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Welcome to TOTM LTD’s privacy notice.
TOTM respects your privacy and is committed to protecting your personal data. This privacy notice will tell you:
To make this privacy notice as easy to understand as possible, you can either click on the link below to take you to particular information that you are interested in, or you can keep reading through the whole document. If you are not sure what we mean by particular words or phrases, you can use the “Glossary” below which will help you understand the meaning of some of the terms used in this privacy notice.
This privacy notice aims to give you information on how TOTM Limited collects and processes your personal data through your use of our website www.TOTM.com and your use of our services generally, including any data you may provide when you:
It is important that you read this privacy notice together with any other privacy notice we may give you on specific occasions when we are collecting or processing personal data about you. Reading our privacy notices will help you understand how and why we are using your data.
TOTM Limited is the controller and is responsible for your personal data. In this privacy notice, wherever the words “we“, “us” or “our” are used they refer to TOTM Limited.
We take our duties to look after your personal data seriously. To help us look after your personal data, we have appointed a member of our staff as a Data Privacy Manager to oversee your questions relating to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights (see below), please contact our Data Privacy Manager using the contact details set out below:
Our full details are:
Full name: TOTM LTD
Name of Data Privacy Manager:
Postal Address: Unit A1-A2, Cook Court, Pacific Business Park, Cardiff, CF24 5AB
Telephone number: 029 2009 8822
We want to let you know that if you are unhappy about something relating to your personal data, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO). The ICO is a government body that supervises data protection issues in the UK. You can find out more information about the ICO by visiting its website (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact our Data Privacy Manager, and tell us why you are unhappy before contacting the ICO.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. An example of when your personal data may change may be when you move house, or when you change your contact details such as your email address.
When you use our website www.TOTM.com, it may include links to other websites that we do not own or control (third party websites). Clicking on those links may allow those third-party websites to collect or share data about you. When you leave our website, we encourage you to read the privacy notice of every website you visit. This will help you understand how those third-parties use your personal.
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).
“Special categories” of particularly sensitive personal information require higher levels of protection. We may collect, store or use this type of personal information to tailor marketing communications to you, where we have your explicit consent to do so.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
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 provide you with our products or services. Should this situation happen, we will tell you.
We use different methods to collect data from and about you. To help make it easier for you to understand what data we collect and how we collect it, we have set out some examples in the table below:
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:
We will only use your Special Category Data when the law allows us to. Most commonly, we will use your Special Category personal data in the following circumstances:
Click here to find out more about the types of lawful basis that we will rely on to process your personal data.
Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting our Data Privacy Manager or clicking “unsubscribe” on any marketing emails or texts that you may receive from us.
We have set out below, in a table format, a description of all the ways we plan to use your personal data and the legal reasons why we use your personal data in this way.
We may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact our Data Privacy Manager if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
We want to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
We may use your Identity Data, Contact Data, Technical Data, Profile Data and Usage Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have:
and in each case, you have not opted out of receiving that marketing.
You can ask us or third parties to stop sending you marketing messages at any time by contacting our Data Privacy Manager at any time] or by unsubscribing from any marketing emails or texts that you may receive.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of any service or products that we may have provided to you.
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. Please contact our Data Privacy Manager if you want further information about this.
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 this privacy notice, where this is required or permitted by law.
We may have to share your personal data with certain External Third Parties as set out in the Glossary.
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.
We may from time to time provide you with information about or promotional products and services from trusted organisations who you might be interested in, but we will never pass on your personal data to them.
We do not transfer your personal data outside the European Economic Area (EEA).
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 of our employees 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.
We will only keep 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.
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 requirements.
Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contacting our Data Privacy Manager.
In some circumstances you can ask us to delete your data: see Request erasure below for further information.
In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes or for reporting information to our funders in which case we may use this information indefinitely without further notice to you.
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:
If you wish to exercise any of the rights set out above, please contact our Data Privacy Manager whose contact details are set out above.
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 may refuse to comply with your request in these circumstances.
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.
We try to respond to all legitimate requests within one month. Occasionally it may 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.
|Legitimate Interest:||means the interest of TOTM Limited in conducting and managing our business to enable us to give you the best service and the best and most secure experience.
We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting our Data Privacy Manager.
|Performance of Contract:||means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.|
|Comply with a legal or regulatory obligation:||means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that TOTM is subject to.|
|External third parties:||ü Service providers acting as processors based in the UK who provide IT and system administration services, delivery and print services;
ü [Marketing and market research agencies]; and
ü Other organisations that we may transfer our business to or merge with from time to time.
|Your legal rights
|You have the right to:|
|(1)||Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.|
|(2)||Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.|
|(3)||Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.|
|(4)||Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.|
|(5)||Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.|
|(6)||Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.|
|(7)||Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.|