1. Definitions

This Notice contains the following definitions used throughout:

2. Privacy Policy

Hayling Island is committed to safeguarding your personal privacy. This Notice is designed to help you understand how we use the data entrusted to us and your data subject rights.

3. How do we collect Personal Information?

Whenever you use our Site, complete an enquiry form, contact Hayling Island electronically, or purchase online products offered by Hayling Island, Hayling Island will collect Personal Information to process your order/enquiry and for analysing and marketing purposes.

4. What Personal Information do we collect and why?

Upon registering an enquiry online, we will request you to provide the following personal details:

• Your name
• Email address
• Phone number

Upon purchasing, you will be required to provide:

• A billing address
• A contact number
• Email address

If you raise a query, request or a complaint via Hayling Island’s social media channels, we will record your social media handle. We use this only to correspond with you and resolve the relevant issue.

Your data may be kept for a period of 10 years after your last interaction with us. We need to keep transaction information for auditing and statutory reporting purposes for this period, however we can remove you from our marketing database at your request.

In order to undertake Website personalisation, we also store some observed data such as your browsing history, IP address or click through email behaviours. We may also group customers depending upon their geographical location or sales behaviour. For further information on our use of cookies and tracking please see our Cookie Policy.

5. Credit or debit cards

Hayling Island does not process, transmit or store credit or debit card information. All card payments are securely processed by our gateway provider.

6. What do we do with your data?

Data protection law stipulates that we can use and share your Personal Data only where we have grounds to do so. Billing Aquadrome relies on one or more of the following legal grounds:

• Contract – to fulfil and provide services related to your order(s).
• Consent – where you agree to us using your information in a stipulated way, e.g. for providing you with marketing content via email.
• Legitimate Interests – where it is reasonable and fair to expect us to process your data in this way, and there is minimal impact on your rights and freedoms, e.g. for marketing or fraud prevention.
• Legal Obligation – where there is statutory or other legal requirement to share the information e.g. where required by a government authority.

Further to the above, please see the list of the ways that we may use your Personal Information, and which of the reasons described above we rely on to do so. Where we list legitimate interests as a reason, we also describe below what we believe these legitimate interests are:

7. To manage your preferences

You control your preferences in respect of how your Personal Data is used for marketing, and you can change these preferences at any time.

If you do not wish to hear from us about sales or promotions, you can manage your preferences by clicking the unsubscribe link within our email correspondence. If for any reason you can’t update your preferences, please contact us and we will update your preferences for you.

Please note that it may take around five working days to unsubscribe you from email marketing, whatever your marketing preferences.

8. Who do we share your data with and why?

Hayling Island does not engage in business of selling your data, except where required to provide communications as part of Hayling Island’s normal service, including marketing and analytics.

We share your data with our trusted fulfilment partners and ensure all appropriate contractual safeguards and security is in place. Fulfilment partners include IT systems, hosting providers and IT support, mailing houses, email services, suppliers and marketing analysis third parties.

We share your Personal Information with external companies that provide services on our behalf including:

• Customer service centre
• Online and social media advertising
• Media agencies
• Mailing houses and printers
• Market research

9. How we use information from social media channels

Information publicly available on social media sites may be used by us to monitor and review how customers engage with our brand. This process does not always identify individual users. Should we wish to use information posted publicly by you on a social media Site such as Facebook, we will not do so without your permission.

In order to provide improved offers, advice and information, and to evaluate our advertising across various online marketing channels and social media Sites (such as Facebook), we may analyse the following: your Personal Information (limited solely to your email address), products you view and buy, your browsing habits and other ways you interact with us. Facebook Ireland is a Joint Controller of the Joint Processing of Personal Data; for more information on how Facebook processes Personal Data and ways to exercise data subject rights, visit Facebook Ireland’s Data Policy at https://www.facebook.com/about/privacy. To exercise personal control over the Facebook advertising you see, please visit https://www.facebook.com/adpreferences/ad_settings.

10. Your rights

Your Personal Data is protected by legal rights, which include:

Should you wish to action any of these rights, please contact our friendly Enquiries team via email: [email protected] or call 01604 408 181.

Please note if you action your right to withdraw consent to direct marketing or your right to erasure this will be implemented immediately, however it may take around five working days to unsubscribe you from email marketing.

To contact Hayling Island’s Data Protection Lead, and/ or if you have any concerns as to how your data is processed, please email [email protected].

You also have the right to lodge a complaint to the Information Commissioner’s Office (ico.org.uk) if you believe that we have not complied with the legal requirements regarding your Personal Data.

You have the right to ask Hayling Island whether or not they are using or storing your personal information. You can request copies of your personal information in writing. This is called the right of access and is commonly known as making a Subject Access Request or SAR. Please email [email protected].

11. How secure is your data

Hayling Island employs a wide variety of security measures to back up, protect and manage your data. We secure your data using up to date technology and robust policies and processes. All third parties are scrutinised and subject to appropriate contractual safeguards. We document all data processing and review this regularly. Staff are regularly trained on security and policies and we use strict access controls.

12. Links to and from our Websites

Links to third party websites on the Website are provided solely for your convenience. Hayling Island does not control and are not responsible for these websites, their content or availability. The Company therefore does not endorse or make any representations about them, or any material found there, or any results that may be obtained from using them. If you decide to access any of the third party websites linked to the Website, you do so entirely at your own risk.

If you would like to link to the Website, you may only do so on the basis that you link to, but do not replicate, the home page of the Website, and subject to the following conditions:

You do not remove, distort or otherwise alter the size or appearance of the Company logo;

• you do not in any way imply that Hayling Island is endorsing any products or services other than its own;
• you do not misrepresent your relationship with the Company nor present any other false information about the Company;
• you do not create a frame or any other browser or border environment around the Website;
• you do not otherwise use any of the Company’s trademarks displayed on the Website without express written permission from the Company;
• you do not link from a website that is not owned by you; and
• your website does not contain content that is distasteful, offensive or controversial, infringes any intellectual property rights or other rights of any other person or otherwise does not comply with all applicable laws and regulations.

The Company expressly reserves the right to revoke the right granted to link the Website for breach of these terms and to take any action it deems appropriate.

You shall fully indemnify the Company for any loss or damage suffered by the Company for breach of the Privacy Policy..