(Version 1.0, May 2018)
In this document, “Robot Mascot”, “we” “us” and “our” refer to Robot Mascot Ltd located at The Enterprise Centre, University Drive, NR4 7TJ.
When you use our website www.robotmascot.co.uk, or pass your personal data to Robot Mascot through email correspondence or the exchange of a business card, you accept the processing of your personal data (the “Policy”) as described in this Policy.
We recommend that you print and keep this Policy.
1 Types of information we collect and what we use it for
1.1 What we collect
When you contact us via our website contact forms, email us, or give your business card to, or otherwise share your personal data with, a representative of Robot Mascot, we may collect the following master data about you (the “Master Data”):
- Your Name, Organisation and Job Title
- Your contact information including your email address
- Demographic information such as postcode, preferences and interests
- Other information relevant to customer surveys and/or offers
1.2 What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- Internal record keeping.
- To improve our products and services.
- To contact you to following an exchange details at an event
- To send promotional emails about our services or other information which we think you may find interesting (only if you have opted-in to our mailing list separately to the initial information exchange, see 1.6).
- From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone or mail.
We will not sell, distribute or lease your personal information to third parties unless we are required by law to do so.
1.3 Where we store your information
In order to keep your data organised, and ensure it’s security, we store all personal information on our cloud based CRM System (Capsule CRM).
If you have opted in to our mailing list, your data will also be stored on with our email marketing platform (MailChimp)
1.4 How long we keep your data
The retention period for all data identified in 1.1 is five (5) years.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Read more about which cookies the Website uses and for which purposes below (section 7).
1.7 Your IP address, browser settings and location
When you visit the Website, we register your computer’s IP address and browser settings. The IP address is the numerical address of the computer used to visit the Website. Browser settings can include the type of browser you use, browser language, and time zone. We collect this information so that we can trace the computer used in cases of misuse or unlawful actions in connection with visits to or use of the Website. Further, we use the IP address to approximate your location (at city level).
1.6 Newsletter sign-up information
We collect the information you provide us with when you sign up to receive our newsletters, such as your name and email address. If you no longer wish to receive our newsletters, you can unsubscribe by logging in to your user profile and changing your personal settings.
3 Data controller
3.1 Information for which we are the data controller
We are the data controller of the Master Data you provide Robot Mascot, which includes but is not limited to your name and email address.
3.2 Information for which you are the data controller
You are the data controller for the content you choose to disclose via the website contact forms, via email or in conversation.
4 Links to websites
Our Website contains links to other websites. Our inclusion of such links does not imply our endorsement of those websites. We do not control the content of those third party websites, and assume no responsibility for the third party or their policies or practices.
We encourage you to review privacy policies for these third party websites because their procedures for collecting, handling and processing personal data may be different from ours.
5 Data processor and transfer of personal information outside the EU
We use external companies for maintaining the technical operation of the Website and our services. These companies are data processors for the personal data for which we are the data controller. By accepting this Policy, you agree that we may also allow the data for which you are the data controller to be processed by the same data processors.
The data processors must act solely in accordance with instructions from us. By accepting the Policy, you authorise us to give such instructions to the data processors to process data in accordance with the Policy and for the purpose of using the Website.
The data processors have taken reasonable technical and organisational measures to protect against the information being accidentally or illegally destroyed, lost or deteriorated, and to protect against the information being disclosed to unauthorised persons, being misused, or in other ways being processed in violation of the Danish Act on Processing of Personal Data (Persondataloven). On your request – and possibly in return for possible remuneration at the data processors’ applicable hourly rates at any time for such work – the data processors must supply you with sufficient information to demonstrate that the above-mentioned technical and organisational safety measures have been taken.
Some of these data processors and third party services are located outside of the European Union, such as in the US. You consent to us using data processors in unsecure third countries provided that there is a legal framework governing the transfer of your personal data, for example if the company is part of the EU-US Privacy Shield framework.
6 Security measures
We seek to use reasonable organisational, technical and administrative measures to protect your personal information within our organisation and we regularly audit our system for vulnerabilities. However, since the internet is not a 100% secure environment, we cannot ensure or warrant the security of information you transmit to Robot Mascot. Emails sent via the Website are not encrypted, and we therefore advise you not to include any confidential information in your emails to us.
7.1 What types of Cookies do we use?
Cookies are small pieces of information that the Website places on your computer’s hard disk, on your tablet or on your smartphone. Cookies contain information that the Website uses to make the communication between you and your web browser more efficient. Cookies identify your computer rather than you as an individual user.
We use session cookies and persistent cookies, and technologies similar to session cookies and persistent cookies. Session cookies are temporary snippets of information that are deleted when you exit your web browser. Persistent cookies are more permanent snippets of information that are stored and remain on your computer until they are deleted. Persistent cookies delete themselves after a certain period of time but are renewed each time you visit the Website.
We use technologies similar to session cookies and persistent cookies for storing and accessing information in the browser or device which utilises local units and local storage, such as HTML5 cookies, Flash and other methods. These technologies can operate across all of your browsers. In some cases, the use of these technologies cannot be controlled by the browser, but requires special tools. We use these technologies to store information to ensure the quality of reviews and to spot irregularities in the use of the Website.
Generating statistics: Measuring Website traffic such as the number of visits to the Website, which domains the visitors come from, which pages the visitors visit on the Website and in which overall geographical areas the visitors are located.
Monitoring the performance of the Website and your use of our Website: Monitoring the performance of the Website, our applications and widgets and how you use our Website, applications and widgets.
Authentication and improving the functionality of our Website: Optimising your experience with the Website, which includes remembering your username and password when you return to the Website, and remembering information about your browser and preferences (e.g. which language you prefer).
Quality assurance: Ensuring the quality of reviews and to prevent misuse or irregularities in connection with writing reviews and using the Website.
7.3 Third party Cookies
- Google Analytics: For tracking user interaction with our website
- Facebook Pixel: For tracking interaction with our website
7.4 Deletion of cookies
If you want to delete the cookies already on your equipment, you can. If you use a PC and a recent browser, press CTRL + SHIFT + DELETE simultaneously. If the shortcuts do not work on your browser, please visit the support page for the browser in question. Please note, however, that if you do not accept cookies from our Website, you may experience some inconvenience in your use of the Website, and you may be prevented from accessing all of its features.
8 Access, correction and deletion
8.1 Access to information about your personal data
Upon your request, we will inform you of the purpose for which we process your personal data; what personal information we have about you; who receives your personal information and from where the personal information originates.
Requests regarding the above will only be processed if more than six (6) months have elapsed since any previous request made by you, unless you can substantiate a special interest in obtaining the information earlier.
8.2 Correction and deletion of your personal data
Please let us know if any of the personal information that we, as the data controller, process about you is incorrect or misleading and we will correct it. If you need to correct or delete information, you should email email@example.com
When your data is deleted, all the data associated with your is deleted, including your Master Data.
9 Changes to the Policy
We may change this Policy at any time. The date shown at the start of this Policy indicates when it was last revised. Any changes will become effective when we post the revised Policy on the Website. You agree that your continued use of the Website after any posted modifications constitutes your acceptance of the new version of the Policy.
10 Enquiries regarding the Website or the Policy
If you have questions or concerns about our Policy, how we process your personal information, or would like us to correct your personal information, please contact us at: The Enterprise Centre University Dr, Norwich, NR4 7TQ or firstname.lastname@example.org