Privacy & Cookie Policy

About:

At Service Box, we are committed to protecting the privacy and personal data of our website visitors and our customers. This policy sets out how we look after your personal data and tell you about your privacy rights and how the law protects you. Throughout the policy, we refer to your personal information as your data.

If you have any questions about this privacy policy or our treatment of your personal data, please contact us:

• by email at: support@service-box.co.uk
• by post to: First Floor, Sheridan House,112-116 Western Road, Hove, East Sussex, BN3 1DD
• by telephone on:0800 802 1892

Our data protection registration number is: ZA247247.

We keep our policies under regular review and so may update this policy from time-to-time by posting a new version on our website. You should check this page periodically to ensure you are happy with any changes. It is also important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

What personal data do we collect:

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes your first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, gender and other similar information.
• Contact Data includes your billing address, home address, previous addresses, email address, telephone numbers and other similar information.
• Financial Data includes your bank account details, payment card details, history of transactions, credit checks and other similar information.
• Transaction Data includes details about transactions carried out between you and us and payments to and from you and other similar information.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, other technology on the devices you use to access this website, and other similar information.
• Usage Data includes information about how you use our website and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

How we collect your personal data collected:

We use different methods to collect data from and about you including through:

• Direct interactions: You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: apply for our products or services; create an account on our website; subscribe to our service or publications; request marketing to be sent to you; or give us feedback or contact us.
• Automated technologies or interactions: As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.
• Third parties or publicly available sources: We may receive personal data about you from various third parties and public sources as follows:
  • Technical Data from the following parties: analytics providers such as Google based outside the UK; advertising networks; and search information providers.
  • Contact, Financial and Transaction Data from providers of technical, payment and delivery services based inside or outside the UK.
  • Identity and Contact Data from data brokers or aggregators.
  • Identity and Contact Data from publicly available sources.

How we use your personal data:

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you and to enable us to provide you with the products and services which you have requested.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. This means that we process your personal data for purposes such as: for the provision of our services and ancillary services; for due diligence processes; to onboard new business relationships; to manage our relationship with you efficiently; to allow us to effectively and efficiently manage and administer the operation of our business, including the management of our properties and offices; for the prevention of fraud; and for managing risks to which our business is exposed.
• Where we need to comply with a legal or regulatory obligation.

More specifically, we may process your personal data in the following situations (please note that not all process will be relevant to you and your relationship with us and some of these purposes may overlap):

• Provision of services to you: To enable us to provide products and services you have requested; to provide you with any information relating to such products or services; and to respond to any comments you may send us.
• Relationship management: To enable us to efficiently manage our relationship with you or your business; to keep our records up to date; to maintain records of services provided and our interactions with you; and to respond to any complaints we may receive from you and to seek to resolve these.
• Manage service provider relationships: To enable us to manage how we work with other companies that provide services to us and to you under your contract with us.
• Product development: To assist in the development of new products and services.
• Research: To conduct market, client or product research; and to engage with you for the purpose of obtaining your views on our services, products and events.
• Business and financial management: To run our business in an efficient and proper manner, including managing our financial position, business capability, planning, communications, corporate governance (such as company registers and other company secretarial functions), audit, insurance, sales, event organisation and vendor management; to enable third parties to provide us (or our clients or prospective clients) with services; to respond to client due diligence requests; to investigate and respond to client complaints; and to manage the performance and security of our equipment, IT systems and electronic platforms, including administering access rights.
• Legal, regulatory and compliance: To operate effectively our legal, regulatory and compliance processes.
• Investigations: To detect, investigate and prevent breaches of legal obligations or internal and regulatory policies; and to detect, investigate and prevent the commission of criminal offences, in each case in accordance with applicable law and regulation.
• Fraud prevention: To detect, prevent and investigate fraud or potential fraudulent activity.
• Legal proceedings: To establish, exercise or defend our legal rights.
• Marketing: To provide you with information concerning features, services, products, offers and related information.
• Operation of this website and IT operations: To operate and support this website; to process your registration on this website; to communicate and interact with you via this website; to manage our IT systems and operations; and to operate our IT security and audits.
• Security: To provide for physical security of our premises, staff, tenants of or visitors to those premises (including records of visits to our premises and CCTV recordings) and electronic security (including login records and access details, where you access our electronic systems).

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Marketing and opting out:

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing. We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

You can ask us or third parties to stop sending you marketing messages at any time by contacting us at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of service purchase, experience or other transactions.

Who we share data with:

We share your personal data with our staff for the business purposes described above, such as providing services to you and operating this website. In addition, we may share your personal data with the third parties set out below for the purposes set out above:

• Governmental, legal, regulatory, tax or similar authorities, ombudsmen, central and/or local government agencies; and/or law enforcement officials (if mandated by law and regulation or if required for the protection of our legitimate interests).
• Anti-fraud services in relation to data on known or suspected fraudulent activity;
• Third party service providers (for example, providers of website hosting and maintenance, providers of our CRM infrastructure and the outsourced print-house which manages our printing) who process personal data on behalf of Service Box.
• Third parties to whom you request us to send your personal data.
• Third party processors (such as payment services providers and banks).
• Our professional advisers (such as our auditors, accountants, financial advisers and lawyers).
• Any relevant party, claimant, law enforcement agency or court, to the extent necessary for the establishment, exercise or defence of legal rights in accordance with applicable law and regulation.
• Any relevant party for the purposes of prevention, investigation, detection or prosecution of criminal offences or the execution of criminal penalties, including safeguarding against and the prevention of threats to public security in accordance with applicable law and regulation.
• Any relevant third party acquirer(s), in the event that we sell or transfer all or any relevant portion of our business or assets (including in the event of a reorganisation, dissolution or liquidation).

We do not sell your data to third parties in any circumstances. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. 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. If you request for us to stop processing your data, we will also communicate this to the relevant third parties if they are processing this on our behalf.

While we do not specifically transfer your data to countries outside of the UK or the European Union, some of our external third parties may have operations based outside the UK or the European Union so their processing of your personal data will involve a transfer of data outside those jurisdictions. Whenever your personal data may be transferred out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented and we ensure that there are appropriate security measures in place, including data encryption and restricted access to your data:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
• Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

If you have any questions, please feel free to contact us for further information.

How long we retain and use your personal data:

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

In some circumstances you can ask us to delete your data: see below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

We take reasonable technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data. We will store all the personal information you provide on our secure servers that are subject to strict security requirements.

Your legal rights:

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:

• Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
• If you want us to establish the data's accuracy.
• Where our use of the data is unlawful but you do not want us to erase it.
• Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
• You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Contact details:

If you have any questions about this privacy policy or our privacy practices, please contact us:

• by email at: support@service-box.co.uk
• by post to: First Floor, Sheridan House,112-116 Western Road, Hove, East Sussex, BN3 1DD
• by telephone on: 0800 802 1892

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. You can contact the ICO through their website: https://ico.org.uk or by telephone: 0303 123 1113.

Cookies:

Our website uses cookies to distinguish you from other users of our website. A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive. Cookies helps us to provide you with a good experience when you browse our website and allows us to improve our site. Some of the cookies we use are essential for the site to operate. They enable us to:

• estimate our audience size and usage pattern;
• store information about your preferences, and to allow us to customise our site according to your individual interests;
• speed up your searches; and
• recognise you when you return to our site.

We may use the following cookies from time to time:

• Strictly necessary cookies: These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website.
• Analytical or performance cookies: These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example by ensuring that users are finding what they are looking for easily.
• Functionality cookies: These are used to recognise you when you return to our website. This enables us to personalise our content for you and remember your preferences regarding certain areas of the website.
• Targeting cookies: These cookies record your visit to our website, the pages you have visited and the links you have followed.
• Flash cookies: Our website may from time to time use the Adobe Flash Player to deliver audio and video content. The Flash Player uses a Flash Cookie (or Local Shared Object as it is technically known) to provide functionality features such as saving video playback preferences.

You can block cookies by activating the option on your browser that allows you to refuse the setting of all or some cookies. Advice on blocking cookies on a variety of popular browsers can be found online and you may be able to consult the ‘help’ section of your browser for instructions on how to block cookies. Please note that if you use your browser settings to block all cookies (including essential cookies) you may not be able to access parts of our website. Moreover, disabling Flash cookies may result in you being unable to play content through our media players.