Our committment to your privacy.

Privacy Notice

Your personal privacy is important to us. This statement explains how we collect, store, manage, process, and protect your personal information. It lets you know the types of information we might hold, how and where we’ll use it once it’s been collected and how we will keep it safe. We’ll always aim to be very clear when we ask you to share any information with us and won’t do anything with it that is unexpected.

Sharing your information is not compulsory but providing us with certain pieces of data will help us to give you the best possible service we can. 

If you want to contact us about this privacy notice or anything to do with your data at TiPP, you can contact us:
• by phone, 0161 275 3047
• by email, director@tipp.org.uk
• by post to, Director, TiPP, The Martin Harris Centre, The University of Manchester, Oxford Road, Manchester, M13 9PL.

The legal bases we rely on

The law on data protection, based on the General Data Protection Regulation and formerly the Data Protection Act, sets out a number of different reasons for which a company may collect and process your personal data, including: 

 Consent

In specific situations, we can collect and process your data with your consent. This may be when you have ticked a box to receive regular communications from us in a paper or electronic document or on our website. 

When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service. 

Contractual obligations

In certain circumstances, we need your personal data to comply with our contractual obligations. For example, if you have booked us to provide a workshop or project then we will need your contact details. 

Legitimate interest

In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example, if we have worked for you before we may use your address details to send you direct marketing information by post telling you about our services that we think my interest you. 

When do we collect personal data? 

• When you make a booking. 
• When you visit our website.
• When you engage with us on social media. 
• When you contact us by any means to make enquiries.
• When you comment on or review our products and services. 
• When you sign up for our newsletter.
• When you make use of any of the contact forms on our website.

What sort of personal data do we collect? 

• For a booking or enquiry: your name and address and/or agency / institutional address and on site contact name, email, telephone and mobile numbers. 
• Details of your interactions with us such as with our website, email and social media. 
• Copies of documents you provide us or signed contracts. 
• Payment information. 
• Your comments and reviews. 
• Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback. 

Here’s how we’ll use your personal data and why: 

• To perform any contract we’ve agreed with you. If we don’t collect your personal data during this process, we won’t be able to provide the required services and comply with our legal obligations. 
• To respond to your queries or complaints. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience. 
• To protect our business from fraud and other illegal activities. We’ll do all of this as part of our legitimate interest.
• With your consent, we will use your personal data to keep you informed by email, web, text, telephone about relevant products and services including promotions, events, and so on.  Of course, you are free to opt out of hearing from us by any of these channels at any time. 
• To send you relevant, personalised communications by post in relation to updates, offers, services and products. We’ll do this on the basis of our legitimate business interest. You are free to opt out of hearing from us by post at any time. 
• To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy Notice, and legally required information relating to your orders. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations. 
• To develop, test and improve the systems, services and products we provide to you. We’ll do this on the basis of our legitimate business interests. 
• To send you survey and feedback requests to help improve our services. These messages will not include any promotional content and do not require prior consent when sent by email or text message. We have a legitimate interest to do so as this helps make our products or services more relevant to you. You are free to opt out of receiving these requests from us at any time by contacting us. 

How we protect your personal data

We know how much data security matters to all our clients. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it. Our computers and mobile devices are all password protected. 

We regularly monitor our systems for possible vulnerabilities and constantly review our security. 

How long will we keep your personal data? 

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.  At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning. 

Her Majesty's Revenue and Customs (HMRC) requires us to keep records of contracts, payments and invoices for 7 years. We will therefore normally hold information of any contracts for this long. 

Who do we share your personal data with? 

We sometimes share your personal data with trusted third parties. Circumstances may be as follows: 

To have items delivered to an agency site before an event;

If there are other organisations or freelance practitioners booked by us as part of a project.

Should that be necessary: 

• We provide only the information they need to perform their specific services. 
• They may only use your data for the exact purposes we specify in our contract with them. 
• We work closely with them to ensure that your privacy is respected and protected at all times. 

Where your personal data may be processed

Unless we inform you otherwise your data will not be processed outside the UK. 

Any Questions? 

We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it. 

If you have any questions that haven’t been covered, please contact us on 0161 275 3047, via email to director@tipp.org.uk, or via letter to the Director at our home address.

This notice was last updated on 20th May 2018