Correspondence Privacy Notice

Introduction

Revell Research Systems Limited (the Company, we, us, our) is providing you with this information in order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), which require us to tell you what we do with your personal information.

This notice relates to the personal data that is processed by us when we enter into, or you are mentioned in, correspondence with us. We typically send and receive correspondence by post, fax or email but may occasionally receive direct messages via social media or other means.

We will not use your personal data obtained for this purpose in marketing communications without your explicit consent, although we may add details about your organisation to our marketing system as an interested party, which is outside the scope of privacy legislation.

Who is collecting this personal data?

Revell Research Systems Limited is collecting this data as the Data Controller.

Revell Research Systems Limited is registered with the Information Commissioner in the United Kingdom as a data controller under number Z186392X.

Who are we sharing your personal data with?

We may share personal data processed under this notice, where necessary and proportionate, with the following categories of recipient:-

• The courts and those involved in legal proceedings and non-contentious matters, including solicitors and barristers
• Police and law enforcement agencies
• Our subsidiaries, our ultimate holding company and all its subsidiaries
• Agents acting on our behalf
• Service providers (including associates)
• Professional advisers

We will not sell or rent your data to third parties. We will not share it with third parties for marketing purposes.

Why are we collecting and what will we do with your personal data?

We are collecting this information to help us develop our business and properly correspond with you.

Our correspondence with you might cover a wide range of subjects and might itself be simple or complex. For instance, it may relate to any aspect of our professional work, the administration of our business, the goods or services provided by you or your organisation or enquiries we are making of you or your organisation. It might also relate to any form of external relations such as with the media, government or the general public or the professional advice you are providing us.

We are anxious to handle our correspondence in the best possible way and realise that, in many cases, we will exchange communications using multiple channels as we correspond over a prolonged period of time.

We seek to conduct our correspondence in an appropriate, timely, and effective way. We use a relationship management system and various document management and archival systems to track and store correspondence to ensure we manage our correspondence in a professional manner.

We may process this data for the purpose of the proper administration of our business and in communicating with you as well as maintaining backups.

We may share data with the courts and associated professionals in establishing, exercising or defending our legal rights. We may share data in reporting crime to or when co-operating with the police and law enforcement agencies.

What is the legal basis for processing?

Our lawful bases are Contract and Legitimate Interests.

• contract - we may conduct correspondence with you because we are in pre-contractual negotiations with you or because a contract exists between us.
• legitimate interests - the Company has legitimate interests in corresponding with you, protecting and asserting our, your or another person's legal rights, properly administering its business and maintaining backups.

These lawful bases are detailed in Article 6 of the UK General Data Protection Regulation (UK GDPR):-

• processing is necessary for the performance of a contract to which the data subject is party or to take steps at the request of the data subject prior to entering into a contract (Article 6(1)(b)).
• processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child (Article 6(1)(f)).

How are we collecting this information?

The Company collects personal data in relation to correspondence from all forms of communication:-

• letter
• facsimile
• email
• social media

Your details may be collected because you are the correspondent or because you are mentioned in the correspondence itself.

We may determine that you are the right person to communicate with on a particular subject from you, your organisation or public sources such as your organisation's website or your social media.

Please note that our Usage Logs Privacy Notice is also likely to apply to you as our systems record electronic interactions between us.

What information are we collecting?

We typically collect the following personal information from correspondence:-

• your name and style of address
• gender
• job title
• organisation
• business address
• email address
• telephone numbers
• other contact details
• the nature of your enquiry
• dates and times of interactions
• unique correspondence tracking number
• actions taken
• follow up reminders
• related correspondence (letters, messages, voicemails, etc)

Who can see your information within the Company?

Access to your personal data is restricted to authorised directors, staff and associates who require it for legitimate business purposes.

How long is your information kept?

We will only keep your information for as long as necessary. The retention period is either dictated by law or our legitimate requirements. Once your information is no longer needed it will be securely and confidentially destroyed.

We typically retain personal data in correspondence for six years after the financial year in which they occurred based on the Limitation Act 1980 and often for considerably shorter periods where the correspondence is not contractual.

How secure is your information?

We take appropriate technical and organisational measures to protect your information against unauthorised access, disclosure, alteration and destruction. You can read more about our approach to security at www.rrs.co.uk/security.

Who keeps your information updated?

You are responsible for keeping your personal details up-to-date. Please advise the Company of any changes.

Will your information be used for any automated decision making?

No. We do not undertake solely automated decision making, including profiling, that produces legal effects concerning you or similarly significantly affects you.

Our Privacy Statement

You can access the Company's Privacy Statement at www.rrs.co.uk/privacy. This statement provides you with more information about how we address data protection and privacy as well as informing you of your rights.

Other Privacy Notices

You are likely to interact with us in more than one way, so our other privacy notices may apply to you in different scenarios. We are open and transparent about how we use your personal data. You can find all of our Privacy Notices at www.rrs.co.uk/privacy.

Changes to this Notice

Any changes to this privacy notice will take effect when the revised notice is published. If these changes affect how your personal data is processed, the Company will take reasonable steps to make sure you know.

Further Information