Legal

Privacy Policy

365 RM (UK) Limited is committed to protecting and respecting your privacy. This Privacy Policy was last up-dated on 24th May 2018.

This Privacy Policy forms part of our Terms of Service and constitutes a legally binding agreement between you and us that governs:

  • the Personal Information we collect & how we collect it;
  • how we use the Personal Information, how we store it & who we share it with; and
  • how you can update your Personal Information & find out what Personal Information we hold about you.

In this Privacy Policy, the term "you" refers to you, the customer, and any of your customers that use our Service, and any visitor to our Site and the terms "365 RM", "we", "us" and "our" refer to 365 RM (UK) Limited (and its subsidiaries), a company registered in Scotland under company number SC382380 with our registered office at Floor 3, 1 - 4 Atholl Crescent, Edinburgh, EH3 8HA. Our VAT number is 117910523.

We may change or update the terms of this Privacy Policy from time to time and you should therefore check it frequently. If we make any material changes to our Privacy Policy we will post a change notice on our website. Our Privacy Policy will always indicate the date it was “Last Updated” and this will change whenever we amend our Privacy Policy. Your continued use of the Services will indicate your acceptance of the amended Privacy Policy.

Introduction

  1. This is a notice to inform you of our policy about all information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.
  2. We regret that if there are one or more points below with which you are not happy, your only recourse is to leave our website immediately.
  3. We take seriously the protection of your privacy and confidentiality. We understand that all visitors to our website are entitled to know that their personal data will not be used for any purpose unintended by them, and will not accidentally fall into the hands of a third party.
  4. We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.
  5. Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR). Outside the EU our privacy policy meets local requirements.
  6. The law requires us to tell you about your rights and our obligations to you in regard to the processing and control of your personal data. We do this now, by requesting that you read the information provided at www.knowyourprivacyrights.org
  7. Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.

The bases on which we process information about you

In the EU the GDPR requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.

If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.

If the basis changes then, if required by law, we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.

1. Information we process because we have a contractual obligation with you

When you create an account on our website, use our service, or otherwise agree to our terms and conditions, a contract is formed between you and us.

In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.

We may use it in order to:

  1. verify your identity for security purposes
  2. sell products to you
  3. provide you with our services
  4. provide you with suggestions and advice on products, services and how to obtain the most from using our website

We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.

Additionally, we may aggregate this information in a general way and use it to provide class information, for example to monitor our performance with respect to a particular service we provide. If we use it for this purpose, you as an individual will not be personally identifiable.

We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.

2. Information we process with your consent

Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website, subscribe to blog updates or ask us to provide you with more information about our business, including job opportunities and our products and services, you provide your consent to us to process information that may be personal information.

Wherever possible, we aim to obtain your explicit consent to process this information, for example, by asking you to agree to our use of cookies.

Sometimes you might give your consent implicitly, such as when you send us a message by e-mail to which you would reasonably expect us to reply, or when you fill in a form online asking us to give you a free trial of the software, or to contact you.

Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally. We may aggregate it in a general way and use it to provide class information, for example to monitor the performance of a particular page on our website.

If you have given us explicit permission to do so, we may from time to time pass your name and contact information to selected associates whom we consider may provide services or products you would find useful.

We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.

You may withdraw your consent at any time by instructing us at support@getspoonfed.com. However, if you do so, you may not be able to use our website or our services further.

3. Information we process because we have a legal obligation

We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation.

For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.

This may include your personal information.

4. Information we process because there is a legitimate interest

We have a legitimate interest to process personal data relating to decision makers and budget holders in catering organisations that we consider potential customers. The data is gathered from publicly available sources and directly from the companies concerned.

The data is processed solely for compiling a database of contacts that Spoonfed and no other company will market to. The only information stored will be necessary for marketing purposes, such as names, place of work and contact details.

We will contact any EU citizen whose details are stored for this reason soon after recording their personal data, informing them of our privacy policy and giving them the opportunity to object to our holding their data.

Specific uses of information you provide to us

5. Information relating to your method of payment

We have a number of payment channels. Whenever we receive sensitive payment information from you, we will treat this with the highest level of security and only provide it to our payment partners for the purpose of charging your card or bank account.  

6. Information about your direct debit

When you agree to set up a direct debit or other similar arrangement, the information you give to us is passed to our own bank or other providers for processing according to our instructions.

For customers in the UK, we are registered under the direct debit guarantee scheme. This provides for the customer's bank to refund disputed payments without question, pending further investigation. Direct debits can only be set up for payments to beneficiaries that are approved originators of direct debits. In order to be approved, these beneficiaries are subjected to careful vetting procedures. Once approved, they are required to give indemnity guarantees through their banks.

7. Job application and employment

If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you later.

If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for six years before destroying or deleting it.

8. Sending a message to our support team

When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need.

We record your request and our reply in order to increase the efficiency of our business.

We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high-quality service.

9. Complaining

When we receive a complaint, we record all the information you have given to us.

We use that information to resolve your complaint.

If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.

We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.

10. Affiliate and business partner information

This is information given to us by you in your capacity as an affiliate of us or as a business partner.

It allows us to recognise visitors that you have referred to us, and to credit to you commission due for such referrals. It also includes information that allows us to transfer commission to you.

The information is not used for any other purpose.

We undertake to preserve the confidentiality of the information and of the terms of our relationship.

We expect any affiliate or partner to agree to reciprocate this policy.

Use of information we collect through automated systems when you visit our website

11. Cookies

Cookies are small text files that are placed on your computer's hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.

Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.

Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.

Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use to enable us to chat with users and make improvements to the site structure.

When you first visit our website, we alert you to the fact that our site uses cookies. You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our Services or Site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to the Site. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org

We use the following cookies to track visitor numbers and behaviour on the Site:

  1. _utma - used to identify how many unique visitors the Site has had.
  2. _utmz - used to find out where a user came from (e.g. from a search engine or from a link to the Site from another website).
  3. _utmv - used to store visitor-level custom variable data and updated every time data is sent to Google Analytics
  4. _ga - used to distinguish between users over a 2 year expiration time.
  5. _gid - used to distinguish between users over a 24 hour expiration time.
  6. intercom-id - used to integrate Intercom into Google Analytics to contact people who have returned to the Site.

12.Personal identifiers from your browsing activity

Requests by your web browser to our servers for web pages and other content on our website are recorded.

We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.

We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.

Disclosure and sharing of your information

13. Credit reference

To assist in combating fraud, we share information with credit reference agencies, so far as it relates to clients or customers who instruct their credit card issuer to cancel payment to us without having first provided an acceptable reason to us and given us the opportunity to refund their money.

14. Data may be processed outside the European Union

Our websites are hosted in Ireland, but we may also use outsourced services in countries outside the European Union from time to time in other aspects of our business.

Accordingly, data obtained within the UK or any other country could be processed outside the European Union.

For example, some of the information obtained in the UK may be used by our employees in the United States. We will ensure that any companies used to process data are compliant with our own privacy policy.

Outside parties that we use to process data have been selected for their ability to protect the personal data they handle and there are agreements in place contracting them to reach appropriate levels of security.

Access to your own information

15. Access to your personal information

To obtain a copy of the personally identifiable information that we hold about you, send us a request at support@getspoonfed.com.

After receiving the request, we will tell you when we expect to provide you with the information.

16. Removal of your information

If you wish us to remove personally identifiable information from our website, you may contact us at support@getspoonfed.com.

This may limit the service we can provide to you.

17. Verification of your information

When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.

18. Encryption of data sent between us

We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us.

Whenever information is transferred between us on our website, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.

19. How you can complain

If you are not happy with our privacy policy or if you have any complaint then you should tell us by email. Our address is support@getspoonfed.com.

If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.

If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner's Office. This can be done at https://ico.org.uk/concerns/

20. Retention period for personal data

Except as otherwise mentioned in this privacy policy, we keep your personal information only for as long as required by us:

  1. to provide you with the services you have requested;
  2. to comply with other law, including for the period demanded by our tax authorities;
  3. to support a claim or defence in court.

21. Compliance with the law

Our privacy policy has been compiled so as to comply with the law of every country or legal jurisdiction in which we aim to do business. If you think it fails to satisfy the law of your jurisdiction, we should like to hear from you.

However, ultimately it is your choice as to whether you wish to use our website.

22. Review of this privacy policy

We may update this privacy policy from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to save a copy for your records.

If you have any question regarding our privacy policy, please contact us.