Legal Stuff: Privacy Policy

At Pearl Jordan & Associates, we are committed to protecting and respecting your privacy
This policy explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.
Any questions regarding this policy and our privacy practices should be sent by email to pearl@pearljordan.com or alternatively, you can telephone.

Your Information

How do we collect information from you?
We obtain information about you in the following ways:

Information you give us directly
For example, we may obtain information about you when you take part in one of our events, purchase products and services or when you register to receive one of our newsletters.

Information you give us indirectly
Your information may be shared with us by third parties, which might include independent event organisers, subcontractors acting on our behalf who provide us with technical, payment or delivery services, our business partners, advertising networks analytics providers and search information providers. You should check any privacy policy provided to you where you give your data to a third party.

When you visit this website
We, like many companies, automatically collect the following information: technical information, including the type of device you’re using, the IP address, browser and operating system being used to connect your computer to the internet. This information may be used to improve the services we offer. Information about your visit to this website, for example we collect information about pages you visit and how you navigate the website, i.e. length of visits to certain pages, products and services you viewed and searched for, referral sources (e.g. how you arrived at our website). We collect and use your personal information by using cookies on our website – more information on cookies can be found under ‘Use of Cookies’.

Social Media
When you interact with us on social media platforms such as Facebook and Twitter we may obtain information about you (for example, when you publicly tag us in an event photo). The information we receive will depend on the privacy preferences you have set on those types of platforms.

Public Information
We may supplement information on our clients with information from publicly available sources such as annual reviews, corporate websites, public social media accounts, the electoral register and Companies House in order to create a fuller understanding of someone’s interests and how we can best serve them.

What type of information is collected from you?
The personal information we collect, store and use might include: your name and contact details (including postal address, email address and telephone number); your date of birth; information about your activities on our website and about the device used to access it, for instance your IP address and geographical location; your bank or credit card details. Your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions. Data protection laws recognise certain categories of personal information as sensitive and therefore requiring greater protection, for example information about your health, ethnicity and religion. We do not usually collect sensitive data about you unless there is a clear and valid reason for doing so and data protection laws allow us to. For example, we may ask for your health information if you are taking part in a physically demanding events. Where appropriate, we will make it clear why we are collecting this type of information and what it will be used for.

How and why is your information used?
We may use your information for a number of different purposes, which may include: providing you with the services, products or information you asked for. Processing orders that you have submitted; carrying out our obligations under any contracts entered into between you and us; keeping a record of your relationship with us; conducting analysis and market research to better understand how we can improve our services, products or information; checking for updated contact details against third party sources so we can stay in touch if you move (see the section on ‘Keeping your information up to date’ below); dealing with entries into a competition; seeking your views or comments on the services we provide; notifying you of changes to our services; sending you communications which you have requested and that may be of interest to you. These may include information about campaigns, programmes, events, and activities and promotions of goods and services; or job opportunities.

How long is your information kept for?
We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we retain your personal information for is determined by operational and legal considerations. For example, we are legally required to hold some types of information to fulfil our statutory and regulatory obligations (e.g. health/safety and tax/accounting purposes). We review our retention periods on a regular basis

Who has access to your information?
We do not sell or rent your information to third parties. We do not share your information with third parties for marketing purposes. However, we may disclose your information to third parties in order to achieve the other purposes set out in this policy.

Lawful Processing

Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:

Specific Consent
Where you have provided specific consent to us using your personal information in a certain way, such as to send you email, text and/or telephone marketing.

Performance of a contract
Where we are entering into a contract with you or performing our obligations under it, like when you buy Pearl Jordan & Associates named products and services.

Legal obligation
Where necessary so that we can comply with a legal or regulatory obligation to which we are subject, for example where we are ordered by a court or regulatory authority.

Vital interests
Where it is necessary to protect life or health (for example in the case of medical emergency suffered by an individual at one of our events) or a safeguarding issue which requires us to share your information with the emergency services.

Legitimate interests
Where it is reasonably necessary to achieve our or others’ legitimate interests (as long as what the information is used for is fair and does not duly impact your rights).
We consider our legitimate interests to be running Pearl Jordan and Associates as an organisation in pursuit of our aims and ideals. For example to: send postal communications which we think will be of interest to you; conduct research to better understand our clients and to improve the relevance of our work; understand how people choose/use our services and products; determine the effectiveness of our services, promotional campaigns and advertising; monitor who we deal with to protect the company against fraud, money laundering and other risks; enhance, modify, personalise or otherwise improve our services /communications for the benefit of our customers; and better understand how people interact with our website. When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).

When we use sensitive personal information, we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law (for example, if we need to process it for employment, social security or social protection purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).

Communications

We may use your contact details to provide you with information about the work we do, our events and updates from Pearl Jordan and the Team, as well as the products and services you can buy, if we think it may be of interest to you.

Email/text/Phone
We will only send you marketing and fundraising communications by email, text and telephone if you have explicitly provided your prior consent. You may opt out of our marketing communications at any time by clicking the unsubscribe link at the end of our marketing emails.

Post
We may send you important information by post unless you have told us that you would prefer not to hear from us.

Your choices
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the work we do and the exciting products and services you can buy, then you can select your choices by ticking the relevant boxes situated on the form used to collect your information.

We’re committed to putting you in control of your data so you’re free to change your marketing preferences (including to tell us that you don’t want to be contacted for marketing purposes) at any time using: pearl@pearljordan.com. We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted and will retain your details on a suppression list to help ensure that we do not continue to contact you. However, we may still need to contact you for administrative purposes like where we are thanking you for your participation in an event.

Building Profiles
We may analyse your personal information to create a profile of your interests and preferences so that we can tailor and target our communications in a way that is timely and relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. This allows us to be more focused, efficient and cost effective with our resources and also reduces the risk of someone receiving information they may find inappropriate or irrelevant. We’re committed to putting you in control of your data so you’re free to opt out of your information being used in this way at any time by pearl@pearljordan.com.

We may also use your personal information to detect and reduce fraud and credit risk.

Keeping your information up to date
We take reasonable steps to ensure your information is accurate and up to date. Where possible we use publicly available sources to identify deceased records or whether you have changed address. We really appreciate it if you let us know when your contact details change.

Use of ‘cookies’
Like many other websites, this website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. For example, we use cookies to store your country preference. This helps us to deliver a more personalised service when you browse our website and improves our services. It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies off may result in a loss of functionality when using our website.

Links to other websites
Our website may contain links to other websites run by other organisations. This policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other websites even if you access those using links from our website. In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the privacy policy of that third party site.

16 or Under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.

Website recording
Our website may also use the SessionCam website recording service. SessionCam is a product that has been developed by ServiceTick Ltd. SessionCam may record mouse clicks, mouse movements, page scrolling and any text keyed into website forms. The information collected does not include bank details or any sensitive personal data. Data collected by SessionCam from the ServiceTick website is for Pearl Jordan and Associates’ internal use only. The information collected is used to improve our website usability and is stored and used for aggregated and statistical reporting.

Changes to this policy
Any changes we may make to this policy in the future will be posted on this website so please check this page occasionally to ensure that you’re happy with any changes. If we make any significant changes we’ll make this clear on this website.

Review of this Policy
We keep this policy under regular review. This policy was last updated in December 2018.