The Exeter Business Hub Privacy Policy

This website is owned and operated by South West Business Hub Limited (“we”, “us”, “our”, and “ourselves”) trading as The Exeter Business Hub. For the purposes of the Data Protection Act 1998 (Act), the data controller is The Exeter Business Hub.

The Exeter Business Hub is committed to protecting the confidentiality and safety of your personal data. This Privacy Policy describes how we gather, use and look after your personal data when you visit our website (irrespective of where you visit it from), together with when you purchase a service or sign up to our newsletter. It also tells you about your rights and how the law protects you.

Important information
1. Our website and services are not meant for children – we therefore do not actively collect any data related to children.
2. This Privacy Policy complements the other notices (including our terms of use) and is not intended to supersede them in any way.
3. The Exeter Business Hub is the controller and responsible for your personal data (we, us or our).
4. To help you properly understand this Privacy Policy, we have set out in Part 5 of Schedule 1 a glossary of terms utilised as well as examples of types of personal data we collect, how we use it, and the legal basis for processing such data.
5. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact our Data Protection Manager (DPM) in writing, either:
  - by email to: enquiries@theexeterbusinesshub.co.uk
  - by post to: Data Privacy Manager, The Exeter Business Hub, Queensgate House, 48 Queen Street, Exeter, Devon, EX4 3SR
6. You have the legal right to raise a grievance at any time to the ICO (www.ico.org.uk). The Exeter Business Hub would like the opportunity to deal with your grievance before you approach the ICO so please contact us in the first instance.
7. Informing us of changes – it is critical that the information we store about you is accurate and up to date, please keep us in the know in relation to any changes to your personal data.
8. Third-party links – our website may include links to third-party websites, plug-ins and applications. By following or allowing a connection to these links, you may be allowing third parties to gather or share your personal data. We have no control of these third-party websites, plug in or applications and are not responsible for their privacy policies, therefore you should also read their privacy policies to understand what personal data they collect about you and how they use it.
The data we collect about you
1. Part 1 of Schedule 1 lists the types of data we may use, store and collect.
2. We also collect, use and share aggregated data. If any aggregated data can directly or indirectly identify you, we will consider and treat this as your personal data.
3. Special categories of data are not collected by The Exeter Business Hub.
4. If The Exeter Business Hub is required by law, or under the terms of an agreement in place with you, to collect your personal data and you fail to provide it, we may not be able to enter into perform the contract with you and, we may have to terminate services or products. You will be notified of this at the relevant time.
How personal data is collected
1. We collect personal data in the following ways:

Direct interactions: you may provide personal data when you complete online forms, request products/services, subscribe to our services, create a user account, join our mailing lists or otherwise or correspond with us (by post, phone or email)

Publicly available sources: we may collect personal data from publicly available sources such as Companies House and the Electoral Register and credit reference agencies, based inside the EU

Third parties: we may receive personal data from: (a) analytics providers based outside the EU (such as Google); (b) advertising networks inside the EU; (c) search information providers inside the EU; and (d) our suppliers such as payment providers, delivery services, website support and maintenance providers

How we use your personal data
1. We shall only use your personal data when there is a legal basis to do so. Ordinarily, we will use your personal data:
  - to perform a contract
  - to ensure we comply with a legal obligation; and
  - where it is necessary to carry out our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
2. Part 2 of Schedule 1 sets out the lawful basis we will rely on to process your personal data.
3. Generally, we only rely on consent as a legal basis for processing your personal data to send email and text messaging marketing communications and you have the right to remove your consent at any time by getting in touch with us. We may process your personal data for more than one legal basis, this is dependent on the specific purpose for which we are using your information.
4. You will only receive marketing communications from us, in the following situations; if you consent to marketing at the point in which we collected your personal data, if you have requested information or purchased products from us, if you have not subsequently opted out of receiving marketing communications or if we have another legal basis for sending you the marketing communications e.g. legitimate interest.
5. Before sharing any of your personal information with third parties for marketing purposes, we will make sure to get your explicit opt in. We do not accept advertising, sell email lists, or generate any third-party revenue from data gathered on this website.
6. To opt out of email marketing, please contact us to withdraw your consent. Opting out of receiving marketing doesn’t mean we cannot use your personal data for other purposes, as long as we have a legal basis to do so.
7. Your personal data will only be used for the purpose we originally gathered it for – unless we need to use it for another purpose which is reasonable and well-matched with the original purpose. You will be notified if we need to use your personal data for an unrelated purpose.
8. Where this is required or permitted by law, we may process your personal data (without your knowledge or consent).
Disclosure of your personal data
1. Part 4 of Schedule 1 sets out instances in which we may have to share your personal data with third parties. We require all third parties to show the utmost confidentiality and treat your personal data in accordance with legal requirements. Third party service providers are not allowed to use your personal data for their own purposes – they can only process your personal data for the specified purposes and in accordance with our instructions.
Data Security
1. The security of your personal data is important to us – we have internal data security guidelines which have been designed to protect the personal information submitted to us, both during transmission and once we receive it. However, no security system is guaranteed to be fully secure – whilst we strive to protect your personal data, The Exeter Business Hub cannot guarantee the security of our servers, nor can we guarantee the data you supply through our website will not be intercepted whilst being transmitted over the internet.
2. We limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know and they can only process your personal data on our instructions and will be subject to a duty of confidentiality. We have procedures in place 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.
Data retention
1. 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.
2. Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us. However, we are legally required to keep basic information about our customers (including contact, identity, financial and transaction data) for six years after they cease being customers, for tax purposes.
3. We may also anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes. We can use anonymised information indefinitely without further notice to you.
Your legal rights
1. You have certain rights in certain circumstances under data protection law. These are set out in full in Part 3 of Schedule 1. If you wish to exercise any of your rights, please contact our DPM.
2. You will not have to pay a fee to exercise any of your rights. However, if your request is clearly unfounded, repetitive or excessive, we may charge a reasonable fee for this information or refuse to comply with your request.
3. 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.
Changes to this Privacy Policy
1. The Exeter Business Hub Limited reserves the right to change this Privacy Policy when required by law or at any time we deem necessary. We will post a notification of any alterations on the Website but we encourage you to periodically refer to this policy to remain up to date – upon your first visit to the Website following any changes, you are deemed to have accepted the terms of the Policy.

Schedule 1

Part 1: Types of personal data

contact data	billing address, delivery address, email address and telephone number
financial data	bank account and payment card details
identity data	first name, maiden name, last name, occupation, username or similar identifier, title, date of birth and gender
marketing and communication data	your preferences in receiving marketing from us
technical data	internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website
transaction data	details about payments to and from you and other details of products and services you have purchased from us

Part 2: Lawful basis for processing and processing activities

The lawful basis upon which we may rely on to process your personal data are:

consent	you have given your express consent for us to process your personal data for a specific purpose
contract	the processing is necessary for us to perform our contractual obligations with you under our contract, or because you have asked us to take specific steps before entering into a contract with you
legal obligation	the processing is necessary for us to comply with legal or regulatory obligation
legitimate interests	the processing is necessary for our or a third party’s legitimate interest e.g. in order for us to provide the best service to you via our website. Before we process your personal data on this basis we make sure we consider and balance any potential impact on you, and we will not use your personal data on this basis where such impact outweighs our interest

Set out below are specific details of the processing activities we undertake with your personal data and the lawful basis for doing this.

Purpose/Activity	Type of data	Lawful basis for processing
to register you as a new customer	identity & contact	to perform our contract with you
to process and deliver your order, manage payments, fees and charges and debt recovery	identity, contact, financial, transaction and marketing & communications	to perform our contract with you; as necessary for our legitimate interest in recovering debts due to us as necessary for our legitimate interest in recovering debts due to us
to manage our relationship with you, notifying you about changes to our Terms or Privacy policy and ask you to leave a review	identity, contact, profile & marketing & communications	to perform our contract with you as necessary to comply with a legal obligation as necessary for our legitimate interests in keeping our records updated and analysing how customers use our products/services
to administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	identity, contact & technical	as necessary for our legitimate interests in 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 as necessary to comply with any legal obligations
to deliver relevant website content/advertisements to you and measure or understand the effectiveness of our advertising	identity, contact, profile, usage, marketing & communications & technical	as necessary for our legitimate interests in studying 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	technical & usage	as 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, including promotional offers	identity, contact, technical, usage & profile	as necessary for our legitimate interests to develop our products/services and grow our business

Part 3: Your legal rights

You have the following legal rights in relation to your personal data:

access your data	you can ask for access to and a copy of your personal data and can check we are lawfully processing it
correction	you can ask us to correct any incomplete or inaccurate personal data we hold about you
erasure	you can ask us to delete or remove your personal data where: there is no good reason for us continuing to process it; you have successfully exercised your right to object (see below); we may have processed your information unlawfully; or we are required to erase your personal data to comply with local law we may not always be able to comply with your request for specific legal reasons, which will be notified to you at the time of your request
object	you can object to the processing of your personal data where: where we are relying on our legitimate interest (or those of a third party) as the basis for processing your personal data, if you feel it impacts on your fundamental rights and freedoms; 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 and, in such circumstances, we can continue to process your personal data for such purposes
restrict processing	you can ask us to us to suspend or restrict the processing of your personal data, if: you want us to establish the accuracy of your personal data; our use of your personal data is unlawful, but you do not want us to erase it; you need us to hold your personal data (where we no longer require it) as you need it to establish, exercise or defend legal claims; or you have objected to our use of your personal data, but we need to verify whether we have overriding legitimate grounds to use it
request a transfer	you can request a transfer of your personal data which is held in an automated manner and which you provided your consent for us to process such personal data or which we need to process to perform our contact with you, to you or a third party. We will provide your personal data in a structured, commonly used, machine-readable format
withdraw your consent	you can withdraw your consent at any time (where we are relying on consent to process your personal data). This does not affect the lawfulness of any processing carried out before you withdraw your consent

Part 4: Third Parties

service providers	acting as processors or controllers based in the EEA but also around the world who provide credit and identity checks, advertising and marketing, SEO facilities, bank and merchant account services, payment processing and the delivery of goods and/or documents purchased from us
professional advisors	joint controllers including lawyers, accountants, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services
HM Revenue & Customs, regulators and other authorities	acting as joint controllers based in the EEA who require reporting of processing activities in certain circumstances
third parties	third parties whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy

Part 5: Glossary

aggregated data	information such as statistical or demographic data which may be derived from personal data, but which cannot by itself identify a data subject
controller	a body that determines the purposes and means of processing personal data
data subject	an individual living person identified by personal data (which will generally be you)
personal data	information identifying a data subject from that data alone or with other data we may hold but it does not include anonymised or aggregated data
processor	a body that is responsible for processing personal data on behalf of a controller
special categories of personal data	information about race, ethnicity political opinions, religious or philosophical beliefs, trade union membership, health, genetic, biometric data, sex life, sexual orientation
ICO	Information Commissioner’s Office, the UK’s supervisory authority for data protection issues