Introduction

This policy, together with our Terms of Service, applies to your use of Relay, Rareloop’s software platform available at https://www.getrelay.co.uk.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

Who we are

Relay is brought to you by Rareloop Limited, a company incorporated and registered in England & Wales (Company Registration Number: 07722194) and whose registered office is situated at Mazars LLP 5th Floor, Merck House, Seldown Lane, Poole, Dorset, England, BH15 1TW.

We take the privacy of our customers very seriously. We ask that you read this privacy policy (“Policy”) carefully as it contains important information about how we will use your personal data.
Rareloop Limited (“we” or “us”) collect, use and are responsible for certain personal information about you.

When we do so we are regulated under the retained EU law version of the General Data Protection Regulation (EU 2016/679) (UK GDPR) along with the Data Protection Act 2918. We are responsible as ‘controller’ of that personal information for the purposes of those laws.

Please note however, that we are not a controller or processor of any personal data or information held by third parties that you may use or have access to via our software services. Such personal data or information held by third parties that you may use or have access to via our software services is encrypted and we do not have access to it.

Our collection and use of your personal information

Information that you provide

We will obtain personal information you provide when you:

  • Sign up for our software platform
  • Share information via our software service platform
  • Send us feedback
  • Submit data on our software service platform
  • Report a problem with the software service platform
  • Contact us for any reason

We do not collect, store or process data that is labelled as sensitive under the UK GDPR.

We may retain a record of any contact you make with us.

The personal information we collect about you depends on the particular activities carried out and the reason for the processing. Such information includes, but is not limited to:

  • Your name, e-mail address and contact details;
  • Details of any feedback you give us by phone, e-mail or via our software service platform; and
  • Information about the services we provide to you.

Personal information about other individuals

If you give us information on behalf of someone else, you confirm that the other person has appointed you to act on his/her behalf and has agreed that you can:

  • Give consent on his/her behalf to the processing of his/her data;
  • Receive on his/her behalf any data protection notices;
  • Give consent to any transfer of his/her data.

Information from third parties

Occasionally we may receive information about you from other sources, which will be added to the information already held about you in order for us to help supply our services and products to you.

How your personal data will be used

Under data protection law, we can only use your personal information if we have a proper reason for doing so, for example:

  • To comply with our legal and regulatory obligations;
  • For the performance of our contract with you or to take steps at your request before entering into a contract;
  • For our legitimate interests or those of a third party; or
  • Where you have given consent.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

The table below explains what we use (process) your personal information for and our reasons for doing so:

What we use your personal information for Our reasons
To provide our software service to you For the performance of our contract with you or to take steps at your request before entering into a contract
To prevent and detect fraud against you For our legitimate interests or those of a third party, namely, to minimise fraud that could be damaging for us and for you
Ensuring business policies are adhered to, for example, policies covering security and internet use For our legitimate interests or those of a third party, namely, to make sure we are following our own internal procedures so we can deliver the best service to you
Operational reasons, such as improving efficiency, training and quality control For our legitimate interests or those of a third party, namely, to be as efficient as we can so we can deliver the best service for you at the best price
Ensuring the confidentiality of commercially sensitive information For our legitimate interests or those of a third party, namely, to protect trade secrets and other commercially valuable information
To comply with our legal and regulatory obligations
Statistical analysis to help us manage our business, for example in relation to our financial performance, customer base, product range or other efficiency measures For our legitimate interests or those of a third party, namely, to be as efficient as we can so we can deliver the best service for you at the best price
Preventing unauthorised access and modifications to systems For our legitimate interests or those of a third party, namely, to prevent and detect criminal activity that could be damaging for us and for you
To comply with our legal and regulatory obligations
Updating customer records For the performance of our contract with you or to take steps at your request before entering into a contract
To comply with our legal and regulatory obligations
For our legitimate interests or those of a third party, for example making sure that we can keep in touch with our customers about existing orders and new products
Statutory returns To comply with our legal and regulatory obligations
Ensuring safe working practices, staff administration and assessments To comply with our legal and regulatory obligations
For our legitimate interests or those of a third party, for example to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you
Marketing our services to:

  • Existing and former customers;
  • Third parties who have previously expressed an interest in our services;
  • Third parties with whom we have had no previous dealings.
 For our legitimate interests or those of a third party, namely, to promote our business to existing and former customers
We may monitor and record communications with you (such as telephone conversations and e-mails) for the purpose of quality assurance, training, fraud prevention and compliance. For our legitimate interests or those of a third party, namely, to ensure our employees are trained to provide you with the best possible service.
To notify you of changes to the software service that may affect you For our legitimate interests or those of a third party, namely, to ensure you’re up to date with our services and to promote any change.
External audits and quality checks For our legitimate interests or a those of a third party, namely, to maintain our accreditations so we can demonstrate we operate at the highest standards
To comply with our legal and regulatory obligations

Disclosure of your personal data

We may routinely share personal information with:

  • Third parties we use to help deliver our software service to you, for example our payment service providers;
  • Other third parties we use to help us run our business, for example marketing agencies or website hosts;
  • Third parties approved by you, for example social media sites you choose to link your account to or third-party payment providers;
  • Our bank.

We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We also impose contractual obligations on service providers relating to ensure they can only use your personal information to provide services to us and to you.

We may also share personal information with external auditors, for example in relation to ISO accreditation and the audit of our accounts.

We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.

We may also need to share some personal information with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.

Transfer of your information out of the EEA

To deliver services to you, it is sometimes necessary for us to share your personal information outside the European Economic Area (“EEA”), for example:

  • With your and our service providers located outside the EEA;
  • If you are based outside the EEA;
  • Where there is an international dimension to the services we are providing to you.

These transfers are subject to special rules under European and UK data protection law.

Non-EEA countries do not have the same data protection laws as the United Kingdom and EEA. We will, however, ensure the transfer complies with data protection law and all personal information will be secure.

Cookies

Relay uses cookies to distinguish you from others users. This helps us to provide you with a good experience when you browse our website and also allows us to improve the platform.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

We use the following cookies:

Strictly necessary cookies. These are cookies that are required for the operation of our platform. They include, for example, cookies that allow you to log into secure areas or make use of billing services.

Analytical or performance cookies. These allows us to recognise and count the number of users and to see how users move around the platform when they are using it. This helps us to improve the way our platform works, for example, by ensuring that users are finding what they are looking for easily.

Functionality cookies. These are used to recognise you when you return to our platform. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, choice of language).

Targeting cookies. These cookies record your visit to our platform. We will use this information to make our platform more relevant to your interests.

You can find more information about the individual cookies we use and the purposes for which we use them in the table below.

Cookie Name Purpose
__utma, __utmb, __utmc, __utmz Google Analytics, used to analyse anonymous visitor data and optimise the user experience
umberjack_session Store information about your preferences
relay_session Enable you to authenticate with the Relay application
XSRF-TOKEN Protect you against a number of cross site scripting coding attacks

if you wish to restrict, block or delete Cookies provided by our website – or any other website – you can use your browser to do this. Each browser is different so check the ‘Help’ menu of your particular browser to learn how to change your Cookie preferences. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of the platform.

Marketing

We may use your personal information to send you updates about our products and services, including exclusive offers, promotions or new products and services.

We have a legitimate interest in processing your personal information for promotional purposes. This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.

We will always treat your personal information with the utmost respect and never share it with other organisations for marketing purposes.

You have the right to opt out of receiving promotional communications at any time by:

We may ask you to confirm or update your marketing preferences if you instruct us to provide further products or services in the future, or if there are changes in the law, regulation, or the structure of our business.

Your Rights

Under the data protection legislation, you have the following rights:

  • You have the right to be informed about the collection and use of your personal data.
  • You have the right of access to your personal records or other information that we hold about you. We reserve the right to charge a reasonable fee for our administrative costs involved with providing you with access if we receive a request which is manifestly unfounded or excessive to access personal records. We may also charge a reasonable fee, in relation to administrative costs, if further copies of your data is requested following your initial request.
  • You have the right to rectify any errors in the data we hold about you. If any data or information we hold about you is inaccurate, or out of date, please contact us and we will correct this immediately.
  • You may have the right to have the data we hold about you erased.
  • You have the right to restrict processing.
  • You have the right to ask us to stop processing your personal data for direct marketing purposes. You may also specify that you object to direct marketing by particular channels such as by email or telephone. If this is the case, please specify the channels you are objecting to in your communications with us.
  • You have the right to data portability. If you wish to obtain your data for your own purposes across different services, we will provide this information to you in an electronic format such as a PDF file, CSV file or via other electronic means. We reserve the right to charge a reasonable fee for the administrative costs of complying with any requests that are manifestly unfounded or excessive.
  • You have the right not to be subject to automated decision-making, including profiling.

To revise your consent, request access, amend or remove your records or assert any of your rights set out above, you should send your request in writing to us at [email protected].

You may need to provide proof of identity and address (For example a copy of your driving licence or passport, and a recent utility or credit card bill); and specify the personal data you want access to, amended or removed.

How long we will store your data

We will keep your personal information while you have an account with us or we are providing products or services, including our software service, to you. Thereafter, we will keep your personal information for as long as is necessary:

  • To respond to any questions, complaints or claims made by you or on your behalf;
  • To show that we treated you fairly;
  • To keep records required by law.

We will not retain your personal information for longer than necessary for the purposes set out in this policy.

Different retention periods apply for different types of personal information.

When it is no longer necessary to retain your personal information, we will delete or anonymise it.

Due to the nature of our business, we do not process data on behalf of children.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also confirm that your data will be stored on secure servers.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

Changes to this Policy

This privacy notice was last updated on 20/12/2022.

We may change this Policy from time to time. You should check this policy frequently to ensure you are aware of the most recent version that will apply each time you use the software services.

How to contact us

Please contact us if you have any questions about this privacy notice or the information we hold about you.

If you wish to contact us, please:

Concerns and Questions

We hope that we can resolve any query or concern you raise about our use of your information.

The UK GDPR also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.