Privacy

This privacy policy sets out the data processing practices carried out through the use of the Internet and any other electronic communications networks by Ratio Creative. If you have any requests concerning your personal information or any queries with regard to these practices please contact us at either by email or in writing. Please note that all data captured will be used and held in accordance with the requirements of the Data Protection Act 1998.

Information collected

We collect information from visitors to this website through online forms, email hyperlinks and contact us webpages.

We collect your details when you email us with an enquiry.

In addition, we collect information automatically about your visit to our website. Please see our cookies page for more details.

Use of personal information

We process personal information collected via this website for the purposes of:

  • Providing information about products and services
  • Providing and personalising our services
  • Dealing with your enquiries and requests
  • Administering membership records

Data capture information

We will send you information according to the preferences you submitted via our data capture form/online form. If you would like to change these preferences at any point, please email us, or call us on 01635 524 469. Alternatively you can also write to us at:

Data Protection, Ratio Creative, 1 Oxford Road, Newbury, Berkshire, RG14 1PD, UK

Marketing

Please note that your information may be used to send you details of the products or services we offer that we have identified as being likely to be of interest to you. This will be in accordance with the preferences that you indicated when you completed our data capture form/online form.

If at any point you would like to opt-out of receiving communications from us, or would like to change the channels (such as email or post) that we use to contact you, please email us, or call us on 01635 524 469. Alternatively you can also write to us at:

Data Protection, Ratio Creative, 1 Oxford Road, Newbury, Berkshire RG14 1PD, UK

Disclosure of personal information

In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies.

We will not share your data with third parties unless we are obliged to disclose personal data by law, or the disclosure is ‘necessary’ for purposes of national security, taxation and criminal investigation, or we have your consent.

Other websites

Our website may contain links to other websites that are outside our control and are not covered by this privacy policy. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.

Subject access requests / Access to personal information

You have the right to see what personal data we hold about you.

Ratio Creative tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

  • Give you a description of it
  • Tell you why we are holding it
  • Tell you who it could be disclosed to
  • Let you have a copy of the information in an intelligible form

To make a request to Ratio Creative for any personal information we may hold you need to put the request in writing.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting us.

To obtain a copy of the personal information we hold about you, please email us, or call us on 01635 524 469. Alternatively you can write to us at:

Data Protection, Ratio Creative, 1 Oxford Road, Newbury, Berkshire, RG14 1PD, UK

Please note that we reserve the right to charge a fee of up to £10 for any such request.

Internet-based transfers

Given that the Internet is a global environment, using it to collect and process personal data necessarily involves the transmission of data on an international basis. This means for instance that data you pass to us may be processed outside the European Economic Area, although the data will always be held securely and in line with the requirements of UK data protection legislation. By communicating electronically with us, you acknowledge and agree to our processing of personal data in this way.

Search engine

Our website search and decision notice search is powered by System Associates. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either Ratio Creative or any third party.

E-newsletter

We use a third party provider, MailChimp, to deliver our monthly e-newsletter. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy policy.

Security and performance

Ratio Creative uses a third party service to help maintain the security and performance of the Ratio Creative website. To deliver this service it processes the IP addresses of visitors to the Ratio Creative website.

WordPress

We use a third party service, WordPress.com, to publish our blog. These sites are hosted at WordPress.com, which is run by Automattic Inc. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automattic’s privacy policy.

People who email us

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

People who make a complaint to us

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.

We usually have to disclose the complainant’s identity to whomever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

Job applicants, current and former Ratio Creative

When individuals apply to work at Ratio Creative, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.

Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

Once a person has taken up employment with Ratio Creative, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with Ratio Creative has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.

Complaints or queries

Ratio Creative tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 20 February 2017.

How to contact us

If you want to request information about our privacy policy you can email us or write to:

Ratio Creative
1 Oxford Road
Newbury, Berkshire
RG14 1PD
UK