At Retra we respect the privacy of visitors to our website (www.retra.co.uk). This policy is concerned with how we collect information, what we do with it and what controls you have over your personal information.
Retra is the UK’s leading trade association for independent electrical retailers and servicing organisations. We also represent our members' views and interests at a national level, maintaining dialogue with manufacturers, Government and other key organisations in supporting our member’s needs.
We take our duty to process your personal information very seriously. This policy explains how we collect, manage, use and protect your personal information.
We may change this document from time to time to reflect the latest view of what we do with your information. Please check back frequently; you will be able to see if changes have been made by the date it was last updated.
Refer to the sections below for more details on how and why we use your personal information:
- Who are we?
- What personal information we collect and how we use it
- Legitimate interests
- Sharing your information
- Retaining your information
- Your details on the web
- What are your rights?
- How to contact us
Who are we?
Retra is a company Limited by guarantee and registered in England and Wales. Registered Company Number: 374327.
What personal information we collect and how we use it
What we need
Retra is what’s known as the ‘controller’ of the personal information you provide to us. We will usually collect basic personal information about you; for example your name, company name, postal address, telephone number, email address and your payment details to process and manage your membership.
We will be very clear with you that we wish to collect such information, our reason for collecting such information, and we would only do so with your consent.
Why we need it
We collect your personal information in connection with processing and managing your membership. This includes contacting you regarding specific activities, such as renewal of your membership , sending you newsletters and magazines as part of your membership benefits.
The information is either needed to fulfil your request or to enable us to provide you with a more personalised service. You don’t have to disclose any of this information to browse our site. However, if you choose to withhold requested information, we may not be able to provide you with certain services.
Sometimes, with your consent, we will process your personal information to provide you with information about our work or our activities that you have requested or are expecting.
On other occasions, we may process personal information when we need to do this to fulfil a contract (for example, if you are attending one of our events) or where we are required to do this by law or other regulations.
Retra also processes your information when it is in our legitimate interests to do this and when these interests do not override your rights. Those legitimate interests include providing you with membership benefits and information on meetings or events near you. Please see the section on ‘Legitimate Interest’ for more information.
How we obtain your details
We will also hold information about you so that we can respect your preferences for being contacted by us.
We collect your personal information in a number of ways:
When you provide it to us directly.
When you provide permission to other organisations to share it with us e.g. to confirm your membership when seeking the member discounts negotiated by Retra.
When you provide permission to other organisations to share it with us e.g. Twitter, Facebook.
All the personal information we process is processed within the EEA. However for the purposes of IT hosting and maintenance your information may be situated outside of the European Economic Area (EEA). This will be done in accordance with guidance issued by the Information Commissioner’s Office.
If you would like to change the way you hear from us or no longer wish to receive our monthly newsletter ‘Bytes’ or bi-monthly magazine ‘Alert’ then call us or use the contact form on our ‘Contact Us’ page.
We have a number of lawful reasons that mean we can use your personal information. One of these is something called ‘legitimate interests’. Broadly speaking Legitimate Interests means we can process your personal information if:
We have a genuine and legitimate reason, and we are not harming any of your rights and interests.
We use this lawful reason primarily to manage your membership and provide you with benefits.
Sharing your information
We do not share your information with any other organisations or individuals unless we are obliged to by law, for purposes of national security, taxation and criminal investigations and in the following instances:
· If you have agreed that we may do so.
· When we use other companies to provide services on our behalf, e.g. processing, mailing or delivering orders, sending mail and emails, customer analysis, assessment, when using auditors/advisors or processing credit/debit card payments.
· To our subsidiaries (i.e. the companies owned by the Retra).
· If we merge with another organisation to form a new entity, information may be transferred to the new entity.
· We may disclose aggregate statistics about our site visitors, supporters, customers and sales to describe our services and operations to prospective partners, advertisers and other reputable third parties and for other lawful purposes, but these statistics won’t include any personally identifying information.
· If we run an event in partnership with other named organisations your details may need to be shared. We will be very clear what will happen to your data when you register.
And, we will never sell or rent your personal information to other organisations.
Retaining your information
We hold your information only as long as necessary for each reason that we use it. We have provided some examples of the time we will keep your information in this paragraph but you can contact us for more information.
If decide not to be a member of Retra anymore or request that we have no further contact with you, we will keep some basic information in order to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information.
If you make a purchase from us, we will keep the purchase information for a period of seven years for accounting purposes.
This policy explains what cookies are, how Retra uses them on our websites and what you can do to manage how they are used.
Cookies and how they benefit you
Our cookies help us:
· Make our website work as you’d expect.
· Remember your settings during and between visits.
· Improve the speed/security of the site.
· Allow you to share pages with social networks like Facebook.
· Continuously improve our website for you.
How long do cookies last?
When a web server sends a cookie, it asks your browser to keep that particular cookie until a certain date and time. These dates can be:
· Some date in the future – which might be a few minutes or a few hours from now (to track something like your shopping cart in an online store). The cookie might expire many years in the future, to keep track of your browser for a long time.
· When you close your browser – this is called a session cookie, the next time you start your browser these will have vanished.
· Some date in the past – this is how the server asks a browser to remove a previously-stored cookie.
Anonymous visitor statistics cookies
Advertising or targeting cookies
These types of cookies are used to deliver adverts which will be more relevant to you and your interests. They are also used to limit the number of times you see an advertisement and to help measure the effectiveness of the advertising campaign. They are normally placed by advertising networks with the organisation’s permission. They remember that you have visited a website and this information is shared with other organisations such as advertisers. Targeting or advertising cookies will often be linked to site functionality provided by the other organisation.
We use ‘Advertising’ cookies on our website to:
Link to social networks, like Facebook, who may use information to provide targeted advertising to you on other websites.
Social website cookies
So you can easily ‘Like’ or ‘Share’ our content on social network sites, we have sharing buttons on our site at the bottom of each page.
The privacy implications on this will vary from social network to social network and will be dependent on the privacy settings you have chosen on these networks.
Turning cookies off
You can usually switch cookies off by adjusting your browser settings to stop it from accepting cookies. Doing so, however, will likely limit the functionality of ours and a large proportion of the world’s websites as cookies are a standard part of most modern websites.
What are your rights?
You have a number of rights about how the personal information you provide can be used. These are:
· Transparency over how we use your personal information (right to be informed).
· The ability to request a copy of the information we hold about you, which will be provided to you within one month (right of access).
· Update or amend the information we hold about you if it is wrong (right of rectification).
· Ask us to stop using your information (right to restrict processing).
· Ask us to remove your personal information from our records (right to be ‘forgotten’)
· Object to the processing of your information for marketing purposes (right to object).
· Obtain and reuse your personal information for your own purposes (right to data portability).
· Not be subject to a decision when it is based on automated processing (automated decision making and profiling).
If you would like to know more about your rights under the data protection law, you can find out more at the Information Commissioners Office website.
Remember, you can change the way you hear from us or withdraw your permission for us to processing your personal information at any time by using the form on our ‘Contact Us’ page.
How to contact us
If you wish to raise a complaint on how we have handled your personal information, you can contact our Chief Executive who will investigate the matter. If you are not satisfied with our response or believe we are not processing your personal information in accordance with the law you can complain to the Information Commissioner’s Office (ICO).
If you wish to talk to us about anything in the policy or the information we hold about you please contact us:
By telephone: +44 (0) 1234 269110
By email: firstname.lastname@example.org
By post: Retra House, St John’s Terrace, 1 Ampthill Street, Bedford, MK42 9EY
This document was last updated: 24 May 2018