2. IMPORTANT INFORMATION AND WHO WE ARE
2.2 Age limit. If you are aged under 13, by using our website you are confirming that you have the permission of your parent or guardian to do so, and for your data to be collected.
2.4 Controller. The controller responsible for your personal data is: THE PITUITARY FOUNDATION (a company limited by guarantee), Brunswick Court, Brunswick Square, Bristol, BS2 8PE.
2.6 Making a complaint. 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). However, please contact us in the first instance - we would appreciate the chance to deal with your concerns before you approach the ICO.
3. THE DATA WE COLLECT ABOUT YOU
3.1 Types of data. 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 as follows: identity data(e.g. name, date of birth and gender), contact data (e.g. address, email address, telephone number), data for medical surveys and health support (e.g. ethnicity, sexual orientation, health information, genetic and biometric data), financial data (e.g. bank account and payment card details), transaction data (e.g. details about payments and products and services you have purchased from us), technical data includes (e.g. IP address, login data), profile data (e.g. username and password, purchases or orders made by you, preferences, survey responses), usage data (e.g. information about how you use our website, products and services), and marketing and communications data (e.g. your preferences in receiving marketing and your communication preferences).
3.3 Data we do not collect. We do not collect any details about your religious or philosophical beliefs, political opinions, or trade union membership. Nor do we collect any information about criminal convictions and offences.
3.4 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.
4. HOW IS YOUR PERSONAL DATA COLLECTED?
Data collection methods. We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your details (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; create an account 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 feedback or contact us.
5. HOW WE USE YOUR PERSONAL DATA
5.1 Use of 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 obligation.
5.2 Consent. We rely on consent as a legal basis for processing your personal data and we will get your consent before sending marketing or appeals communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
5.3 Third-party marketing. We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
5.4 Opting out. You can ask us or third parties to stop sending you marketing messages at any time by (where applicable) logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences, following the opt-out links on any marketing message sent to you, or contacting us at any time at [email protected]. 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 or other transactions.
5.5 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.
6. DISCLOSURES OF YOUR PERSONAL DATA
6.1 For the purposes set out in Section 5 (“How we use your personal data”), we may share your personal data with:
- Internal third parties within our business.
- External third parties (such as service providers who provide IT and system administration services), professional advisers including lawyers, bankers, auditors and insurers based), and HM Revenue & Customs, regulators and other authorities.
6.2 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.
7. INTERNATIONAL TRANSFERS
If we need to transfer your personal data out of the UK to certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
8. 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.
9. DATA RETENTION
9.1 How long we will retain your data. We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
9.2 Retention of types of data. 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, regulatory, tax, accounting or other requirements.
9.3 Deletion of your data. In some circumstances you can ask us to delete your data: see section 10 (“Legal rights”)for further information.
9.4 Use of anonymised data. In some circumstances we will 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.
10. LEGAL RIGHTS
10.1 Rights over your data. Under certain circumstances, you have rights under data protection laws in relation to your personal data. These may include the right to 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, and to withdraw consent. If you wish to exercise any of these rights, please contact us.
10.2 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 could refuse to comply with your request in these circumstances.
10.3 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.
10.4 Time limit to respond. We try to respond to all legitimate requests within one month. Occasionally it could 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. These terms were reviewed in March 2023