AOD is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.
AOD, in order to comply with the requirements of the new regulations on personal data (The General Data Protection Regulation) which came into force in May 2018, will always ask its customers and clients to “opt in” to receive marketing communications.
This means you’ll have the choice as to whether you want to receive these communications and how you want to receive them.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact us by emailing email@example.com or writing to AOD, Ferneberga House, Alexandra Road, Farnborough, GU14 6DQ or telephoning 01252727270.
Alternatively, you can unsubscribe at any time by following the unsubscribe link at the bottom of our marketing emails.
We will never sell your personal data, and do not share your data with third parties.
Any questions you have in relation to this policy or how we use your personal data should be sent to firstname.lastname@example.org or addressed to The Data Protection Officer, Affina Organisation Development, West Gate, 6 Grace Street, Leeds LS1 2RP.
2. ABOUT US
Your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) will be collected and used by Affina Organisation Development Limited (company no. 04644495 in England with data controller number Z9213489).
AOD is part of the Skills for Care Group and the registered address of both is West Gate, 6 Grace Street, Leeds, LS1 2RP. For the purposes of data protection law, AOD will be the controller of its own data.
3. WHAT INFORMATION WE COLLECT
Personal data you provide
AOD doesn’t capture and store personal information except where you’ve given us permission, for example:
- Cookies and analytics on our website
- Registering on our website when using our training course booking forms, using the contact us forms, ordering AOD Connect credits or registering for our newsletter (via MailChimp)
- email address
- organisation details
- billing address
- contact telephone number
- billing address – for course bookings or credit purchases
- Registering on our AOD Connect web platform and use of our on-line assessment and development tools.
- email address
- organisation details
- assessment responses and team journey activities
Accidents or incidents
If an accident or incident occurs on our property, at one of our events or involving one of our staff then we’ll keep a record of this to comply with our statutory duties under the Health and Safety Act, but we will of course keep this data strictly confidential and will not disclose to any third parties unless the law tells us to do so (which may include personal data and sensitive personal data).
4. HOW WE USE INFORMATION
We only ever use your personal data with your consent, or where it is necessary in order to:
- enter into, or perform, a contract with you;
- comply with a legal duty;
- protect your vital interests;
- for our own (or a third party’s) lawful interests, provided your rights don’t override the these.
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes).
We use personal data to communicate with you and to promote AOD offers. This includes keeping you up to date with our news, updates, campaigns, events. For further information on this please see Section 6 (Marketing).
5. DISCLOSING AND SHARING DATA
We will never sell your personal data. If you have opted-in to marketing, we may contact you with information about our partners, or third party products and services, but these communications will always come from AOD and are usually incorporated into our own marketing materials (e.g. in newsletters).
We may share personal data with subcontractors or suppliers who provide us with services. For example, our AOD Connect platform hosts, or delivery companies for training materials. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.
AOD adheres to the “opt-in” principles for our marketing communications. This includes all our marketing communications (the term marketing is broadly defined and, for instance, covers information about AOD products and services as well as relevant information on Team Based Working).
This means you’ll have the choice as to whether you want to receive these email messages.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact our marketing team by emailing email@example.com or writing to AOD Ferneberga House, Alexandra Road, Farnborough, GU14 6DQ or telephoning 01252 727270.
7. HOW WE PROTECT DATA
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection training and we have a set of detailed data protection procedures which personnel are required to follow when handling personal data.
If you use a credit card to purchase AOD Connect credits or workshop places over the phone we will pass your credit card details securely to our payment provider (WorldPay). AOD complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council, and will never store card details.
Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
Where we store information
AOD operations are based in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, but we’ll only allow them to do if your data is adequately protected and the relevant contract clauses are in place.
How long we store information
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. For example, if you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (though we’ll keep a record of your preference not to be emailed).
We continually review what information we hold and delete what is no longer required. We never store payment card information.
9. KEEPING YOU IN CONTROL
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
- the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
- the right to have inaccurate data rectified;
- the right to object to your data being used for marketing or profiling; and
- where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you would like further information on your rights or wish to exercise them, please write to our Data Protection Officer at AOD, West Gate, 6 Grace Street, Leeds LS1 2RP or telephoning 07866 802990. Or email firstname.lastname@example.org
We can provide you with a template subject access form which includes guidance on how to make your request (and will help us respond more quickly). Please contact us for a copy of this.
You can complain to AOD directly by contacting our data protection officer using the details set out above. If you wish to make a complaint which does not directly relate to your data protection and privacy rights, you can do so by contact emailing us in accordance with our feedback policy.
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk.
11. COOKIES AND LINKS TO OTHER SITES
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
For further information visit www.aboutcookies.org or www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.
Links to other sites
Our website contains hyperlinks to many other websites. We are not responsible for the content or functionality of any of those external websites (but please let us know if a link is not working by using the ‘Contact us’ link at the top of the page).
When purchasing goods or services from any of the businesses that our site links to, you will be entering into a contract with them (agreeing to their terms and conditions) and not with AOD.