The College of Scent Dogs. Privacy policy

This section summarises how we obtain, store and use information about you. It is intended to provide a very general overview only. It is not complete in and of itself and it must be read in conjunction with the corresponding full sections of this Privacy Policy.

How we collect or obtain information about you: when you provide it to us (e.g. by contacting us placing an order on our website and by signing up to your e-newsletter), from your use of our website, using cookies, and occasionally, from third parties.

From your use of our website, using cookies, and occasionally, from third parties.

Information we collect: name, contact details, IP address, information from cookies, information about your computer or device (e.g. device and browser type), information about how you use our website (e.g. which pages you have viewed, the time when you view them and what you clicked on, the geographical location from which you accessed our website (based on your IP address), company name or business name (if applicable), VAT number (if applicable),

How we use your information: for administrative and business purposes (particularly to contact you and process orders you place on our website), to improve our business and website, to fulfil our contractual obligations, to advertise our goods and services, to analyse your use of our website, and in connection with our legal rights and obligations

Disclosure of your information to third parties: only to the extent necessary to run our business, to our service providers, to fulfil any contracts we enter into with you, where required by law or to enforce our legal rights.

Do we sell your information to third parties (other than in the course of a business sale or purchase or similar event): No

How long we retain your information: for no longer than necessary, taking into account any legal obligations we have (e.g. to maintain records for tax purposes), any other legal basis we have for using your information (e.g. your consent, performance of a contract with you or our legitimate interests as a business). For specific retention periods in relation to certain information which we collect from you, please see the main section below entitled How long we retain your information.

How we secure your information: using appropriate technical and organisational measures such as [storing your information on secure servers,] [encrypting transfers of data to or from our servers using Secure Sockets Layer (SSL) technology, encrypting payments you make on or via our website using Secure Sockets Layer (SSL) technology.

Use of cookies: we use cookies and similar information-gathering technologies such as web beacons on our website including essential, functional, analytical and targeting cookies. For more information, please visit our cookies policy.

Transfers of your information outside the European Economic Area: we will only transfer your information outside the European Economic Area if we are required to do so by law

Use of automated decision making and profiling: we use profiling in relation to your website e.g. use of web analytics, cookies, web beacons or server logs analysis tools (profiling) or use targeting cookies to display advertisements to your people who visit your website on other websites around the internet (e.g. using the Google AdSense network) (automated decision making).

Your rights in relation to your information

To access your information and to receive information about its use

To have your information corrected and/or completed

To have your information deleted

To restrict the use of your information

To receive your information in a portable format

To object to the use of your information

To withdraw your consent to the use of your information

Not to have significant decisions made about you based solely on automated processing of your information, including profiling

To complain to a supervisory authority

Sensitive personal information: we do not (knowingly or intentionally) collect what is commonly referred to as ‘sensitive personal information’. Please do not submit sensitive personal information about you to us.

The data controller in respect of our website is The College of Scent Dogs Ltd. You can contact the data controller by writing to us at our registered address or by sending an email to info@ukcsd.com

We use a third party server to host our website Our third party email provider is located in the United Kingdom. Our website server automatically logs the IP address you use to access our website as well as other information about your visit such as; the pages accessed, information requested, the date and time of the request, the source of your access to our website.e.g. the website or URL which referred you to our website, your browser version and operating system and device used, i.e. a smart phone.

Use of website server log information for IT security purposes

We and our third party hosting provider collect and store server logs to ensure network and IT security and so that the server and website remain un-compromised. This includes analysing log files to help identify and prevent unauthorised access to our network, the distribution of malicious code, denial of services attacks and other cyber-attacks, by detecting unusual or suspicious activity.

Unless we are investigating suspicious or potential criminal activity, We do not make, nor do we allow our hosting provider to make, any attempt to identify you from the information collected via server logs

Legal basis for processing: compliance with a legal obligation to which we are subject Article 6(1)(c) of the General Data Protection Regulation.

Legal obligation: we have a legal obligation to implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk of our processing of information about individuals. Recording access to our website using server log files is such a measure.

Legal basis for processing: our and a third party’s legitimate interests Article 6(1)(f) of the General Data Protection Regulation.

Legitimate interests: we and our third party hosting provider have a legitimate interest in using your information for the purposes of ensuring network and information security.

Use of website server log information to analyse website use and improve our website

We use the information collected by our website server logs to analyse how our website users interact with our website and its features. For example, we analyse the number of visits and unique visitors we receive, the time and date of the visit, the location of the visit and the operating system and browser used and device used, i.e. iPhone.

We use the information gathered from the analysis of this information to improve our website. For example, we use the information gathered to change the information, content and structure of our website and individual pages based according to what users are engaging most with and the duration of time spent on particular pages on our website.

Legal basis for processing: our legitimate interests Article 6(1)(f) of the General Data Protection Regulation.

Legitimate interest: improving our website for our website users and getting to know our website users’ preferences so our website can better meet their needs and desires.

Cookies are data files, which are sent from a website to a browser to record information about users for various purposes.

We use cookies and similar technologies on our website, including essential, functional, analytical and targeting cookies and web beacons. For further information on how we use cookies, please see our cookies policy, which is available on the link in the footer of this page.

You can reject some or all of the cookies we use on or via our website by changing your browser settings or non-essential cookies by using our cookie control tool, but doing so can impair your ability to use our website or some or all of its features. For further information about cookies, including how to change your browser settings, please visit www.allaboutcookies.org or see our cookies policy.

E-Mail:

When you send an email to the email address displayed on our website we collect your email address and any other information you provide in that email (such as your name, telephone number and the information contained in any signature block in your email).

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.

Transfer and storage of your information

We use a third party email provider to store emails you send us.

Emails you send us will be stored within the European Economic Area on our third party email provider’s servers in (United Kingdom).

For further information please see the section of this privacy policy entitled Transfers of your information outside the European Economic Area.

We send subscription email, promoting courses and discounts, you can un subscribe at any time.

Contact Us:

When you contact us using our contact form, we collect name, email, company name, and phone. We also collect any other information you provide to us when you complete the contact for, including any optional information, such as: details relating to your enquiry.

If you do not provide the mandatory information required by our contact form, you will not be able to submit the contact form and we will not receive your enquiry.

If you do not supply the optional information required by our contact form, (such as phone number). we will not be able to respond to your enquiry by phone.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).

When you contact us by phone, we collect your phone number and any information provide to us during your conversation with us.

If you contact us by post, we will collect any information you provide to us in any postal communications you send us.

When you sign up for our e-newsletter on our website or opt to receive news, offers and information about products or services from us, by entering their name and email address and clicking subscribe or ticking a box at checkout indicating that you would like to receive your e-newsletter, we collect name and email address

Legal basis for processing: your consent Article 6(1)(a) of the General Data Protection Regulation.

Consent: you give your consent to us sending you our e-newsletter by signing up to receive it using the steps described above.

When you register and create an account on our website, we collect the following information: name, email address, postal address, phone number, IP address and any other information you provide to us when you complete the registration form.

If you do not provide the mandatory information required by the registration form, you will not be able to register or create an account on our website.

Legal basis for processing: necessary to perform a contract or to take steps at your request prior to entering into a contract Article 6(1)(b) of the General Data Protection Regulation.

Reason why necessary to perform a contract: creating an account on our website is necessary to allow you to access the goods and services you have purchased from us.

Legal basis for processing: our legitimate interests Article 6(1)(f) of the General Data Protection Regulation.

Legitimate interest: registering and administering accounts on our website to facilitate the running and operation of our business.

Transfer and storage of your information:

Information you submit to us via the registration form on our website will be stored within the European Economic Area on our third party hosting provider’s servers in United Kingdom.

We use automated decision-making and profiling on our website. We do not consider that this has any legal effect on you or similarly significantly affects you.

You have the right to object to our use of automated decision-making and profiling described in this section. You can do that by opting-out of cookies and similar technologies in accordance with the method described in the relevant section below. If you do not want us to process your actual IP address when you visit our website, you can use a Virtual Private Network (VPN).

You can find out more about our use of cookies and similar technologies (including the legal basis on which we use them), and how to opt out from them in our cookies policy.

Profiling is any form of automated processing of your information to evaluate personal aspects about you, in particular to analyse or predict things like your performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.

Use of profiling for web analytics

Our web analytics service, Google Analytics uses collects information such as your location and your behaviour (based on cookies) when you access our website. We will only process information from cookies if you have consented to us setting cookies on your computer in accordance with our cookies policy. Information collected about you, once collected is anonymised and stored on an aggregate basis.

Logic involved: by automatically analysing and categorising information such as the location (based on IP address) as well as the behaviour and devices of visitors to our website (using cookies), we are able to gain a better understanding of what our website visitors want (in terms of the content of our website and our products), how to improve our website and how to advertise and market our services to them.

Significance and envisaged consequences: cookies will be used to track and store information about your behaviour and device on our website (unless you have opted out from receiving such cookies by using our cookie control tool) and your location will be analysed based on your IP address. We may target advertisements based on the level of interest we receive from certain visitors and their behaviour on our website.

Legal basis for processing: legitimate interests Article 6(1)(f) of the General Data Protection Regulation.

Legitimate interest: we have a legitimate interest in getting to know our website visitors’ preferences and improving our website’s effectiveness.

Mandatory information

When you place an order for goods or services on our website, we collect your name, email address, billing address, shipping address, company name (if applicable), VAT number (if applicable), We also collect information from you, such as information about how you heard about us

If you do not provide this information, you will not be able to purchase goods or services from us on our website or enter into a contract with us.

Legal basis for processing: necessary to perform a contract Article 6(1)(b) of the General Data Protection Regulation.

Reason why necessary to perform a contract: we need the mandatory information collected by our checkout form to establish who the contract is with and to contact you to fulfil our obligations under the contract, including sending you receipts and order confirmations.

Legal basis for processing: compliance with a legal obligation Article 6(1)(c) of the General Data Protection Regulation.

Legal obligation: we have a legal obligation to issue you with an invoice for the goods and services you purchase from us where you are VAT registered and we require the mandatory information collected by our checkout form for this purpose. We also have a legal obligation to keep accounting records, including records of transactions

Processing the payment:

After you place an order on our website you will need to make payment for the goods or services you have ordered. In order to process your payment we use third party payment processors, including PayPal, Stripe and GoCardless. Your payment will be processed by the third party payment processor you choose to process your payment, at the checkout via a secure payment gateway.

The third party payment processor you choose to process your payment collects, uses and processes your information, including payment information, in accordance with their privacy policies.

Transfer and storage of your information

Paypal is located in United States. Information relating to the processing of your payment is stored outside the UK Economic Area on our third party payment processor’s servers in The United States.

GoCardless is located in United Kingdom. Information relating to the processing of your payment is stored outside on our third party payment processor’s servers in The United Kingdom.

For further information about the safeguards used when your information is transferred outside the United Kingdom.

Legal basis for processing: necessary to perform a contract Article 6(1)(b) of the General Data Protection Regulation.

Reason why necessary to perform a contract: to fulfil your contractual obligation to pay for the goods or services you have ordered from us.

Generally, we do receive information about you from third parties. The third parties from which we receive information about you will generally include business partners.

It is also possible that third parties with whom we have had no prior contact may provide us with information about you.

Information we obtain from third parties will generally be your name and contact details, but will include any additional information about you which they provide to us.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract Article 6(1)(b) of the General Data Protection Regulation.

Reason why necessary to perform a contract: where a third party has passed on information about you to us (such as your name and email address) in order for us to provide services to you, we will process your information in order to take steps at your request to enter into a contract with you and perform a contract with you.

Legal basis for processing: consent Article 6(1)(a) of the General Data Protection Regulation.

Consent: where you have asked that a third party to share information about you with us and the purpose of sharing that information is not related to the performance of a contract or services by us to you, we will process your information on the basis of your consent, which you give by asking the third party in question to pass on your information to us.

Legal basis for processing: our legitimate interests Article 6(1)(f) of the General Data Protection Regulation.

Legitimate interests: where a third party has shared information about you with us and you have not consented to the sharing of that information, we will have a legitimate interest in processing that information in certain circumstances.

For example, we would have a legitimate interest in processing your information to perform our obligations under a sub-contract with the third party, where the third party has the main contract with you. Our legitimate interest is the performance of our obligations under our sub-contract.

Similarly, third parties may pass on information about you to us if you have infringed or potentially infringed any of our legal rights. In this case, we will have a legitimate interest in processing that information to investigate and pursue any such potential infringement.

Where we receive information about you in error:

If we receive information about you from a third party in error and/or we do not have a legal basis for processing that information, we will delete your information.

We use a number of third parties to provide us with services which are necessary to run our business or to assist us with running our business and who process your information for us on our behalf. These include the following:

PAY PAL

STRIPE (Credit Card Payment)

GoCardless (Payment Schemes)

MAILCHIMP & SQUARESPACE (Email subscriptions)

Your information will be shared with these service providers where necessary to provide you with the service you have requested, whether that is accessing our website or ordering goods and services from us.

We do not display the identities of all of our service providers publicly by name for security and competitive reasons. If you would like further information about the identities of our service providers, however, please contact us directly by email and we will provide you with such information where you have a legitimate reason for requesting it.

Legal basis for processing: legitimate interests Article 6(1)(f) of the General Data Protection Regulation.

Legitimate interest relied on: where we share your information with these third parties in a context other than where is necessary to perform a contract (or take steps at your request to do so), we will share your information with such third parties in order to allow us to run and manage our business efficiently.

Legal basis for processing: necessary to perform a contract and/or to take steps at your request prior to entering into a contract Article 6(1)(b) of the General Data Protection Regulation.

Reason why necessary to perform a contract: we may need to share information with our service providers to enable us to perform our obligations under that contract or to take the steps you have requested before we enter into a contract with you.

INFORMATION TO OTHERS

Providing information to third parties such as Google Inc,. Google collects information through our use of Google Analytics on our website. Google uses this information, including IP addresses and information from cookies, for a number of purposes, such as improving its Google Analytics service. Information is shared with Google on an aggregated and anonymised basis.

Legal basis for processing: our legitimate interests Article 6(1)(f) of the General Data Protection Regulation.

Legitimate interest(s): meeting our contractual obligations to Google under our Google Analytics Terms of Service (https://www.google.com/analytics/terms/us.html)

You can opt out of Google Analytics by installing the browser plugin here: https://tools.google.com/dlpage/gaoptout

Transfer and storage of your information

Information collected by Google Analytics is stored outside the European Economic Area on Google’s servers in the United States of America.

Sharing your information with third parties, which are either related to or associated with the running of our business, where it is necessary for us to do so. These third parties include our accountants, advisors, business partners, independent contractors, and insurers, CRM Provider. Further information on each of these third parties is set out below.

Legal basis for processing: our legitimate interests Article 6(1)(f) of the General Data Protection Regulation.

Legitimate interest: running and managing our business efficiently.

Accountants

We share information with our accountants for tax purposes. For example, we share invoices we issue and receive with our accountants for the purpose of completing tax returns and our end of year accounts.

Our accountants are our accountants are located in United Kingdom.

Advisors

Occasionally, we obtain advice from advisors, such as financial advisors, lawyers and public relations professionals. We will share your information with these third parties only where it is necessary to enable these third parties to be able to provide us with the relevant advice.

Our advisors are located in the United Kingdom

Business partners

Business partners are businesses we work with which provide goods and services which are complementary to our own or which allow us to provide goods or services which we could not provide on our own. We share information with our business partners where you have requested services which they provide whether independently from, or in connection with or own services.

Insurers

We will share your information with our insurers where it is necessary to do so, for example in relation to a claim or potential claim we receive or make or under our general disclosure obligations under our insurance contract with them.

Our insurers are located in the United Kingdom.

Legal basis for processing: necessary to perform a contract [or to take steps at your request prior to entering into a contract] Article 6(1)(b) of the General Data Protection Regulation.

Reason why necessary to perform a contract: we need to share your information with other companies in order to be able to meet our contractual obligations to you [or to take steps at your request prior to entering a contract.], for example because of the services or information, you have requested.

Server log information: we retain information on our server logs for 30 days.

Order information: when you place an order for goods and services, we retain that information for six years following the end of the financial year in which you placed your order, in accordance with our legal obligation to keep records for tax purposes.

Correspondence and enquiries: when you make an enquiry or correspond with us for any reason, whether by email or via our contact form or by phone, we will retain your information for as long as it takes to respond to and resolve your enquiry, and for 36 further month(s), after which point we will delete your information.

E-Newsletter: we retain the information you used to sign up for our e-newsletter for as long as you remain subscribed (i.e. you do not unsubscribe) or if we decide to cancel our e-newsletter service, whichever comes earlier.

In any other circumstances, we will retain your information for no longer than necessary, taking into account the following:

The purpose and use of your information both now and in the future (such as whether it is necessary to continue to store that information in order to continue to perform our obligations under a contract with you or to contact you in the future)

Whether we have any legal obligation to continue to process your information

Whether we have any legal basis to continue to process your information (such as your consent);

How valuable your information is (both now and in the future);

Any relevant agreed industry practices on how long information should be retained;

The levels of risk, cost and liability involved with us continuing to hold the information;

How hard it is to ensure that the information can be kept up to date and accurate; and

Any relevant surrounding circumstances (such as the nature and status of our relationship with you).

We take appropriate technical and organisational measures to secure your information and to protect it against unauthorised or unlawful use and accidental loss or destruction, including:

Only sharing and providing access to your information to the minimum extent necessary, subject to confidentiality restrictions where appropriate, and on an anonymised basis wherever possible.

Using secure servers to store your information.

Verifying the identity of any individual who requests access to information prior to granting them access to information.

The use of Email

Transmission of information over the internet is not entirely secure, and if you submit any information to us over the internet (whether by email, via our website or any other means), you do so entirely at your own risk.

We cannot be responsible for any costs, expenses, loss of profits, harm to reputation, damages, liabilities or any other form of loss or damage suffered by you as a result of your decision to transmit information to us by such means.

Subject to certain limitations on certain rights, you have the following rights in relation to your information, which you can exercise by writing to us or email:

To request access to your information and information related to our use and processing of your information.

To request the correction or deletion of your information.

To request that we restrict our use of your information;

To receive information which you have provided to us in a structured, commonly used and machine-readable format (e.g. a CSV file) and the right to have that information transferred to another data controller.

To object to the processing of your information for certain purposes (for further information, see the section below entitled Your right to object to the processing of your information for certain purposes) also…

To withdraw your consent to our use of your information at any time where we rely on your consent to use or process that information. Please note that if you withdraw your consent, this will not affect the lawfulness of our use and processing of your information on the basis of your consent before the point in time when you withdraw your consent.

In accordance with Article 77 of the General Data Protection Regulation, you also have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or of an alleged infringement of the General Data Protection Regulation. For the purposes of the UK, the supervisory authority is the Information Commissioner’s Office (ICO), the contact details of which are available here: https://ico.org.uk/global/contact-us/

Where you request access to your information, we are required by law to use all reasonable measures to verify your identity before doing so.

These measures are designed to protect your information and to reduce the risk of identity fraud, identity theft or general unauthorised access to your information.

How we verify your identity

Where we possess appropriate information about you on file, we will attempt to verify your identity using that information.

If it is not possible to identity you from such information, or if we have insufficient information about you, we may require original or certified copies of certain documentation in order to be able to verify your identity before we are able to provide you with access to your information.

We will be able to confirm the precise information we require to verify your identity in your specific circumstances if and when you make such a request.

You have the following rights in relation to your information, which you may exercise in the same way as you may exercise by writing to or emailing us.

To object to us using or processing your information where we use or process it in order to carry out a task in the public interest or for our legitimate interests, including ‘profiling’ (i.e. analysing or predicting your behaviour based on your information) based on any of these purposes.

To object to us using or processing your information for direct marketing purposes (including any profiling we engage in that is related to such direct marketing).

You may also exercise your right to object to us using or processing your information for direct marketing purposes by:

Clicking the unsubscribe link contained at the bottom of any marketing email we send to you and following the instructions which appear in your browser following your clicking on that link;

Sending an email to us including the words “OPT OUT”.

‘Sensitive personal information’ is information about an individual that reveals their racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic information, biometric information for the purpose of uniquely identifying an individual, information concerning health or information concerning a natural person’s sex life or sexual orientation.

Our Policy

We do not knowingly or intentionally collect sensitive personal information from individuals, and you must not submit sensitive personal information to us.

If, however, you inadvertently or intentionally transmit sensitive personal information to us, you will be considered to have explicitly consented to us processing that sensitive personal information under Article 9(2)(a) of the General Data Protection Regulation. We will use and process your sensitive personal information for the purposes of deleting it.

Every Child Matters

We care about the safety and privacy of children online, we comply with www.gov.uk/guidance/child-online-safety-data-protection-and-privacy. Also for the USA Children’s Online Privacy Protection Act of 1998 (COPPA). COPPA and its accompanying regulations protect the privacy of children using the internet.

We do not knowingly contact or collect information from persons under the age of 18. The website is not intended to solicit information of any kind from persons under the age of 18.

It is possible that we could receive information pertaining to persons under the age of 18 by the fraud or deception of a third party. If we are notified of this, as soon as we verify the information, we will, where required by law to do so, immediately obtain the appropriate parental consent to use that information or, if we are unable to obtain such parental consent, we will delete the information from our servers. If you would like to notify us of our receipt of information about persons under the age of 18, please do so by sending an email to info@ukcsd.com

GDPR

This Privacy Policy is based on a General Data Protection Regulation The Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019

The copyright in this Privacy Policy is either owned by, or licensed to, us and is protected by copyright laws around the world and copyright protection software. All intellectual property rights in this document are reserved.

Where we display or mention GDPR Privacy Policy we also refer to The Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019