Information is provided to us directly via our website, by email, over the phone, or by letter. We only ask for the information that we need to enable us to provide our service offered and In order to administer the Preference Centre’s suppression register. To facilitate the value added complaints handling service offered, we normally ask you to provide us with the details listed below so that we can ensure the uniqueness of the information we are suppressing:
oYour Postal Address
oYour telephone number
oYour mobile number
oYour email address
oYour Date of Birth
We do not hold any other information on a data subject once a Subject Access Request has been processed with the Subscriber other than the information detailed above to ensure that the suppression is recorded
Your information may also be provided to us by another organisation or their website or their subject access request process.
Any such information should have been collected under the other organisations Privacy Notice, we ask that you read and fully understand how they handle your personal data.
A “cookie” is a piece of information, like a tag, which some websites create on your PC. Our cookies allocate each user of this website with a random number. The cookies used on this site are not used for the collection of any personal information. Our cookies will not be used to analyse your visits to other websites or track any internet searches you may undertake whilst on the website. The information collected via cookies will be used to track movement on this website and for statistical analysis.
We use your personal information in various ways to:
oRegister your address onto the Preference Centre register
oProcess your complaint about receipt of unsolicited direct marketing
oProcess query relating to registration or complaint handling
oAdminister the process of enabling Subscriber organisations to be notified so they can identify to whom personally addressed unsolicited direct marketing has been sent and prevent that from happening further from themselves or from their clients..
oResearch and statistical analysis
oAs an appointed representative under Article 27 (1) GDPR
We understand and take our obligations to keep your personal data safe and secure very seriously. We comply with all regulatory and best practice guides.
Personal information is accessible on a job specific basis with all staff members undergoing data handling training as part of their ongoing development.
We hold a document library of information governance policies and procedures which all staff members comply with.
We have specific technical controls in place to restrict access.
As part of our information governance we have a data retention policy and we keep personal information in line with our data retention policy.
We hold information on the suppression register for as long as the data subject wishes to remain registered.
Our retention period for SAR complaints reported to us about a data subjects receipt of unsolicited direct marketing is 7 years.
It is vital that we hold the contact details related to the suppression request or compliant and for our service to be effective, we also require up to date contact details in order to communicate with you in direct relation to your suppression registration or complaint handling.
As an organisation who receives complaints about receipt of personally addressed unsolicited direct marketing we must ensure we are always provided with valid contact details to handle these complaints.
To update your personal information please email noting in the subject that this is an update to the record on file otherwise this will be handled as a new SAR.
It is your right to request from us a copy of the information that we hold about you.
To request a copy of some or all of your personal information, please write or email us using the contact details provided in this policy.
Once we have verified your identity which may involve asking you for various information and we have ascertained that we hold information about you we will:
oGive you a description of it
oTell you why we are holding it
oTell you who it may be shared with
oProvide you with a clear and coherent copy of the information
The legal basis upon which THE PREFERENCE CENTRE relies is that processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
Asking us to suppress or remove your personal information
We would only contact you in direct relation to registration or complaint handling.
Should you wish to remove your information entirely from our records (and assuming we have no other obligation to keep it) then please contact us notifying us of your wish.
We hold your details for the purpose of suppression only.
We have also added some links to industry used suppression files that are free to record your data and this will be used by reputable marketing companies to suppress your details from their marketing activity.
Postal Marketing: you may register your opt out from receiving marketing materials by post using the following link: www.mpsonline.org.uk
Email or SMS messaging can be stopped by hitting the unsubscribe link in the emails sent to you or by replying to SMS messages with the word STOP.
Telephone calls can be prevented by registering your telephone number, mobile or landline with the Telephone preference Service TPS using this link: www.tpsonline.org.uk
www.youronlinechoices.com is also a site that holds information as to what you can do to enhance your digital communications.