Linac Learning

We identify and optimise the performance of your people.

Email: info@linac.co.uk

Phone: +44 (0)1242 529822

© 2019 Linac Learning. Proudly created with Wix.comTerms of Use  |   Privacy Policy  |  The Linac Group

Privacy Policy

Linac Limited Privacy Policy v1.2, effective date 7th August 2019

 

This policy sets out how we handle personal information.

Contents: click on the links below to jump to a particular section

 

About the Linac Group

This policy covers Linac Limited, and applies across all of Linac Group's business streams, including Linac Learning, Linac Technology and i am me.

 

Linac Limited is registered in England and Wales number 03668019. Registered office: Formal House St. Georges Place, Unit 1.20, Cheltenham, England, GL50 3PN. Our principal place of business

 

When we say ‘we’, ‘us’ or ‘Linac Limited’ it’s because that’s who we are and we own and run the business streams and Sites. If we say ‘policy’ we are talking about this specific privacy policy. If we say ‘user terms’ we are talking about the rules for using each of the Sites. Take the time to read this policy because it forms a part of the user terms for each of our Sites. By using any of our Sites, you agree to this policy. If you do not agree to this policy please do not use our Sites.

 

 

How to get in touch with us

If you have any questions about our privacy policy and practices please contact our privacy champion in writing:

 

  • by email: admin@linac.co.uk.

  • at our registered offices: Formal House St. Georges Place, Unit 1.20, Cheltenham, England, GL50 3PN, United Kingdom

 

 

How and why do we process personal data?

Below we have outlined where we use your personal data, including:

  • Data categories

  • Data source

  • Purpose for processing the data

  • Legal basis for processing the data

 

On our Sites:

  • Usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use.

  • The source of the usage data is Google Analytics, our preferred tracking system. We may collect personal information directly when you provide it to us, automatically as you navigate through the Sites or through other people when you use services associated with the Sites. When you provide personal information to us via the Sites you are consenting to us collecting and using that information in line with this policy and the user terms of each of the Sites.

  • This usage data may be processed for the purposes of analysing the use of our websites and services.

  • The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services. based on: your use of our Sites as an indicator of Site performance and customer behaviours (purpose test), use of website analytics to determine customer behaviours on our Sites (necessity test), and your proactive use of the Sites as an anonymous guest (balancing test).

 

Transacting on our Sites:

  • Where you use our online transaction facility, this data may also include your name, email, telephone number, address, job title, and payment details.

  • The source of the usage data is you or your employer, entered into Wix, our website CMS.

  • This transaction data may be processed for the purposes of confirming bookings and taking payments in respect of bookings.

  • The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

 

In the course of regular correspondence:

  • The correspondence data may include phone numbers, email addresses, postal adresses, the communication content and metadata associated with the communication.

  • The source of the account data is you or your employer, entered into our website contact forms or emailed directly to our company email addresses.

  • The correspondence data may be processed for the purposes of communicating with you and record-keeping.

  • The legal basis for this processing is consent OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract, OR legitimate interests, based on the necessity of customer communications with the business (purpose test), use of individual data for the communication (necessity test), and the need to maintain ongoing relationships with individuals (balancing test).

 

In the course of the use of our services:

  • The service data may include your salutation, name, address, telephone number, email address, your company, your role title and employment details.

  • The source of the service data is you or your employer.

  • The service data may be processed for the purposes of operating our Sites, providing our services (for example contacting delegates about dietary requirements prior to booking catering for a course), gaining feedback, ensuring the security of our website and services, maintaining back-ups of our databases and communicating on a day-to-day with you.

  • The legal basis for this processing is consent OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract, OR legitimate interests, based on the necessity of customer communications with the business (purpose test), use of individual data for the communication (necessity test), and the need to maintain ongoing relationships with individuals (balancing test).

 

Processing financial processes for current customers:

  • The account data may include your name, your company, email address and telephone number, as well as your company’s financial details.

  • The source of the account data is you or your employer.

  • The account data may be processed for the purposes of invoicing and other financial processes in respect of services rendered by Linac to customers, providing our services, maintaining back-ups of our databases and communicating with you.

  • The legal basis for this processing is consent OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract, OR legitimate interests, based on the necessity of customer communications with the business (purpose test), use of individual data for the communication (necessity test), and the need to maintain ongoing relationships with individuals (balancing test).

 

Information published through our marketing channels:

  • This data may include quotations, your company name, your name, job title

  • The source of the account data is you or your employer.

  • The publication data may be processed for the purposes of enabling such publication and administering our website and services, for example client testimonials.

  • The legal basis for this processing is consent.

 

Sending you email marketing

  • Data categories may include your email address, prefix, name, organisation, and job title.

  • The source of the account data is you or your employer. We may also collect information from carefully selected third parties (for example, Electric Marketing data lists), in order to send you marketing communications on the basis of legitimate interest (in compliance with GDPR and PECR legislation on digital and telephone B2B marketing).

  • This data may be processed for the purposes of sending you emails about relevant marketing notifications.

  • The legal basis for this processing is consent OR legitimate interest, based on: the relevance of our services to your organisation and job role (purpose test), use of email address to contact you about our services (necessity test), and your position as a business person with decision making and budgetary responsibilities, in combination with PECR guidance on digital communications (balancing test). Also in accordance with the PECR and the GDPR, if you wish to opt out of communications from us please get in touch with us at admin@linac.co.uk, or use the unsubscribe link in any of our communications, and we will remove you from our database with immediate effect.

 

Outbound telephone marketing:

  • Data categories may include your telephone number, prefix, name, organisation, and job title.

  • The source of the account data is you or your employer. We may also collect information from carefully selected third parties, in order to send you marketing communications on the basis of legitimate interest (in compliance with GDPR and PECR legislation on digital and telephone B2B marketing).

  • This data may be processed for the purposes of calling you with information about relevant marketing notifications.

  • The legal basis for this processing is consent OR legitimate interest, based on: the relevance of our services to your organisation and job role (purpose test), use of telephone number to contact you about our services (necessity test), and your position as a business person with decision making and budgetary responsibilities, in combination with PECR guidance on marketing communications (balancing test). Also in accordance with the PECR and the GDPR, if you wish to opt out of communications from us please get in touch with us at admin@linac.co.uk, and we will remove you from our database with immediate effect.

 

Conducting market research surveys:

  • Data categories may include your email address, telephone number, prefix, name, organisation, and job title.

  • The source of the account data is you or your employer.

  • This data may be processed for the purposes of contacting you to ask for feedback about our services rendered to you, in order that we might improve our services.

  • The legal basis for this processing is legitimate interest, based on: the relevance of our services to your organisation and the currency of your custom (purpose test), use of email or telephone number to contact you for feedback (necessity test), and your position as a business person with decision making and budgetary responsibilities, in combination with PECR guidance on marketing communications (balancing test).

​​

​Other ways in which we may process personal data:

 

We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

 

We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

 

In addition to the specific purposes for which we may process your personal data set out in this Section, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.  

 

 

When may we disclose your personal information?
We may disclose personal information to people like:

a. subcontractors and service providers who assist us in connection with the ways we may use personal information (as set out above).

b. our professional sub-contractors who perform the delivery of some of our services (learning trainers, facilitators and coaches, system developers etc).

c. regulators and government authorities in connection with our compliance procedures and obligations.

d. a purchaser or prospective purchaser of all or part of our assets or our business, and their professional advisers, in connection with the purchase.

e. other people where we are authorised or required by law to do so.

 

 

How we use service providers where data is stored outside of the EU

We use a network of global full time and sub-contractors and service providers in order to ensure that we maintain the best possible service standards. Some of the sub-contractors and service providers to whom we may disclose your personal information, like service providers who provide us with support, are based outside of the United Kingdom and the EU (in places like the Middle East, Asia and the US). In order to protect your information, we take great to work with sub-contractors and service providers who we believe maintain an acceptable standard of data security compliance. Please see the links below for documentation about the service providers we use and their data security compliance.

 

 

 

How do we keep your data safe?
We store personal information on secure servers that are managed by us through our professional third-party service provider in the United Kingdom. All data is stored securely in the cloud and no local hard copies are ever made. Personal information that we store is subject to security and access controls, including username and password authentication and data encryption where appropriate.

 

We review our security measures on an annual basis to ensure that we continue to maintain the highest appropriate levels of data security.

 

 

The length of time we keep data

Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

 

The retention period for customer data is as follows:

 

  1. Existing customers: data will be retained where there is an ongoing contract in place for the provision of services

  2. Prospect cusomers: data will be retained for up to two years since it was last actively processed, namely: two years from when the individual’s data was added to our database, or two years from when the individual took a positive action in respect of our use of their data. No data will be kept in our prospect database without a lawful basis for processing.

  3. Notwithstanding the other provisions of this Section, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. For example, customer financial records will be anonymised and retained for up to seven years for financial reporting purposes.

 

Deleting personal data.

Linac Limited will exercise data cleansing on a biannual basis to ensure that databases remain compliant.

 

The data champion will be responsible for ensuring all unnecessary data is permanently deleted with no backup copies available during this time.

 

 

What are your data rights?
In this Section, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights. Your principal rights under data protection law are:

 

You may exercise any of your rights in relation to your personal data by written notice to us OR by contacting us at admin@linac.co.uk.  

 

  • The right to access:
    You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee. You can request a copy of the personal data we store about you by contacting us at admin@linac.co.uk.

 

  • The right to rectification:
    You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

 

  • The right to erasure:
    In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

 

  • The right to restrict processing:
    In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
     

  • The right to object to processing:
    You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

    You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.

    You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

 

  • The right to data portability:
    To the extent that the legal basis for our processing of your personal data is: consent; or that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

 

  • The right to lodge a complaint with a supervisory body:
    If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

 

  • The right to withdraw consent:
    To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

    If we send e-mails with commercial content we will generally include an “unsubscribe” facility that you can use to opt-out of further communications – to optout, just follow the instructions in the e-mail. We might not include an opt-out facility in important operational and service-based e-mails concerning things like your services that you are receiving, the user terms, important updates and need-to-know messages. By using our Sites you agree that we do not need to include opt-out facilities in those types of messages and communications.    

    You also have choices about cookies, as described below. By modifying your browser preferences, you have the choice to accept all cookies, to be notified when a cookie is set, or to reject all cookies. If you choose to reject cookies some parts of our Sites may not work properly in your case. 

 

 

If you have any concerns about how we have been managing your personal information, or if you think we have not been complying with General Data Protection Regulation (GDPR) (EU) 2016/679, you can make a complaint in writing to our privacy champion. We will consider your complaint and contact you to resolve the matter.

 

 

Cookies and web analytics
For more information about how we use cookies, web beacons and similar technologies see our cookie policy. 

 

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

  1. (Chrome);

  2. (Firefox);

  3. (Opera);

  4. (Internet Explorer);

  5. (Safari); and

  6. (Edge).

  7. Blocking all cookies will have a negative impact upon the usability of many websites.

  8. If you block cookies, you will not be able to use all the features on our website.

 

Generally speaking, when you visit our Sites, there’s certain information that’s recorded which is generally anonymous information and may not reveal your true personal identity. If you are a member and logged into one of the Sites some of this account member information could be associated with your account. We are talking about the following kinds of details:

  1. your IP or proxy server IP.

  2. basic domain information.

  3. geographical location.

  4. browser type.

  5. your Internet service provider is sometimes captured depending on the configuration of your ISP connection.

  6. the date and time of your visit to the website.

  7. the length of your session. h. the pages which you have accessed.

  8. the number of times you access our site within any month/period.

  9. the size of file you look at.

  10. the website which referred you to our Sites.

  11. the operating system which your computer uses.


The source of usage data is Google Analytics our preferred tracking system. This usage data may be processed for the purposes of analysing the use of our websites and services. The legal basis for this processing is consent OR our legitimate interests, namely monitoring and improving our website and services.

 

We do not use third party advertising companies to serve ads based on prior visits to some Sites.  

 


Cookies used by our service providers
Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

 

We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google's privacy policy is available at: https://policies.google.com/privacy?hl=en-US 

 

We do not use Google AdSense interest-based advertisements on our website.

 


Information about children
Our Sites are not applicable for children under the age of 16 years, so if you are under 16 we ask that you do not use our Sites or give us your personal information. If you are under 16 please direct your enquiry to the nearest responsible adult to use the Sites for you. It is the responsibility of parents or guardians to monitor their children’s use of our Sites.

 


Information you make public or give to others
If you make your personal information available to other people, we cannot control or accept responsibility for the way they will use or manage that information. There are lots of ways that you may find yourself providing information to other people, for example, when you post a public message on a forum thread, share information via social media. Before making your information publicly available or giving your information to anyone else, think carefully. If giving information to another person, ask them how they will handle your information. If you’re sharing information via another website, check the privacy policy for that site to understand its information management practices as this privacy policy will not apply.

 


When we need to update this policy
We may need to change this policy from time to time in order to make sure it stays up to date with the latest legal requirements and any changes to our privacy management practices. When we do amend the policy, the changes will be effective straightaway. We will usually publish information about changes to be made to this policy on our Sites – but please be aware that it is your responsibility to check in and make sure you keep up to date with any changes to this policy.

 
 
 
 
 
 
 
 
 
 
 
 
 
 

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