We at PlanHappy (PlanHappy Ltd “PlanHappy Academy” or “PlanHappy”) and our affiliates are committed to protecting your privacy. This privacy policy applies to all information and data collected and shared with us when you interreact with us n our websites or through other channels (for example by communicating with us or attending one of our events) and when you use our products and services. This policy describes how we collect, receive, use, store, share, transfer and process your Personal Data. It also describes your rights with respect to your personal data, including your rights of access and correction of your Personal Data and how the law protects you.

Purpose of this privacy notice

This privacy notice aims to give you information on how we collect and process your personal data.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

This Privacy Policy applies to the use of all our services and websites (and web-based services) on which a link to this policy appears (the “Sites”). It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

Controller
PlanHappy Limited is the data controller of your Personal Data. If you have any questions about this privacy notice or any questions or concerns regarding the manner in which your personal data is being processed please send your query to:

Address: The Planning Rooms Wellington Court, Preston Farm Business Park, Stockton-On-Tees, England, TS18 3TA

Email: complianceteam@planhappy.co.uk

Changes to the privacy notice
We keep our privacy notice under regular review. This version has been published on 27 April 2022. Historical versions of our privacy notice can be obtained by contacting us.

Data we collect about you
Personal data means any information about an individual from which that person can be identified. It does not include anonymised or aggregated data, where it is not possible to identify an individual from that data.

We may collect, use, store and transfer different kinds of personal data about you, and we have grouped this together as follows:

  • Identity data – includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender. If you attend our offices, we may collect details of your car registration.
  • Contact data – includes billing address, postal address, email address and telephone numbers.
  • Financial data – includes bank account and payment card details.
  • 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, products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs).
  • Profile data – includes your username and password, purchases or orders made by you and any requests for support, your interests, preferences, feedback, survey responses, entries to competitions or promotions, and where you have registered for training or an event.
  • Usage data – includes information about how you use our products and services, this website, or any of our websites you may visit, for example the ‘PlanHappy Academy’ website).
  • Marketing and communications data – includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data. aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you do not provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you do not provide that data when requested, we may not be able to perform the contract we have in place with you, or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

How your personal data is collected
We use different methods to collect data from and about you including:

  • Direct interactions. You may give us your identity, contact and financial data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
    • Register as a user of our products or services
    • Subscribe to our publications
    • Request marketing communications to be sent to you or you update your marketing preferences
    • Enter a competition, promotion or survey
    • Attend seminars, training or other events
    • Give us some feedback

As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive technical data about you if you visit other websites employing our cookies. Please see our cookies policy here for further details.

Third parties or publicly available sources.
We may receive personal data about you from various third parties and public sources as set out below:

  • Third parties to whom you have provided your personal data where you have expressly consented to them sharing your contact details with us or to a category in which our business activities would fall (including where you have attended an event and you have
    agreed to the event organiser sharing your contact details with ourselves);
  • Publicly available sources, for example Companies House, The Financial Conduct Authority, directories, search engines and social media.

How will we use your personal data
We will only use your personal data when the law allows us to do so. The main reasons we will use your personal data are:

  • Where we need to perform the contract we have entered into or about to enter into with you
  • Where it is necessary for our legitimate interests to do so (and your interests and rights do not override those interests)
  • Where we have a legal or regulatory obligation
  • Where you have agreed to us processing your personal data

Purposes for which we will use your personal data
There are a number of scenarios where we may need to process your data this includes:

  • To create you as a new user
  • To deliver services to you
  • To manage our relationship and our agreement with you
  • To enable you to take part in prize draws, competitions, surveys etc
  • To administer and protect PlanHappy and its affiliates and associated websites
  • To deliver website content to you and to measure its effectiveness
  • For data analytics to improve our website, services and your customer experience
  • To make suggestions of goods or services that may be of interest to you.

Marketing
From PlanHappy
Unless you have previously unsubscribed, you may receive our marketing communications (including by post, email and telephone) if you, or the business you work for:

  • Currently use one of our products or services
  • Have used PlanHappy in the past
  • Have expressly consented to a third party sharing your contact details with us so that we may send you marketing communications, including where you have attended an event and you have agreed to the event organiser sharing your contact details with us
  • Have expressed an interest in PlanHappy, our products or services by providing us with your contact details for example:
    • by email, post or during a conversation with us
    • by submitting your contact details via our website or a social media site
    • by entering into a prize draw or competition
    • via a marketing campaign / survey

If you would prefer not to receive any communications or would like to tailor the way we contact you, please let us know – for details of how to do this please see below.

Opting out
You can ask us to stop sending you marketing messages by using the ‘unsubscribe’ link in our emails or contacting us at the below:

Address: The Planning Rooms Wellington Court, Preston Farm Business Park, Stockton-On-Tees, England, TS18 3TA

Email: complianceteam@planhappy.co.uk

Where you opt out of receiving these marketing messages, we will stop sending you marketing messages but if you are an PlanHappy user then we will still need to process your personal data for the purpose of supplying you with our products or services.

Your own marketing activities
Whilst PlanHappy will, based on the above, from time to time send you communications regarding its products and services, it will never send marketing messages for its services to your clients.

You are solely responsible for your own marketing emails and other communications with your clients; we cannot unsubscribe your clients from any communications. Where we are contacted by one of your customers, we will forward this enquiry to you.

Cookies
When you visit our websites, use the PlanHappy system, sign up for a PlanHappy account or attend an event, we use cookies to distinguish you from other users of our website. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the PlanHappy website may become inaccessible or not function properly.

For detailed information on the cookies we use and the purposes for which we use them, please see our cookies policy.

Transferring data outside of the UK
The personal information that we collect from you will be stored and processed within the UK and the EEA.

In the event your personal information is transferred, stored or processed outside of the EEA, we will take all steps reasonably necessary to ensure that your personal information is treated securely and in accordance with this Privacy Policy and the Data Protection Legislation. This means that we will only allow third parties to access your personal information where those third parties; (a) are in countries that have been confirmed by the European Commission to provide adequate protection to personal information; or (b) have agreed to provide all protections to your personal information as set out in the Data Protection Legislation (such as by entering into the European Commission’s Model Clauses).

Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Third Parties and Service Providers
We employ other third parties and service providers to provide services on our behalf to our website visitors, our customers, and users of the product and services. We may need to share your information with service providers to provide information about products or services to you. Examples may include removing repetitive information from prospect lists, analysing data or performing statistical analysis on your use of the Subscription Service or interactions on our websites, providing marketing assistance, processing credit card payments, supplementing the information you provide us in order to provide you with better service, developing and improving the product and services, and providing customer service or support. These service providers are prohibited from using your Personal Data except for these purposes, and they are required to maintain the confidentiality of your information. In all cases where we share your information with such agents, we explicitly require the agent to acknowledge and adhere to our privacy and data protection policies and standards.

Data security
We take data security very seriously and take all steps possible to ensure that there are appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. 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 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.

Data Retention
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.

To determine the appropriate retention period for personal data, we consider any applicable legal requirements, together with the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means.

If you require further information regarding the period for which we will retain your personal data please contact us.

In some circumstances you can ask us to delete your data: see 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, statistical or commercial purposes in which case this data will cease to be your personal data and we may use this information indefinitely without further notice to you.

Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data.

If you wish to find out more about any of the rights set out above, or wish to exercise any of them, please contact us.

If you are a UK resident – you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues www.ico.org.ukexternal

Subject Access Requests
A subject access request or right of access means that you have the right to request that we disclose what Personal Information we have collected, used and disclosed about you. There is not usually a charge for this. However, we may charge you a reasonable fee if your request is clearly unfounded, repetitive or excessive. We also reserve the right to refuse to comply with your request.

Right to be Forgotten
The right to be deleted or forgotten means that you have the right to request that we delete Personal Information collected or maintained by us, subject to certain exceptions.

Correct of personal data
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Restriction of Processing
In certain circumstances, you have the right to request that we restrict our processing of your personal data, for example if you contest the accuracy of your data held by ourselves.

Data Portability
Where you request that we provide copies of your personal data, we will provide this to you in a structured, commonly used and machine-readable format and/or transmit that data to a third party.

Right to withdraw consent
If you have provided your consent to the processing of your personal and/or sensitive personal data, you have the right to withdraw your consent. If you wish to do so, please contact us.

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose(s) to which you originally consented unless there are compelling legitimate grounds for further processing which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims. Withdrawal of consent to receive marketing communications will not affect the processing of personal data for the provision of our legal services.

Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Exercising your legal rights
If you would like to exercise any of the above rights, please:

  • email, call or write to us
  • let us have enough information to identify you (e.g. your full name, address and client or matter reference number)
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
  • let us know what right you want to exercise and the information to which your request relates.