Websites and Online Services 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 we collect and process as you use our websites and online services. It should be read in conjunction with our Usage Logs Privacy Notice because our systems log your use of our computing and communication facilities, which includes all our websites and online services. You should also read our Cookies Statement for each site.

We may also collect some personal data about you automatically under this notice as you visit our websites and use our online services. This data records how you browse or utilise them.

We may record information relating to your organisation as a prospective or existing business contact. Where such information does not relate to an identifiable individual, it may fall outside the scope of data protection legislation.

Please be aware that our websites and online services contain links to third party websites. This privacy policy only applies to our websites and online services, so if you click on a link to another website or online service, you should read their privacy policy.

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
• Web analytics providers
• Hosting providers
• 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 as part of pre-contractual negotiations, to fulfil our contractual obligations to a client, to fulfil your request or, with your prior consent, to understand how you use our websites and online facilities.

Where we are processing your personal data under pre-contractual negotiation or contractual obligation, this will be to provide you, our prospect or client with digital access to our systems, including protected confidential information. These systems are likely to include our service desk and relationship management portals. We will use your details to establish online digital accounts for you to access these and other systems. You should read our Professional Services Privacy Notice to understand how we might use your personal data in delivering these services.

You may request literature or enhanced access to our online digital content, which will require setting up an online digital account. We will use your data to facilitate this. We may subsequently offer you the option to subscribe to more facilities but will not to do so without your agreement.

If you consent, we use the analytic data that we automatically collect and share with our analytics providers to improve the design of our facilities and enhance the service we are providing to you.

We may also 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 Consent, Contract and Legitimate Interests.

• consent - we collect and process personal data about you when you voluntarily provide us with information, particularly when you open an account on one of our websites or subscribe to receive information. We also collect certain information about how you use our websites and online services where you have consented to cookies or similar technologies. You may withdraw your consent at any time.
• contract - we collect and process personal data about you where this is necessary to take steps at your request before entering into a contract or to perform a contract with you or your organisation. This includes creating and managing online accounts and providing access to our websites, online services, service desk systems, relationship management portals and other digital facilities.
• legitimate interests - the Company has legitimate interests in administering its websites and online services, maintaining the security and integrity of its systems, preventing unauthorised access, protecting confidential information, providing support to users, communicating with prospects, clients and other contacts, maintaining backups, establishing, exercising or defending legal rights, reporting crime and improving the operation of its websites and online services where such processing does not rely upon consent.

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

• the data subject has given consent to the processing of his or her personal data for one or more specific purposes (Article 6(1)(a)).
• 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?

We collect your personal data directly from you as and when you provide it; for instance, in subscribing to receive information or in opening an account on one of our websites. You might also provide details about yourself in posting a comment on one of our sites.

We also receive your personal data from your organisation in relation to pre-contractual negotiations with them or our contract to provide them with services. This is typically so you can use our service desk and client portal websites as well as gain access to restricted and often confidential information on some of our other sites.

We may collect personal data about you with your consent as you navigate our web sites and utilise our online services. This is typically facilitated by cookies that you consent to us using.

What information are we collecting?

We typically collect the following personal information when you request information, subscribe to content or use an online digital account on one of our websites or services, regardless of whether you opened it or it was set up for you:-

• your name and style of address
• IP address
• gender
• job title
• organisation
• business address
• email address
• telephone numbers
• other contact details
• the nature of your request
• dates and times of interactions
• unique online reference number
• digital account username
• actions taken
• follow up reminders
• related messages

If you are working for a prospect or client and we are collecting and processing your personal data under the lawful basis of contract then we will additionally collect and process data pertinent to our professional services. Please read our Professional Services Privacy Notice | Revell Research Systems Prize for more details.

If you consent, we collect your Internet Protocol (IP) address, browser details, operating system, referral source, geolocation, date, time and the resources you access, the length of your visit, how you navigated the website as well as details about your visiting frequency and usage pattern.

We may process this data for the purpose of analysing the use of our websites and services and to maintain backups of this information.

We gather this intelligence from Google Analytics, which relies on cookies that we seek your consent to use before processing this information. Our Cookies Statement provides greater detail.

We also collect usage data as you interact with our systems, which is automatically collected. We may use this data to understand how our systems are being used, etc. Our Usage Logs Privacy Notice provides more detail.

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 website and online services records for six years after the end of our relationship with you or your organisation, or for such other period as is necessary to provide the relevant service, comply with legal obligations, establish, exercise or defend legal claims, or protect our legitimate interests.

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