In May 2018, the regulations surrounding how companies and organisations can hold your personal data changed. This Notice tells you how we handle your Personal Data, and the rights you have, when we hold it. This Notice is intended to comply with the provisions of the General Data Protection Regulation EU 2016/679 (GDPR) which governs how Personal Data is processed within the European Economic Area (EEA).
We are always happy to explain anything which this Notice does not make clear to you.
Who are we?
AAR Services Ltd. Registered address: 26 Market Place, London W1W 8AN. Company Registration Number: 01203916. You will find our contact details at the end of this Notice.
We are both the “data controller” and “data processor” for the purposes of GDPR. This means that we decide how your Personal Data is held and processed, and for what purposes.
Your personal data – what is it?
Personal Data is data that relates to a living individual who can be identified from that data. We might be able to identify you from the data itself or by linking that data to other information we have access to. GDPR tells us how we must process your Personal Data.
What is the legal basis for processing your personal data?
GDPR sets out six principles for data processing:
- It must be processed fairly and in a transparent manner.
- The information collected, stored and used must be for a specified purpose.
- It must only be used in a way that are relevant to that purpose.
- It must be accurate and kept up to date, and where found to be inaccurate is erased or rectified “without delay”.
- It must not be kept for longer than is necessary for the specified purpose.
- You must ensure appropriate security to guard against loss or unauthorised or unlawful processing.
There are six available lawful bases for processing data under GDPR. AAR processes your data under the lawful basis of legitimate interest.
The extent of this policy
This policy describes how AAR uses your personal data which we handle in order to provide services and consultancy that help improve client:agency relationships and enable us to carry out our responsibilities as an intermediary.
Personal data we collect
The personal data we hold has been provided by you or by a third party (work colleague) designated by you to do so. We will only collect specific, relevant information that is necessary to deliver the service or consultancy you seek. In particular, we may collect name, job title, email address, telephone number and business address.
How we will use your data
We use your data to process and manage your enquiries, and the ongoing dialogue between us. By contacting us you are agreeing to AAR contacting you by phone, email or letter. You will not receive further contact from us unless you agree to this. We will only use your personal information fairly, securely, and will never do anything with it that you have not clearly agreed to.
Other purposes for which we might process your personal data would be to provide a more tailored service, deliver a service you have ordered, filter out services that you are not interested in, filter AAR marketing and promotional activity, general administration, statistical analysis to help improve our offering or any other usage that is relevant, fair, honest, sensitive, responsible and respectful towards your privacy.
We will only share your personal information with our employees, contractors, agents or professional advisors where it is necessary in order to fulfil our legitimate interests, as stated above. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
AAR will not sell, trade or rent your personal information to others. Except as may be required by law, AAR does not pass your personal data to outside organisations or individuals without your express consent.
To summarise, we only use your information for purposes that can fairly be deemed to be in your best interests.
We consider it within our legitimate interests to send you information about our services and consultancy offering.
- Annual reports
- Invites to events, seminars and workshops
Each and every marketing message we send you includes an appropriate and easy way for you to opt out of receiving further email communications, or you can simply contact us by phone on 0207 612 1200 should you wish to be removed from our mailing lists.
We will erase your personal data within one month of being informed should you wish to be removed from our database altogether.
How does AAR protect customer information?
AAR invests in good quality security and we do all we can to protect your privacy. We work within UK Data Protection legislation and follow strict security procedures in the storage and disclosure of any information you have given us, to prevent unauthorised access.
What if we change our policy in future?
Any changes to our policy will be posted on the AAR website, however, in any case policy changes will not affect your rights under the Data Protection Act.
AAR is committed to protecting your privacy online. Our policy is simple: we will not capture your information, use it or share with others without your prior agreement.
The only time we capture your personal details on our website is when you submit a contact form. We will collect some basic information from you. This will include your email address, your name, position, company plus details of your enquiry.
We collect data listing which of our pages are most frequently visited and who refers our visitors. The site automatically monitors IP addresses (the domain from which you access the internet) and which pages on our site have been accessed when. This information is not linked to any personal data, so browsing is anonymous.
Non-personal data (such as aggregate statistics about numbers of visitors, entries, traffic patterns and related site information) may be shared by AAR with its communications agencies in order to review the site’s performance. These statistics will include no personally identifying information.
AAR’s website has links to other sites which may contain information that is useful and of interest to our readers. This privacy statement only covers the AAR website. AAR is not responsible for the content, views or accuracy of information on external internet sites.
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.
AAR Services Limited
26 Market Place
T: 020 7612 1200