal advice. The content is for general information purposes only. It is provided without any representations or warranties, express or implied. If necessary, seek appropriate legal counsel in relation to GDPR or your specific circumstances.
For definitive legal advice on providing privacy information under the GDPR, see the Information Commissioner’s Office guide on privacy notices.
Your Body Map Ltd’s (Trading as Aubergine) registered office is at 40 Railway Street, Lisburn, United Kingdom, BT28 1XP and we are a company registered in Northern Ireland under company number NI649405. We are registered on the Information Commissioner's Office Register of Data Controllers, and act as the data processor. Our designated Data Protection Officer/Appointed Person for the organisation is Thomas Andrew Cuthbert, and we can be contacted at 40 Railway Street, Lisburn, United Kingdom, BT28 1XP or via email at firstname.lastname@example.org
Information That We Collect
YOUR BODY MAP LTD (Trading as Aubergine) processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than already specified in this notice.
The personal data that we collect from is: -
We collect information in the below ways: -
How We Use Your Personal Data (Legal Basis for Processing)
Your Body Map Ltd (Trading as Aubergine) takes your privacy very seriously and will never disclosure, share or sell your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the purposes specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw consent at any time. The purposes and reasons for processing your personal data are detailed below: -
We collect your personal data in the performance of a contract or to provide a service and to ensure that orders are completed and can be sent out to your preferred address
We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
We have a legal obligation to process your personal data under contract with client companies who are employers and provide us as information as part of our of need to fulfil business service requests
You have the right to access any personal information that Your Body Map LTD (Trading as Aubergine) processes about you and to request information about: -
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure.
Sharing and Disclosing Your Personal Information
We do not share or disclosure any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. YOUR BODY MAP LTD (Trading as Aubergine) uses third-parties to provide the below services and business functions, however all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.
We use accountants to process claims and tax returns and they act in the capacity of a processor on our behalf. The only information we provide them are details to meet business and legal requirements. All contractors are strictly forbidden to use data for any other purposes and are under NDA regarding said data.
YOUR BODY MAP LTD (Trading as Aubergine) takes your privacy seriously and we take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including:
Consequences of Not Providing Your Data
You are not obligated to provide your personal information to YOUR BODY MAP LTD, (Trading as Aubergine) however, as this information is required for us to provide you with our services to create the project outcomes you expect, we will not be able to offer some/all of our products or services without it.
How Long We Keep Your Data
YOUR BODY MAP LTD (Trading as Aubergine) only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed.
Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.
Occasionally, YOUR BODY MAP LTD (Trading as Aubergine) would like to contact you with details of the products and services we provide. If you consent to us using your contact details for these purposes, you have the right to modify or withdraw your consent at any time by using the opt-out/subscribe options or by contacting YOUR BODY MAP LTD (Trading as Aubergine) directly.
If you consent to us contacting you with the above-mentioned marketing and offers, you can state how you would like us to contact you: -
Lodging A Complaint
YOUR BODY MAP LTD (Trading as Aubergine) only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.
YOUR BODY MAP LTD
Thomas Andrew Cuthbert
40 Railway Street, Lisburn, United Kingdom, BT28 1XP
Email : email@example.com
The Information Commissioner’s Office (ICO) can be contacted at: -
Information Commissioner’s Office
Telephone: 0303 123 1113 (local rate) or 01625 545 745 (national rate)
Fax: 01625 524 510
By using this web service, I the user of this service consent to you processing my personal data as detailed in your Privacy
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