PRIVACY NOTICE – currently under review

WHAT IS PRIVACY INFORMATION?

Information for you about why and how your personal data is processed by RMGirl.

BACKGROUND INFORMATION:

When we say RMGirl, we mean Records Management Girl Ltd

We are registered as a data controller with the Information Commissioners Office and our registration reference is: ZA129250.

Our only business is to provide training, consultancy and bought items in the world of information. We don’t trade, swap, share or make money from personal data. This includes that we do not share information outside of RMGirl staff and any contractors who assist us complete an NDA. Data protection law gives you rights, and we want to make sure we’re doing right by you. If you have any questions, concerns or requests about your data, please do get in touch with us: emily@rmgirl.co.uk

The sections below describe how your personal data is processed according to the relationship between you and RMGirl and how personal data is processed by us. If you think there is any info missing, unclear or incorrect then please so we can fix it.

PRIVACY NOTICE – TRACKERS

We also use some third-party services to enhance the functions of the site, which result in trackers being active. These don’t set cookies but they do send reporting data to the third party when you land on the page. You can block tracking of your online activity by using a tool such as PrivacyBadger, uBlockOrigin or Ghostery.

Data goes to:

  • If you accept on the cookie notice then your visit will be tracked by Matomo.  If you do not accept, your visit will not be tracked.

PERSONAL DATA USE

We will process your personal data to:

1. Keep the site secure and problem-free

How:
Our web hosting provider keeps logs of connections to this site so that we can detect and prevent malicious activity. The logs contain your IP address (which can reveal your geographical location), the date and time of your connection, the pages you’ve visited in what order and for how long, and the browser you’re using (which can reveal the device you’re using as well). We make no use of this data on an individual level unless the traffic looks like an attack, in which case we will block the connection.

Site traffic logs are kept for 3 months then deleted. If we’re investigating suspicious activity then we’ll keep the traffic logs for the time period until the investigation is over.

Why:
It’s in our interest – and yours – that our site is secure and working properly, so this processing of personal data is done on the basis of legitimate interests. We’ve done an assessment of this interest and how we balance that with your rights and freedoms. You can ask us for a copy of this assessment.

You have the right to object to this processing, in which case we will review the assessment and consider whether the security and performance of the website would be at risk if we stopped processing your data in this way.

2. Understand how the website is used

We only use the data that is sent to us in order to answer your questions, queries, provide you with a newsletter or provide an item you have bought in the shop. Please see other sections within this notice. The website is only used as a tool for contacting us via the internet.

WHY DID WE GET IN TOUCH?

If you’ve been contacted by RMGirl then it is likely to be a response to a question you’ve asked or to update on a current project that RMGirl is involved with.

If you have any concerns about this processing, please don’t hesitate to contact us at emily@rmgirl.co.uk

If you are a website visitor

This web server for this website and any data gathered and stored via the website is stored in United Kingdom via 34SP.com

RMGirl does not use google analytics for this website, RMGirl uses Matomo for website analytics. This is a website analytics company of which privacy by design is used at the forefront of everything it does meaning you cannot be identified from the data collected.

The only data gathered automatically by visiting this website is if you leave a comment on a blog post, then a cookie may be stored to ‘remember’ your details for the next time you post (should you choose the “remember me” option). Otherwise, no personal data is automatically gathered as you cannot register to be a member of this site.

If you are part of the Tribe Newsletter Mailing List

We have a mailing list which is powered by Mail Jet.  You can find their privacy notice here.  By signing up to the mailing list, then you can expect that you will receive a maximum of 1 per month email newsletters containing information about services,  blogs or things that may be of interest.

If you sign up to the mailing list via the Infinity Sticker web form then this is the same process, if you do not tick the box, you will not be added to our mailing list.

If you are a client of Records Management Girl

We may use your logo for our Logo Carousel on our front web page, but this will not be displayed without your explicit consent.

If you have attended a webinar

 

If you have bought something from the RMGirl shop

We use an add on called Woo Commerce

If you have won a competition

We mostly arrange all of our competitions for the prize to be delivered to RMGirl HQ but if it’s easier to input your details online, we will seek your consent to do so first.

If you have requested an Infinity Sticker

If you provide your land mail address for the Infinity Sticker, this will only be used to send you an Infinity Sticker and will be deleted once your sticker has been mailed out.

If you contact Records Management Girl via Email

If you do contact RMGirl Consulting, you will not be added to any mailing lists unless you actively consent to do so via the subscribe function.

Data Use and Storage Location

Your data will not be reused for any purpose other than the need to deal with your enquiry or action any enquiries or bookings that you make.

Your data will not be passed to any other data controllers or individuals, and it will not be retained after any work is completed and any invoices are paid unless you consent to do so, or RMGirl Consulting has a legal obligation to retain the data. This is likely to involve your name to be retained for seven years for tax purposes, if your name features on any invoices or purchase orders. Emails and other correspondence are purged after one year.

Any business data is stored in the UK and is back up by Apple iCloud.

The laptops used

Your rights

  • a right of access to your data
  • a right to rectify any personal data held by RMGirl Consulting
  • a right to erase any personal data that RMGirl Consulting no longer has a legitimate purpose to process
  • a right of access to a machine-readable version of your data, as long as you have provided it or RMGirl Consulting has observed it via your use of a service. This is legally only applicable to data provided with your consent or under a contract, but we will endeavour to give you a portable version of any of your data should time and technology allow.
  • a right to stop RMGirl Consulting processing any of your data that it does not have a legal or contractual obligation to process
  • a right to prevent any wholly automated decisions involving your data – but rest assured, RMGirl Consulting does not use wholly automated decision-making techniques

To exercise any of these rights, please contact emily@rmgirl.co.uk.

Data Protection Officer

RMGirl does do not meet the GDPR requirement to appoint a Data Protection Officer but any requests will be dealt with by someone who has extensive data protection experience and is not Emily to ensure any conflict of interest is reduced.

Complaints

If you have any concerns about RMGirl Consulting handling of your personal data, contact the Information Commissioner. See their website: www.ico.org.uk