Privacy Policy

ARC X-Media Ltd and its trading styles of "Retain.me", "ReMarket.me" and "SmartReturns.co.uk", collectively: "ARC X-Media" respect your privacy and are committed to protecting your personal data. This privacy notice informs you how we look after your personal data when you visit our websites and tells you about your privacy rights and how the law protects you. By using the site, you are accepting the practices described in this privacy policy.

PURPOSE OF THIS PRIVACY NOTICE

This privacy notice aims to give you information on how ARC X-Media collects and processes your personal data through your use of this website, including any data you may provide through this website.

This privacy notice supplements the Term and Conditions and is not intended to override them.

CONTROLLER OR PROCESSOR

With respect to information collected from this website, ARC X-Media is the data controller and responsible for this website.

ARC X-Media also processes data on behalf of its customers and in accordance with their instructions. ARC X-Media is a data processor with respect to third-party data provided to it by its customers. Where ARC X-Media is the data processor, you should make any requests for information or to exercise your rights directly to the data controller.

HOW TO CONTACT US

We have appointed a Data Protection Officer who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the Data Protection Officer using the details set out below.

Data Protection Officer, ARC X-Media Ltd, Rockingham Motor Speedway, Corby, NN17 5AF or via email to help@retain.me with the subject Attn: DPO

Please contact us in the first instance if you have any questions, queires or complaints. You have the right to make a complaint at any time to the relevant supervisory authority for data protection issues. In the UK, this is the Information Commissioner's Office, www.ico.org.uk.

CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES

We keep our Privacy Policy up-to-date. It was last amended in May 2018 and is subject to regular review. Any updates will be published at this URL.

It is important that the personal data we hold about you is accurate and current. It is your responsibility to keep us informed if your personal data changes.

THIRD-PARTY LINKS

This website includes links to third-party websites and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

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 first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
  • Contact Data includes billing address, delivery address, email address and telephone numbers.
  • Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
  • 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 and other technology on the devices you use to access this website.
  • Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
  • Usage Data includes information about how you use our website, products and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

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

Direct interactions. You may give us your Identity, Contact, Profile and Marketing 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;
  • register for an event; or
  • give us some feedback.

As a Data Processor, we may receive data from third parties or publicly available sources as set out below:

  • analytics providers such as Google which may be based inside or outside the EEA;
  • advertising networks which may be based inside or outside the EEA; and
  • personalisation engines which may be based inside or outside the EEA.

LAWFUL BASIS FOR THE USE OF YOUR DATA

We will only use your personal data in accordance with applicable laws. There are a number of lawful bases for processing personal data. 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. This means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
  • 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 the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
  • Where we need to comply with a legal or regulatory obligation. This means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

MARKETING

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have:

  • requested information from us;
  • purchased products or services from us;
  • provided us with your details when you attended an event, conference, trade show;
  • provided us with your details when you registered for an event, competition, or promotion; provided us with your details for any other reason;

and, in each case, you have not opted out of receiving that marketing.

OPTING OUT

You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at help@retain.me with the subject of ‘opt-out' at any time.

We may have to share your personal data with the some external third parties

External Third Parties:

  • Service providers, acting as processors, who may be based within or outside the EEA, who provide IT, software-as-a-service (SaaS), system administration and other services which support the functions of our business.
  • Professional advisers, acting as processors or joint controllers, including lawyers, bankers, auditors and insurers based in who may be based within or outside the EEA, who provide consultancy, banking, legal, insurance, accounting and similar professional services.
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
  • Tax authorities, regulators, public bodies or other parties, acting as joint controllers or processors, based in countries where ARC X-Media carries on business operations and where disclosure is required in accordance with applicable law.

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.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, altered, disclosed or used in an unauthorised way. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions (where we are the data controller) or on the data controller's instructions (where we are the data processor) and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

As a Data Processor, we determine the appropriate retention period for personal data, according to its purpose, nature and sensitivity. Details of the retention periods for different categories of personal data are set out in our Data Retention Policy.

In some circumstances, you can ask us to delete your data. See Your Legal Rights below for further information.

In some circumstances, we may 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.

Where we are the data controller, and under certain circumstances, you have rights in relation to your personal data. For a full description of your legal rights, please visit this link: https://ico.org.uk/for-the-public/personal-information/

If you wish to exercise any of the rights set out on the ICO website, please contact us. Where we are a data processor, you should make your request directly to the data controller.

FEES & PROCESS

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 may 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. We try to respond to all legitimate requests (where we are the data controller) within one week. Occasionally it may take us longer, in this case, we will notify you and keep you updated.