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Privacy notice

How your personal information is used by The Outsourced Marketing Department.

Last updated April 2018.

Your information will be held by The Outsourced Marketing Department. More information about us can be found at www.tomd.co.uk

How we use your personal information

This privacy notice is to let you know how we promise to look after your personal information. This includes what you tell us about yourself, what we learn by having you as a client, and the choices you give us about what marketing you want us to send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you

The Outsourced Marketing Department understands and respects the importance of your privacy.

Our Privacy Promise
We promise:

  • To keep your data safe and private
  • Not to sell your data
  • To give you ways to manage and review your data choices at anytime

If you have any questions, or want more details about how we use your personal information, you can call us on 01279 657555

How the law protects you

As well as our Privacy Promise, your privacy is protected by law. This section explains how that works.

Data Protection law says that we are allowed to use personal information only if we have a proper reason to do so. The law says we must have one or more of these reasons:

  • To fulfil a contract we have with you, or
  • When it is our legal duty, or
  • When it is in our legitimate interest, or
  • When you consent to it.

A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.

Here is a list of all the ways that we may use your personal information:

What we use your personal information for

  • To manage our relationship with you or your business
  • To develop new ways to meet our clients’ needs and to grow our business
  • To develop and carry out marketing activities
  • To provide guidance about our products and services
  • To develop and manage our brand, products and services
  • To test new products
  • To manage how we work with other companies that provide services to us and our clients
  • To deliver of our products and services
  • To make and manage client payments
  • To collect and recover money that is owed to us
  • To manage risk for us and our clients
  • To obey laws and regulations that apply to us
  • To respond to complaints and seek to resolve them
  • To run our business in an efficient and proper way. This includes managing our financial position, business capability, planning, communications, corporate governance, and audit
  • To exercise our rights set out in agreements or contracts.

Our reasons (to use your personal information)

  • Your consent
  • Fulfilling contracts
  • Our legitimate interests
  • Our legal duty

Our legitimate interests

  • Keeping our records up to date, working out which of our products and services may interest you and telling you about them
  • Developing products and services, and what we charge for them
  • Complying with regulations that apply to us
  • Defining types of clients for new products or services
  • Seeking your consent when we need it to contact you
  • Being efficient about how we fulfil our legal, contractual and obligatory duties

Where we collect personal information from

We may collect personal information about you (or your business) from these sources:

Data you give to us:

  • When you enquire about our products and services
  • When you talk to us on the phone
  • When you use our websites
  • In emails and letters
  • In other documents
  • In client surveys
  • If you take part in our competitions or promotions.

Marketing

We may use your personal information to tell you about relevant products and offers. This is what we mean when we talk about ‘marketing’.

The personal information we have for you is made up of what you tell us, and data we collect when you use our services.

We study this 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 can only use your personal information to send you marketing messages if we have either your consent or a ‘legitimate interest’. That is when we have a business or commercial reason to use your information. It must not unfairly go against what is right and best for you.

You can ask us to stop sending you marketing messages by contacting us at any time.

We may ask you to confirm or update your choices, if you take out any new products or services with us in future. We will also ask you to do this if there are changes in the law, regulation, or the structure of our business.

If you change your mind you can update your choices at any time by contacting us.

How long we keep your personal information

We will keep your personal information for as long as you are a client of The Outsourced Marketing Department.

After you stop being a client, we may keep your data for up to two years for one of these reasons:

  • To respond to any questions or complaints.
  • To show that we treated you fairly.
  • To maintain records according to rules that apply to us.

We may keep your data for longer than two years if we cannot delete it for legal, regulatory or technical reasons. We may also keep it for research or statistical purposes. If we do, we will make sure that your privacy is protected and only use it for those purposes.

How to get a copy of your personal information

You can access your personal information we hold by writing to us at this address:

The Outsourced Marketing Department, Studio F20, Allen House, Sawbridgeworth

Letting us know if your personal information is incorrect

You have the right to question any information we have about you that you think is wrong or incomplete. Please contact us if you want to do this.

If you do, we will take reasonable steps to check its accuracy and correct it.

What if you want us to stop using your personal information?

You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.

There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.

We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.

You can ask us to restrict the use of your personal information if:

  • It is not accurate
  • It has been used unlawfully but you don’t want us to delete it
  • It is not relevant any more, but you want us to keep it for use in legal claims
  • You have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to keep on using it

If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us.

How to withdraw your consent

You can withdraw your consent at any time. Please contact us if you want to do so.

If you withdraw your consent, we may not be able to provide certain products or services to you. If this is so, we will tell you.

How to complain

Please let us know if you are unhappy with how we have used your personal information. You can contact us on 01279 657555.

You also have the right to complain to the Information Commissioner’s Office.

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