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You can read more in our Privacy Policy.
Introduction
Individual Protection Solutions Ltd (IPS) is committed to ensuring the protection and privacy of the personal data you share with us as an IPS member.
This privacy policy will inform you as to how we look after your personal data when you visit our website.
This privacy policy is provided in a layered format so you can click through to the specific areas set out below.
Important information and who we are
This privacy policy aims to give you information on how Individual Protection Solutions Ltd collects and processes your personal data through your use of this website, including any data you may provide when you sign up for IPS membership, purchase a subscription, service or digital content or take part in or contribute to any interactive features on our website.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
For the data you share with us, IPS will act as the data controller.
IPS’s Information Commissioner’s Office Registration Number is ZA279031.
We have appointed a Data Privacy Manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights
Dan. This will be a link to that part of the doc –>, please contact the Data Privacy Manager using the details set out below.
If you have any questions about this privacy policy or our privacy practices, please contact our Data Privacy Manager:
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
What data?
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).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
We will ask you to set up a Username and Password to access some subscriber only information and services on our website. You should treat these like all similar information and not reveal them to others.
We use different methods to collect data from and about you including through:
How we use your personal data
If you ask us to, your personal data will be processed in order to register your details with the Telephone Preference Service, Mailing Preference Service and other services designed to reduce your exposure to fraud, unwanted direct marketing and/or reduce paper usage. We will not register your details to any service or subscribe you to any solution without your permission.
When you become an IPS member and request services, policies or products from us or our partners, we need to collect certain information about you to process your request. Also, when you contact us, in any way, we may update your personal information or membership records. This will allow us to provide you with a higher level of service.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that 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 us 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.
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
| To register you as a new IPS member or customer | (a) Identity
(b) Contact |
Performance of a contract with you |
| To register your details with the Telephone Preference Service, Mailing Preference Service and other services designed to reduce your exposure to fraud, unwanted direct marketing and/or reduce paper usage | (a) Performance of a contract with you
(b) Necessary for our legitimate interests (for running our business) (c) consent |
|
| To process and deliver your requests and orders including:
(a) Manage payments, fees and charges (b) Collect and recover money owed to us |
(a) Identity
(b) Contact (c) Financial (d) Transaction (e) Marketing and Communications |
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us) |
| To manage our relationship with you which will include:
(a) Notifying you about changes to our terms and conditions or privacy policy (b) Asking you to leave a review or take a survey |
(a) Identity
(b) Contact (c) Profile (d) Marketing and Communications |
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services) |
| To enable you to partake in a prize draw, competition or complete a survey | (a) Identity
(b) Contact (c) Profile (d) Usage (e) Marketing and Communications |
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business) |
| To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | (a) Identity
(b) Contact (c) Technical |
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation |
| To deliver the relevant services, tools and content you request and advertisements to you [and to measure or understand the effectiveness of the information we serve to you | (a) Identity
(b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical |
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy) |
| To use data analytics to improve our website, products/services, marketing, customer relationships and experiences | (a) Technical
(b) Usage |
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) |
| To make suggestions and recommendations to you about goods or services that may be of interest to you | (a) Identity
(b) Contact (c) Technical (d) Usage (e) Profile (f) Marketing and Communications |
Necessary for our legitimate interests (to develop our products/services and grow our business) |
Marketing
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile 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 products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving that marketing.
Third-party marketing
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
Opting out
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 contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.
Change of purpose
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. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
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 the above rules, where this is required or permitted by law.
On what legal basis do we process personal data?
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:
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
Data security
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 employees, agents, contractors and other third parties 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.
How long will we keep the data?
You are given the option to opt out of each part of your membership, or your IPS membership as a whole, at any time. If an opt Out request is issued to hello@ipscommunity.co.uk we will action it within 14 days.
You have the option to opt Out any or all of;
If you have had no interaction with the IPS for 24 months we will remove your data from our system.
An interaction is defined as;
However, transaction data and records of paid for services and subscriptions will be retained for 6 years, in line with IPS’s legal obligations.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
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, regulatory, tax, accounting or other requirements.
In some circumstances you can ask us to delete your data: see Know Your Rights below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Under what circumstances will we disclose your personal data?
There are certain circumstances where we will need to disclose your personal information to a third party, these include:
International Transfers
1. Stripe, which processes payment details, hosts its data solely in the AWS data centres in the US. Stripe has committed to staying compliant at all times and to continuously assessing the complex landscape on data transfers in the event anything changes on requirements to localise. You can find additional information on the data transfers in Stripe’s Privacy Centre: https://stripe.com/privacy-center/legal#data-transfers
2. Zoho, which provides customer relationship management systems, uses an EU location for IPS’s data centre which means that all data is held in The Netherlands with backups in the Republic of Ireland. See https://www.zoho.com/en-uk/privacy.html
Cookies
We use cookies and similar technologies, such as ‘tags’ and ‘pixels’, to understand and improve your customer experience as you use our website and to provide you with relevant content. This section provides more information about cookies, including how we use them and how you can exercise your choices about our use of cookies
How We Use Cookies
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.
We use the following cookies:
You can find more information about the individual cookies we use and the purposes for which we use them in the table below:
| Cookie Name | Purpose | Provider | Type | Duration |
| Necessary | ||||
| __cfduid | Used by the content network, Cloudflare, to identify trusted web traffic. | addtoany.com | HTTP | 30 days |
| _zcsr_tmp | Necessary for the login function on the website. | zoho.com | HTTP | Session |
| Functionality | ||||
| LS_CSRF_TOKEN | Identifies the visitor across devices and visits, in order to optimise the chat-box function on the website. | zoho.com | HTTP | Session |
| weird_get_top_
level_domain |
Determines the preferred language and country setting of the visitor | google.com | HTTP | Session |
| Analytical | ||||
| _ce.s | Collects data on the user’s navigation and behaviour on the website. | crazyegg.com | HTTP | 5 years |
| _ga | Registers a unique ID that is used to generate statistical data on how the visitor uses the website | ipscommunity.co.uk | HTTP | 2 years |
| _ga_# | Collects data on the number of times a user has visited the website as well as dates for the first and most recent visit | ipscommunity.co.uk | HTTP | 2 years |
| _gat | Throttle request rate | ipscommunity.co.uk | HTTP | 1 day |
| _gid | Registers a unique ID that is used to generate statistical data on how the visitor uses the website | ipscommunity.co.uk | HTTP | 1 day |
| _hjAbsolute
SessionIn Progress |
Counts how many times a website has been visited by different visitors. | hotjar.com | HTTP | 1 day |
| _hjFirstSeen | Determines if visitor has visited the website before, or if it is a new visitor on the website | hotjar.com | HTTP | 1 day |
| _hjid | Sets a unique ID for the session to obtain data on visitor behaviour for statistical purposes | hotjar.com | HTTP | 1 year |
| _hjid | Sets a unique ID for the session to obtain data on visitor behaviour for statistical purposes | hotjar.com | HTML | Persistent |
| _hjIncludedIn
Pageview Sample |
Determines if the user’s navigation should be registered in a certain statistical place holder | hotjar.com | HTTP | 1 day |
| _hjTLDTest | Registers statistical data on users’ behaviour on the website. | hotjar.com | HTTP | Session |
| ce_clock | Sets a timestamp for when the visitor entered the website. | crazyegg.com | HTML | Persistent |
| hjViewportId | Sets a unique ID for the session. | hotjar.com | HTML | Session |
| siqlsdb | Sets a unique ID for the session. | zoho.com | HTML | Persistent |
| utsdb | Registers data on visitor’s website behaviour. | zoho.com | HTML | Persistent |
| _zldp | Identifies the unique visitors for the website | zoho.com | HTTP | 2 years |
| _zldt | Identifies the unique visitors for the website | zoho.com | HTTP | 1 day |
| Targeting | ||||
| _fbp | Used to deliver a series of advertisement products such as real time bidding from third party advertisers | facebook.com | HTTP | 3 months |
| b3e783bb62 | Collects information on user preferences and/or interaction with web-campaign content | zoho.com | HTTP | Session |
| fr | Used to deliver a series of advertisement products such as real time bidding from third party advertisers | facebook.com | HTTP | 3 months |
| fr | Used to deliver a series of advertisement products such as real time bidding from third party advertisers | facebook.com | Pixel | Session |
We do not share the information collected by the cookies with any third parties.
You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.
Except for essential cookies, all cookies will expire as detailed in the table above.
How do we analyse and enhance your data?
In order to ensure that we are able to match your profile and areas of interests most accurately to our selected business partners, we will assess and analyse the personal data you share with us. This may include both;
This may result in different partner offers and services being made available to different IPS members groups or segments according to their data profile.
At all times we will ensure that any third parties handle and process your data in a secure and compliant manner. We will ensure that any third parties’ data used to match or augment the data you have shared has been obtained and processed by the third party in an open and compliant manner. Other than for these purposes we will never pass your personal data to any third parties without your express permission.
Automated Decision Making
As you share more data with us, we will start to use automated decision making techniques in order to make accurate assessments of your profile and potential needs. Thus we will be able to continue to – with your consent – present you with partner offers and services we think will be of value or interest. If you are not happy with this, or any other aspect of our processing of your data, please let us know at hello@ipscommunity.co.uk.
Know your rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data (as set out below).
In particular, you have the right to:
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.
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.
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.
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.
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:
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.
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.
This Privacy Policy will be updated from time to time. This version is dated May 2021.
This website uses cookies so that we can provide you with the best user experience possible. Below you can read more about types of cookies this website uses, as well as settings to enable/disable some types.
You can read more in our Privacy Policy.
Strictly Necessary Cookie do not collect any personally identifiable information and are required to allow certain features to work correctly. These cookies cannot be disabled here.
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