Privacy Policy
Last updated 26 May 2023.
Hippocampus respects your ability to make informed choices about the collection and uses of your personal information. When you use our services, you’re trusting us with your information. We understand that this is a big responsibility and we work hard to protect your information and put you in control.
This Privacy Policy tells you about our online collection and uses of information that identifies you personally so that you can make an informed choice about using this site.
The terms of this policy apply to hippocampusuk.co.uk (the “Website”) unless different terms are otherwise specified in a form or contract provided to you by us.
- Changes to This Policy
- Who We Are
- How This Policy Applies
- What Information We Collect and Receive
- How We Use This Information
- Lawful Basis For Data Collection
- How This Information Is Shared
- How Long We Hold Your Information
- Data Transfers
- Your Data Protection Rights
- Email Notifications and Phone Calls
- Security
- Data Protection Contact
- Data Protection Authority
- Children/Minors
The headings used in this agreement are included for convenience only and will not limit or otherwise affect this Policy.
1. Changes to This Policy
Hippocampus (hereinafter “the Company”) may update this Privacy Policy at any time and at our discretion without notice by updating this page.
2. Who We Are
Hippocampus provides – here you need to add a paragraph about what it is you do.
3. How This Policy Applies
This Privacy Policy describes the information we collect from you, how we use that information and our legal basis for doing so. It also covers whether and how that information may be shared and your rights and choices regarding the information you provide to us. We use cookies and similar technologies, as described in our Cookie Policy.
By using the services we offer, you’re acknowledging you have agreed to our Terms of Service and that you have read and understood this Privacy Policy and our Cookie Policy.
4. What We Collect and Receive
In order to serve our customers, we may collect personally identifiable information. Depending on your use of our products and/or services, that may include:
- Information you provide when you contact us about our products and/or services, either via the telephone, email, online enquiry forms or face-to-face, such as your name, email, postal address, telephone number and login.
- Information you provide when you purchase a product and/or service, or attend one of our events.
- Details of any requests or transactions you make. The Company uses payment processing partners (such as Paypal) and the payment information you submit is collected and processed by them in accordance with their Privacy Policy (click here). Such information will typically include name, address and credit or debit card billing details. At no time does the Company have access to your payment information.
- Information about the way people visit and interact with our website in the form of traffic analytics. You can opt out of being included in Google Analytics here. For more information about our use of data analytics to protect and improve our products and/or services, see our Cookie Policy.
- Communications you send to us, for example, when you ask for support, send us questions or comments, or report a problem.
- Information that you submit on or to the Company in the form of comments, contributions to discussions, or messages to other users.
Providing information on online forms is always voluntary. You may decline to provide us with your information, however, this will limit your ability to register for and our ability to provide you with some of our products and/or services. Where you have purchased a product and/or service which requires access via an online account, you may review, change or remove your online information through your account settings or request removal of your offline information by email by contacting us on becky@hippocampusuk.co.uk.
5. How We Use This Information
We will only use your personal information for the following purposes:
- to deliver the products and/or services to you that you have requested;
- to validate your compliance with the terms and conditions;
- for content improvement and feedback purposes;
- to reach you, when necessary, regarding your use of this website, products and/or services.
6. Lawful Basis For Data Collection
Data Protection law in the UK (UK GDPR) requires a “lawful basis” for collecting and retaining personal data from citizens or residents of the UK. The Company’s lawful bases include:
- Performing the contract we have with you: In certain circumstances we need your personal data to comply with our contractural obligation to deliver our Products or Services.
- Legal compliance: Sometimes we are required by law to collect and use your data.
- Legitimate interests: This is a technical term in data protection law which essentially means we have a good and fair reason to use your data and we do so in ways which do not hurt your interests and rights. We sometimes process your personal information for certain legitimate business purposes, which include some or all of the following:
- where the processing enables us to enhance, modify, personalise or otherwise improve our products, services or communications for the benefits of our customers;
- to identify and prevent fraud;
- to enhance the security of our information systems;
- to better understand how users interact with our websites;
- to provide postal communications which we think will be of interest to you;
- to determine the effectiveness of promotional campaigns and advertising.
Whenever we process data for these purposes we will ensure we always keep your Personal Data rights in high regard and take account of these rights. You have the right to object to this processing if you wish, and if you wish to do so please contact us at becky@hippocampusuk.co.uk. Please bear in mind that if you object, this may affect our ability to carry out tasks above for your benefit.
– Information that’s shared to protect the Company and comply with the law
We reserve the right to disclose personal information when we believe that doing so is reasonably necessary to comply with the law or law enforcement, to prevent fraud or abuse, or to protect the Company’s legal rights, property, or the safety of the Company, its employees, users, or others.
– Links to other websites and services
Our website may include links to other websites or services whose privacy practices may differ from our own. When you use a link to an external site or service, any personal information they collect is governed by the privacy policy and data processing disclosures for that site or service.
8. How long we hold your information
We will only retain personal data for as long as is necessary to provide you with the products and/or services, or as otherwise set out in this Privacy Policy. How long we retain data will vary depending on the purposes it is used for:
- Information held online to enable you to access your account will be held for as long as you want access to the products and/or services you have purchased. If you delete your account, you will no longer be able to access all products and/or services you have previously purchased. Information held where you have signed up to receive our newsletter or other product- or service-specific information can be deleted immediately by clicking on the unsubscribe link at the bottom of every email.
- Information we hold about you offline to be able to provide our services will be retained for a period of 7 years after your last engagement with us, in line with legal recommendations for our industry, to provide you continuation of our services should you require them in the future.
- Information we hold about minors offline to be able to provide services will be retained for a period of 7 years after they turn 18, in line with legal recommendations for our industry, to provide them continuation of our services should they be required in the future.
We will also retain and use this information as necessary for the purposes set out in this Policy and to the extent necessary to comply with our legal obligations, resolve disputes, enforce our agreements and protect our legal rights.
9. Data Transfers
Due to the nature of the internet, your information may be processed on servers located outside of the country where you live. The rules that protect your personal information under United Kingdom law may be different than in your home country. If you choose to use our services, you need to agree to our Terms of Service, which set out the contract between the Company and its users.
When we receive formal written complaints, we respond by contacting the person who made the complaint. We work with the appropriate regulatory authorities, including local data protection authorities, to resolve any complaints regarding the transfer of your data that we cannot resolve with you directly.
10. Your Data Protection Rights
Under data protection law, you have rights including:
Your right of access: You have the right to ask us for copies of your personal information.
Your right to rectification: You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing: You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing: You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at becky@hippocampusuk.co.uk if you wish to make a request.
11. Email Notifications, Text Messages and Phone Calls
We want to communicate with you only if you want to hear from us. We try to keep emails to a minimum and give you the ability to opt in to any marketing communications we send.
We will send you emails relating to any products and/or services you have purchased and text messages and phone calls relating to your purchase to enable us to deliver the service. You may also elect to receive certain marketing email communications, in accordance with your preferences, and from which you may opt out at any time by adjusting your notification settings.
12. Security
We take security seriously, and the security of your personal data is important to us. We follow industry-standard practices to protect the data we collect and maintain, including using Transport Layer Security (TLS) to encrypt information as it travels over the internet.
No method of transmission over the internet or electronic storage is completely secure, so the Company cannot guarantee its absolute security. Your online account information is protected by a password which we don’t have access to and which you should choose carefully and keep secure.
13. Data Protection Contact
To contact us about matters concerning Data Protection, please email becky@hippocampusuk.co.uk.
You can also contact us in writing at:
Hippocampus
76 Abingdon Road
Standlake
Witney
Oxfordshire, OX29 7RN
United Kingdom
15. Children/Minors
The Company does not and will not knowingly collect any personal information from any unsupervised person under the age of 18. Children under the age of 18 are not permitted to use this website, register for an account to use our services or submit any personal data to us without the consent and supervision of a parent or guardian.