This policy was last updated on 21st May 2019

 

Policy statement

 

RLH Advertising & marketing (‘RLH’, ‘we’, ‘us’, and ‘our’) take data protection very seriously and we are committed to:

  1. Fully complying with all the requirements of the General Data Protection Regulation (GDPR); and 

  2. Protecting your personal information; and

  3. Respecting your rights and privacy 

 

Scope

This policy explains what information we gather about you, (whether you are a client, member of staff, supplier or anyone else), what we use that information for, and who we give that information to. It also sets out your rights in relation to your information, how long we keep it, and who you can contact for more information. 

 

It is our policy to collect only the minimum information required from you. 

 

Although you do not have to provide any of your personal information to us, if we ask you to do so and you refuse, we may be unable to provide you with the information or services you want from us.

 

What is personal information?

Personal information is anything that enables you to be identified or identifiable, such as your:

  • First and last names

  • Postal and email addresses

  • Telephone numbers

  • Identity documents (e.g. passports & driving licence)

  • Identity numbers (e.g. National Insurance and Bank accounts)

  • Career & educational documents (e.g. CVs & qualifications)

  • Contact information

  • IP address

  • Photographs

  • Bank details for invoice payments
     

Your personal information is sometimes called “personal data”. We collectively refer to handling, collecting, protecting, or storing your personal information as ‘processing’.

 

Collecting personal information

Below are just some examples of how you may provide personal information to us:

  • Asking us to provide services to you or someone else

  • Contacting us 

  • Searching and browsing our website

  • Accessing our online publications

  • Registering for or attending our events 

  • Submitting CVs or work history information to us

  • Providing us with business cards or other contact information

  • Providing details for invoice payments

 

Using personal information

When you provide personal information to us, we may use it for any of the purposes described below or as stated at the point we collect it from you (or as may obvious to you from the context of collection), including:

  1. To provide information and services to you that you have requested

  2. To comply with our contractual, regulatory and legal obligations

  3. To consider whether to offer someone employment with us

  4. To administer and manage our website 

  5. Any other purposes for which personal information has been provided to us, including any of the purposes given in the ‘Collection of personal information’ section above.

 

We do not collect personally identifying information for sale to third parties.

 

Legal grounds for processing personal information

We rely on one or more of the following processing conditions:

  • To perform our contractual obligations to you; and/or

  • To satisfy any legal and regulatory obligations to which we are subject; and/or

  • To satisfy our legitimate interests in the effective delivery of information and services to you and in the effective and lawful operation of our businesses (where this does not interfere with your rights); and/or

  • When you have agreed to us processing your personal information. 

 

Security of personal information

We have implemented generally accepted standards of technology and operational security in order to protect personally identifiable information from loss, misuse, alteration, or destruction. 

 

Only authorised persons are provided access to personally identifiable information we have collected, and such individuals have agreed to maintain the confidentiality of this information. 

 

Although we use appropriate security measures, the transmission of data over the internet (including by e-mail) is never completely secure. This means that although we endeavour to protect personal data, but we cannot guarantee the security of data transmitted to or by us.

 

Sharing personal information 

We may transfer, share or disclose the personal data we collect from you to third parties (other organisations or individuals) for:

  • The purposes for which the information has been submitted

  • The purposes listed above under ‘Use of personal information’

  • The administration and maintenance of our website and/or 

  • Other internal or administrative purposes

 

We also may transfer share or disclose personal data to third party service providers of identity management, website hosting and management, data analysis, data backup, security and storage services. 

 

These third party providers may use their own third party subcontractors that have access to personal data (sub-processors).  It is our policy to use only third party providers that are bound to maintain appropriate levels of security and confidentiality, to process personal information only as instructed by us, and to flow those same obligations down to their sub-processors. 

 

Other disclosures

We may also disclose personal information to third parties under the following circumstances:

 

  • When explicitly requested by you

  • When required to deliver services requested by you

  • When required to facilitate our conferences or events that you have asked to attend which are hosted by a third party

  • As otherwise set out in this privacy policy.

 

We may also disclose your personal information to law enforcement, regulatory, and other government agencies, and to professional bodies and other third parties, as required by and/or in accordance with applicable law or regulation. 

 

The third parties we may transfer share or disclose the personal data we collect from you to are: Net Technical Solutions (IT support), Webpage Software Solutions and Cloudberry Digital Ltd (web hosting and management), Pension details Royal London, health insurance providers WPA. 

 

International transfers of personal information

Your personal information will not be transferred by us outside the European Economic Area (EEA).

 

Retention of personal information

 

We will retain your personal information only for as long as we need it, given the purposes for which it was collected, or as required to do so by law. 

 

Normally, this means we will retain your personal information for 6 years. For more information please see our retention policy or contact us to request a copy.

 

Marketing

Where we are legally required to obtain your consent to provide you with marketing materials, we will only provide you with such marketing materials if you have provided consent for us to do so. 

 

If you opt into any subscriptions, if you later want to unsubscribe you should look for and follow the instructions we will provide in the relevant communications we send to you.  

 

If you choose to unsubscribe from any or all mailings, we may retain information sufficient to identify you so that we can honour your request. 

 

Rights in relation to your information

You have certain rights in relation to the personal information we hold about you. In particular, you have the right to:

 

  • Request a copy of personal information we hold about you;

  • Ask that we update the personal information we hold about you, or correct such personal information that you think is incorrect or incomplete;

  • Ask that we delete personal information that we hold about you, or restrict the way in which we use such personal information;

  • Object to our processing of your personal information; and/or

  • Withdraw your consent to our processing of your personal information (to the extent such processing is based on consent and consent is the only permissible basis for processing).

 

If you would like to exercise these rights or understand if these rights apply to you, please contact us.

 

Automated decision making

We will not use your personal information for automated decision making or profiling.

 

Children

We understand the importance of protecting children's privacy and we never knowingly collect personal information about individuals under the age of 13. We adhere to laws regarding marketing to children. 

 

Our Website & cookies

Our Website may link to third-party sites not controlled by us and which do not operate under our privacy practices. When you link to third-party sites, our privacy practices no longer apply. We encourage you to review each third-party site's privacy policy before disclosing any personally identifiable information.

 

We do not intend to collect special category (also known as sensitive) personal information through our website. Examples of special category information are race or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; physical or mental health; genetic data; biometric data; sexual life or sexual orientation; and criminal records. 

 

When someone visits we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

 

A cookie is a small file which asks permission to be placed on your computer's hard drive.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes (all data is anonymised) and then the data is removed from the system.  A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies.  Declining cookies may limit the way that you are able to interact with our website.

 

Contact us

If you have any questions or complaints about the way your personal information is processed by us, or would like to exercise one of your rights set out above, please contact usby one of the following means:

 

Email: christine@rlh.co.uk

 

Post: 

Christine Jones 

Ross Levenson Harris Ltd 

60/63 Victoria Road

Surbiton Surrey

KT6 4NQ, UK

 

You also have the right to lodge a complaint with your local data protection regulator, which in the UK is the Information Commissioner Office (ICO). The ICO can be contacted by the following means:

 

Website: www.ico.org.uk

 

Telephone: 0303 123 1113 (local rate – calls to this number cost the same as calls to 01 or 02 numbers). If you're calling from outside the UK please call +44 1625 545 700.

Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire
SK9 5AF

 

We may update this Privacy notice at any time by publishing an updated version here. So that you know when we make changes to this Privacy statement, we will amend the revision date at the top of this page. The new modified or amended Privacy notice will apply from that revision date. Therefore, we encourage you to review this Privacy notice periodically to be informed about how we are protecting your information.

Tel: +44 (0)20 8390 4611

Email: christine@rlh.co.uk

Address

RLH Advertising & Marketing

60/63 Victoria Road

Surbiton Surrey

KT6 4NQ

UK

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What we do

Research & Analysis

Strategic Planning

Conceptual thinking

Branding

Digital 

Design, artwork

Copy

Photography, Illustration, Animation

Media planning & buying

Exhibitions

Events

Tel: +44 (0)20 8390 4611