Terms and Conditions

Swim Now UK Terms and Conditions 

1st December 2023

Information about us, who we are, what we do and how to contact us.

We are Swim Now UK Trading Ltd, also known as ‘Swim Now’ a company registered in England and Wales, with company Number 13938864, VAT Number 416638487 and registered office, 12 Alma Square, Scarborough YO111JU.

These are the terms and conditions for our services. Please read them carefully. All clients are expected to follow the terms and conditions set out below. Terms and Conditions will be updated from time to time and clients will be notified by email.

You can contact us by using the contact form or phone numbers on our website.

We will contact you from time to time by telephone, email or SMS. 

Our Services

We provide 1-1 and 2-1 private swimming lessons for Adults and Children of all different ability levels.

We operate from hotels, health clubs and private swimming pool settings.

Bookings and Payments

For the majority of new joiners, we start with an initial taster lesson, to come and try our service before committing to a package or plan.

Taster lessons are booked and charged on the basis of a one-off appointment only. The appointment slot will normally be reserved for following weeks (usually at the same day and time), on the assumption of a successful taster.

Following a taster lesson a member of the Swim Now team will make contact, to discuss a recurring appointment going forward on either a pay monthly or pay up front basis.

Pay Monthly Plans

Are offered on the basis of a three month minimum term contract, followed by a monthly rolling contract and one month written notice required to cancel.

By booking a monthly plan you are committing to a lesson every week for the full duration of the plan

Pay Up Front Packages

Pay up front packages are offered on the basis of a 6, 12 or 24 week commitment. 

By booking a package you are committing to a lesson every week for the full duration of the package.

Pay up front packages are also offered on a ‘Flexi’ booking basis. Flexi is an ‘ad hoc’ lesson arrangement, which is availability permitting, usually at off peak times.

Renewals of packages are required a minimum of 1-week before the last lesson of the package to ensure the appointment slot is booked in plenty of time.

All packages are non-refundable and have a 6-month expiration date.

Payments

Are made via the Swim Now office only. By card, BACS, or direct debit.

By making a payment or signing up to a Direct Debit, you agree to the entire terms and conditions displayed on the Swim Now website: https://www.swimnow.co.uk/terms-and-conditions/

All fees are paid advance of lessons commencing.

Under no circumstances should payments be made directly to a swimming teacher.

Fees for 1:1 and 2:1 are different, to get an up to do date price list, contact the Swim Now office, https://www.swimnow.co.uk/contact/ 

Swim Now terms and conditions

Cancellation

Cancelling a monthly plan requires one month’s written notice. 

Contacting Swim Now on either of the following methods is acceptable,  accounts@swimnow.co.uk or 0333 016 1997

Direct Debit payments will continue beyond the initial 3-month minimum term until such time you advise us in writing of your intention to cancel. 

Cancelling a direct debit with your bank does not mean you have given notice to end your plan.

Upon cancellation of the monthly plan, any lesson credits will be calculated and you will be informed of your final lesson date.

Lesson Credits

Lessons run all year round, usually 52 weeks of the year, excluding a few days around Christmas and New Year.

In the event of a lesson being cancelled by Swim Now, we will communicate with as much notice as possible.

If for any reason Swim Now has to cancel a lesson, a lesson credit will be applied to the associated account.

Lesson credits are non-refundable, they are either tagged onto the end of a package, or come into effect at the point of cancellation of a monthly plan.

Reasons for lesson credits can range from, venue closures, teacher absence and adverse weather conditions. In all cases clients will not be charged and lesson credits will be applied accordingly. 

Registration and Your Data

Once initial booking and payment has been completed, a registration email will follow. The registration email includes details of the appointment and a link to register.

A medical questionnaire is included in the registration form and is required to commence lessons. 

The completion of a medical questionnaire is essential for the safe running of our classes and for reference in emergency situations.  

Adult swimmers, parents and carers of swimmers under 16’s are reminded that it is their responsibility to supply up to date, relevant medical details and/or any changes to medical conditions. If the swimmer is under 16 years of age their parent or guardian should provide these details on their behalf. 

Swim Now keeps clients’ medical details on file securely, accessed only by members of the management team and distributed to appropriate swimming teachers for their information only.

Swim Now  will not be liable in any way should details have been completed inaccurately or incompletely.

All information gathered in the registration forms is kept in accordance with data protection laws and Swim Now’s privacy policy, available on https://www.swimnow.co.uk/

Health and Safety of Swimmers 

Swimmers, parents, guardians and siblings, must observe and respect the venue and pool rules whilst using the facility.

Venue staff retain the right to refuse admission and in such cases Swim Now will not be liable for, or offer, any refunds or credits for lessons.  

To minimise footfall on poolside, swimmers are asked to arrive to poolside approximately 5-minutes before the start of the scheduled appointment, but no sooner. 

Parents of child swimmers are requested to wait with their child to complete a handover to the teacher, then wait in the designated waiting area while the lesson commences. 

Parents/guardians must remain in the pool premises and be contactable for the duration of the appointment. 

Parent/guardians and swimmers must obey instructions given by Swim Now staff and/or venue/pool staff, to ensure safe operation for all. 

In the event of instructions not being obeyed, or any type of poor behaviour, including but not limited to, abuse of staff, damage to venue fixtures,  bad language or intimidation, Swim Now reserves the right to cancel lessons with immediate effect and terminate any contract with the associated person(s). 

In the event of a contract termination for any of the points raised above, Swim Now will cancel all future bookings and refund any lessons on account. 

All swimmers  must shower before entering the pool.

Under the Swim Now supervision policy swimmers should, under no circumstances, enter the pool without a member of the Swim Now team being present.

No food or drink in any of the pool facilities.

No smoking in the venue.  

No outdoor shoes are to be worn on the poolside. At most venues, pool shoe covers are provided. 

No mobile phones or cameras in the pool area. 

All connected services, including but not limited to, spa sauna, jacuzzi, gym, general swimming, require a health club membership. Using these facilities without a health club membership is forbidden and can result in membership to Swim Now being revoked. 


Teachers

Swim Now teachers are employed by Swim Now UK trading limited and insured to deliver private swimming lessons at Swim Now venues. 

Swim Now teachers are all subject to advanced disclosure and barring checks for working with children and vulnerable adults. 

Swim Now teachers  are qualified to teach swimming lessons to a national standard, set out by industry’s governing bodies and supported by the learn to swim frameworks. 

From time to time an initial taster lesson doesn’t meet client expectations. If you have any concerns about the suitability of a specific teacher, raise these concerns with the Swim Now office, so we have a record of the feedback and can look at alternative options for lessons.
 

Venues

Swim Now is a 3rd party contractor in all Swim Now venues. 

We make every effort to ensure Swim Now venues are selected carefully and meet our brands high standards. This being said, we do not accept liability for any injury which may be caused by any defect that Swim Now has no control over. 

If you have any questions or concerns over venue standards including cleanliness, please contact Swim Now office with feedback so we can bring the issues to the attention of the venue management. 

Any swimmer or parent/guardian of a swimmer known to be suffering from any infectious conditions has a responsibility to not attend a Swim Now venue and notify either their swimming teacher or a member of the team. Swim Now will not accept liability for any infection passed from one person to another in the swimming pool or venue. 

If the swimmer is suffering from sickness and diarrhoea, or has had symptoms in the past 48 hours, they should not attend lessons. They can return to lessons 48 hours after symptoms have passed. 

All our pools provide locker facilities. Swim Now has no control over these. We will not accept liability for the loss of or damage to any personal effects brought by a swimmer to any lesson and you are therefore requested to ensure that no valuable items are brought to the premises. 

Loss and Damage 

If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking this contract or our failing to use reasonable care and skill, but we are not responsible for any loss or damage that is not foreseeable. 

Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time the contract was made, both we and you knew it might happen, for example, if you discussed it with us during the sales process.

We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; for fraud or fraudulent misrepresentation; for breach of your legal rights in relation to our services.

Disclaimer

By attending swimming lessons, you do so fully in the knowledge that whilst we will do all that we can to ensure the safety of those taking lessons, accidents can happen.  Swimming is, by its nature, a dangerous activity that has an inherent risk of injury or death.  By attending Swim Now lessons, you are accepting this inherent risk and acknowledge that none of Swim Now, nor any of the pool owners shall be liable for any death, personal injury or illness not caused by its or their negligence. Nothing in this disclaimer shall limit or exclude Swim Now’s  liability for death or personal injury where such death or personal injury is caused by Swim Now’s negligence.

Dispute resolution

We aim to provide you with an outstanding service that meets and exceeds your expectations. 

In case of any dispute, please write to us at either:

Swim Now Uk Trading Ltd, 12 Alma Square Scarborough, YO11 1JU.

info@swimnow.co.uk

Swim Now Website

The content of all of the pages of this website is for your general information and use only. It is subject to change without notice. Neither Swim Now nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and material may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.

Your use of any information or material on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.

All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.

This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.

You may not create a link to this website from another website or document without prior written consent from Swim Now. 

From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).

Unauthorised use of this website or any content therein may give rise to a claim for damages against you and/or may be a criminal offence.

Any dispute arising out of use of the website is subject to and governed by the laws of England and Wales.

 

 

 

 

Privacy & Security Policy

Welcome to the Swim Now UK Ltd (“Swim Now”) privacy notice.

Swim Now respects your privacy and is committed to protecting your personal data.

Our privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

Purpose of this privacy notice

This privacy notice aims to give you information on how Swim Now collects and processes your personal data through your use of this website, including any data you may provide through this website when you register.

It is important that you read this privacy notice together with any other notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

This privacy notice supplements any other notices and is not intended to override them.

Controller

Swim Now is the controller and responsible for your personal data (collectively referred to as Swim Now Uk Ltd “we”, “us” or “our” in this privacy notice).

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice.

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

Name: Swim Now UK Trading Ltd
Postal address: Head Office, 12 Alma Square, Scarborough, YO11 1JU

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). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy notice and your duty to inform us of changes

This version was last updated on 1st December 2023

It is important that the personal data we hold about you is accurate and current.

Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party websites, plug-ins and applications.

Clicking on those links or enabling those connections may allow third parties to collect or share data about you.

We do not control these third-party websites and are not responsible for their privacy statements.

When you leave our website, we encourage you to read the privacy notice of every website you visit.

The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified.

It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

Identity Data – includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.

Contact Data – includes billing address, delivery address, email address and telephone numbers.

Financial Data – includes bank account and payment card details.

Transaction Data – includes details about payments to and from you and other details of products and services you have purchased from us.

Technical Data – includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

Profile Data – includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.

Usage Data – includes information about how you use our website, products and services.

Marketing and Communications Data – includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose.

Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity.

For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.

However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data 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 do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services).

In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

How is your personal data collected?

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise.

This includes personal data you provide when you:

Apply for our products or services
Register on our website
Subscribe to our service or publications
Request marketing to be sent to you
Enter a competition, promotion or survey; or give us some feedback.
Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:

Technical Data from the following parties:
(a) analytics providers;
(b) affiliate network providers;
(c) advertising networks; and
(d) search information providers.

Contact, Financial and Transaction Data from providers of technical, payment and delivery services.
Identity and Contact Data from data brokers or aggregators.
Identity and Contact Data from publicly availably sources.

How we use your personal data

We will only use your personal data when the law allows us to.

Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data other than to respond to an enquiry you make to us via our website where by making the enquiry you consent to us using any personal data provided for the purposes of dealing with and responding to that enquiry, or in relation to sending third party direct marketing communications to you via email or text message.

You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

We have set out below, in a table format, 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 us 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/Activity   Type of data Lawful basis for processing
including basis of legitimate interest
To register you as a new customer (a) Identity
(b) Contact
Performance of a contract with you
To process and deliver your order including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(a) Identity
(b) Contact
(c) Financial
(d) Transaction
(e) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests
(to recover debts due to us)
To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy
(b) Asking you to leave a review or take a survey
(a) Identity
(b) Contact
(c) Profile
(d) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests
(to keep our records updated and to study
how customers use our products/services)
To enable you to partake in a prize draw, competition or complete a survey (a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests
(to study how customers use our
products/services, to develop them and
grow our business)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Identity
(b) Contact
(c) Technical
(a) Necessary for our legitimate interests
(for running our business, provision of
administration and IT services, network security,
to prevent fraud and in the context of a
business reorganisation or group
restructuring exercise)
(b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you (a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(f) Technical
Necessary for our legitimate interests
(to study how customers use our
products/services, to develop them,
to grow our business and to inform
our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences (a) Technical
(b) Usage
Necessary for our legitimate interests
(to define types of customers for our
products and services, to keep our website
updated and relevant, to develop our
business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you (a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
Necessary for our legitimate interests
(to develop our products/services and
grow our business)
To deal with a general enquiry or careers enquiry (a) Identity
(b) Contact
(a) Consent
(b) Necessary for our legitimate interests
(recruitment and to communicate with
our customers, partners and other third parties)

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising:

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any company outside of Swim Now for marketing purposes.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

For more information about the cookies we use, please see our cookie policy.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

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 so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosures of your personal data

We may have to share your personal data with the parties set out below for the purposes:

  • Internal Third Parties
  • External Third Parties
  • 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 notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

We share your personal data within the Swim Now Group and on occasion along with 3rd party suppliers where required and listed specifically within our Glossary.

This might involve transferring your data outside the European Economic Area (EEA).

We ensure your personal data is protected by requiring all our 3rd parties to follow the same rules when processing your personal data.

These rules are called “binding corporate rules”. For further details, see European Commission: Binding corporate rules.

Many of our external third parties are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
  • Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.
  • Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. 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.

Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for [six] years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see [Request erasure] below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your legal rights

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

  • [Request access to your personal data].
  • [Request correction of your personal data].
  • [Request erasure of your personal data].
  • [Object to processing of your personal data].
  • [Request restriction of processing your personal data].
  • [Request transfer of your personal data].
  • [Right to withdraw consent].

If you wish to exercise any of the rights set out above, please contact us.

No fee usually required

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.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate 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.

Glossary

LAWFUL BASIS

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

THIRD PARTIES

External Third Parties

  • Service providers acting as processors who provide IT and system administration services.
  • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based who provide consultancy, banking, legal, insurance and accounting services.
  • HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
  • External third parties who provide electronic / computing services, as listed below:
Name Type of service Data Processed
Moneypenny Inc. Live Chat Service Internal messaging that might include customer name
and email details for the purpose of support.
Xero Limited Accountancy Software Customer details including customer name, address
and email address.
Google Cloud based documentation software & storage Occasional instances of customer name and email
address on internally-shared documents
Stripe Payment Processor Customer name, address and card information for
the purpose of payment processing.

YOUR LEGAL RIGHTS

You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.