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Privacy Policy

Our Privacy policy, Cookie policy and Terms and Conditions of Use together explain what happens to any personal data that you provide us or that we collect from you when you use our site www.academicfamilies.com

Who we are

We are Academic Families Ltd, a company incorporated under the Companies Acts with company number SC431480. Academic Families is the data controller and we are responsible for your personal data.

Our registered office is at 1, Wester Dalmeny Steading, Dalmeny Edinburgh EH30 9TT. Our principal place of business is at 111 Swanston Rd, Edinburgh EH10 7DS. Our telephone number is +44 (0)131 331 3317. Our email address is hello@academicfamilies.com

Please remember that throughout these terms when we mention “we”, “us” or “our”, we mean Academic Families Ltd. When we refer to “you” we mean the user of our website.

Our Privacy policy

This policy is intended to help you understand:

  1. What data we collect about you
  2. How we collect your personal data
  3. Marketing Communications
  4. Disclosure of your personal data
  5. International Transfers
  6. Data Security
  7. Data Retention
  8. Your legal rights
  9. Third party links
  10. Cookies

1 - What data we collect about you

Personal data means any information capable of identifying an individual. It does not include anonymised data. In operating our website we may collect and process the following data about you:

We may process the following categories of personal data about you:

Communication Data that includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us.

We collect this so we can communicate with you, for record keeping and for the establishment, pursuance or defence of legal claims.

Customer Data that includes data relating to any purchases of goods and/or services.

We collect this to enable us to supply the goods and/or services you have purchased and to keep records of such transactions.

User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services.

We collect this to ensure relevant content is provided to you and to operate our website, other online services and business.

Technical Data that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system and we collect it to analyse your use of our website and other online services, to deliver relevant content to you, to administer and protect our business and website and to understand the effectiveness of our advertising.

Marketing Data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences.  We collect this so we can deliver relevant content and advertisements to you and measure or understand the effectiveness of this advertising.

We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you and to measure or understand the effectiveness of the advertising we serve you.

Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract. If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.

We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at hello@academicfamilies.com.  In case we need to use your details for an unrelated new purpose we will let you know and explain why.

We may process your personal data without your knowledge or consent where this is required or permitted by law.

2 - How we collect your personal data

We may collect data about you by you providing the data directly to us (for example by filling in forms on our site or by sending us emails). We may automatically collect certain data from you as you use our website by using cookies and similar technologies. For further information please see our cookie policy

We may receive data from third parties such as analytics providers such as Google based outside the EU, advertising networks such as Facebook based outside the EU, such as search information providers such as Google based outside the EU, providers of technical, payment and delivery services, such as data brokers or aggregators.

We may also receive data from publicly available sources.

3 - Marketing Communications

Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business).

Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However you can still opt out of receiving marketing emails from us at any time.

Before we share your personal data with any third party for their own marketing purposes we will get your express consent.

You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you OR by emailing us at hello@academicfamilies.com at any time.

If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, warranty registrations etc.

4 - Disclosure of your personal data

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

  • Service providers who provide IT and system administration services.
  • Professional advisers including lawyers, bankers, auditors and insurers
  • Government bodies that require us to report processing activities.
  • Third parties to whom we sell, transfer, or merge parts of our business or our assets.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

5 - International Transfers

Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.

Many of our third parties service providers 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 do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place:

  • We will only transfer your personal data to countries that the European Commission have approved as providing an adequate level of protection for personal data by; or
  • Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
  • If we use US-based providers that are part of EU-US Privacy Shield, we may transfer data to them, as they have equivalent safeguards in place.

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

6 - Data Security

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

7 - Data Retention

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.

When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

8 - Your legal rights

Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.

You can see more about these rights at the Information Commissioner’s Office.

If you wish to exercise any of the rights set out above, please email us at hello@academicfamilies.com

9 - 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.

10 - 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 see our Cookie policy.

 

Accurate data

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at hello@academicfamilies.com

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