My Staff Shop Limited - PRIVACY NOTICE

This is the privacy notice of My Staff Shop Limited (we or us). It applies to all users of My Staff Shop platform services either online or when you contact us by telephone.

We are a limited company registered in England and Wales number 7710593. Our registered office is at 2 Charlesworth Court, Knights Way, Battlefield Enterprise Park, Shrewsbury SY1 3AB.

We are the data controller and processor of any personal information provided to or gathered by us when you use our services or interact with us. You can contact us:

We are bound by the General Data Protection Regulations and the Data Protection Act [2018] ("Data Protection Laws") as amended which govern how we may use your personal information and provide you with certain rights in respect of your information.

We are committed to protecting your personal information. We keep your data safe and confidential. We use it only for the purposes we have told you about and we will never sell it.

Our website is not intended for children and we do not knowingly collect data relating to children.

This Privacy Notice tells you what data we collect and why, how we use your data and how we look after the data you have shared with us when you use our Services. It also tells you about the rights you have to make sure you can verify what we are doing.

And because we want to be clear why we will need your personal information before you give it to us, we have provided additional information throughout the site whenever you provide your personal information.

We provide a range of services which may be available, subject to our terms and conditions , through the My Staff Shop Platform you access, including:

Third Party Websites

When you use our Services you may be directed to third party websites and you should refer to the privacy policy of the operator of that website for information about what personal information they may collect and use. These websites may be a My Staff Shop branded website providing some of the services available to you, a third party who administers cash back offers and discounts or third parties offering discounts directly to you.

If you have any questions or concerns about the collection or use of your personal data collected through any third party website, you should contact the relevant website operator using the contact information specified in their own privacy policy.

Personal data that you provide or which are collected about you through these websites will be used by the relevant third party in accordance with that website's terms and conditions and privacy policy.

You can check the URL to see if you are on a third party website.

Please note that, although My Staff Shop's third party partners may display My Staff Shop branding on their respective websites, My Staff Shop does not own or operate the website and each website is governed by its own terms and conditions and privacy policy. In some cases, the website operators may disclose your personal data to us so that we may use them in accordance with this Privacy Policy.

The majority of personal information we collect, receive and use is required to provide you with the services you want to use. We will use your personal information for other purposes but only on the legal bases which are permitted by the Data Protection Laws . We will tell you which one applies whenever we use your data.

Under Data Protection Laws we may only use your personal data for permitted reasons. The main reasons which apply to our use of your personal data and the applicable circumstances when we do so are:

Peer-2-Peer messaging (Fanmail)

If you use Fanmail, a feature which allows you to send messages of recognition to colleagues in your workplace, you should note that any message you send or receive are stored and published on your Platform and are visible to other users of the Platform within your organisation for a period of time set by your organisation. We do not share, or make available, users' email addresses.

The personal data we collect about you

We collect personal data directly from you and any devices (including mobile devices) you may use when you use our services or speak to us or contact us about our services.

We may also collect personal information about you from third parties.

Information you give to us

We receive and store any information you enter onto our Platform or give us in any other way, for example, when you contact us.

When you register an account with My Staff Shop we may collect the following personal data from you:

When you shop with us or browse the My Staff Shop Platform we collect:

Financial information relating only to your credit/debit cards
  • This information is never taken by us either through our website or otherwise. At the point of payment, you are transferred to a secure page on the website of our Third Party Partners, or some other reputable payment service provider. That page may be dressed in our "livery", but it is not controlled by us. Our staff and contractors never have access to it.
Financial information about your direct debit
  • When you have agreed to set up a direct debit arrangement, the information you have given to us is passed to our own bank for processing according to our instructions. We do keep a copy.
  • We are registered under the direct debit guarantee scheme. (This provides for the customer's bank to refund disputed payments without question, pending further investigation. Direct debits can only be set up for payments to beneficiaries that are approved "originators" of direct debits. In order to be approved, these beneficiaries are subjected to careful vetting procedures. Once approved, they are required to give indemnity guarantees through their banks.)

When you contact us or we contact you about our services we may collect personal data from you in order to be able to help you with your queries.

Calling our helpline

When you call our helpline, we collect Calling Line Identification (CLI) information and may record and monitor calls. We use this information to help improve the efficiency and effectiveness of our help line

Sending a message to our support system

When you send a message, we collect the data you have given to us in that message in order to obtain confirmation that you are entitled to receive the information and to give you the information you need. We record your request and our reply in order to increase the efficiency of our business / organisation. We do not keep any personally identifiable information associated with your message, such as your name or email address.

When you personalise your Account we collect your address and telephone number so that we can contact you and also filter the most suitable Local Deals for your area.

You can see, review and change your personal information by signing into your account. Please update your personal information immediately if it changes or is inaccurate to ensure that we always use up to date and correct information.

When you take part in promotions, competitions, surveys or questionnaires about the services offered through the My Staff Shop Platform, we collect:

Automated Information

We receive and store certain types of information whenever you use My Staff Shop. For example we use "cookies" and we obtain certain types of information when your web browser accesses My Staff Shop. Please see our cookie policy.

Information from other sources

We collect some information from other sources, for example your employer.

From your employer

When your employer engages us to provide My Staff Shop to you we are provided with some information about you which may include personal information such as your name, so that we can recognise you and confirm your eligibility when you register an account with us. We also use that information to verify your identity when you contact us so that we can be sure you are who you say you are.

Alternatively when you register with us we may provide the identification information we ask from you - your surname, date of birth or employee number - to your employer so that they can confirm that you are an eligible employee.

If your employer provides a reward and recognition scheme through the Platform we will receive information about you from your employer if you receive an award. This will include your name, details of the award and delivery address.

From our service providers

When we send you promotional emails we receive certain information from our service provider such as:

We collect this information so that we can evaluate the value of the email which helps us to ensure that the emails we send are relevant and proportionate.

Every email we send has the option to 'opt out', which will stop future emails being sent to you.

From third parties

We may also collect personal data from third parties who have your consent to pass your details to us. Examples include:

How and why we use your information : the legal basis and purpose

My Staff Shop collects and uses customers' personal data because it is necessary:

To provide our services

We mainly use your information to perform our contract with you: that is to facilitate your use of My Staff Shop and perform the services you request from us.

We use and retain your personal information in order to:

The information we use for this purpose includes:

When we receive a complaint, we record all the information you have given to us. We use that information to resolve your complaint. If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and, if we do, what that information is.

We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.

For our legitimate business interests

The Platform is provided at the request of employers who wish to make these benefits available to employees and who are also our clients. To ensure the Platform works well for those Clients and their employees we undertake promotional and monitoring work.

This is in both our and our clients legitimate business interests: before using your data in this way we have balanced our interests and yours and carefully considered the impact this processing may have on your privacy.

You can object to us processing your data in these ways at any time. Please refer to Your Rights below.

To Promote offers

We will use your contact details to provide you with marketing communications (including push notifications and e-mail) about promotional offers and products and services which we think may interest you.

Why do we process your personal data in this way?

We agree with employer clients that we will promote the platform to ensure that it reaches as many colleagues as possible and that we promote offers in a way which enables colleagues and users to gain full benefit from the platform.

We may use carefully selected third parties to manage these communications on our behalf.

Before using your data in this way we have balanced our interests and yours and carefully considered the impact this processing may have on your privacy. We have taken into account that:

All emails sent by My Staff Shop contain directions on how to unsubscribe from future correspondence.

To Monitor how My Staff Shop works for you

The information we collect about how you use the Platform is used to monitor how My Staff Shop delivers value to our users. For example, which offers are used most and how many times My Staff Shop is used.

We also ask you for your feedback from time to time either through a feedback forum or by asking you to take part in a survey.

Why do we process your personal data in this way?

As a business it is in our interests and the interests of your employers who pay us to provide your employee benefits, to ensure that our platform delivers value to our users.

Your online browsing behaviour and purchases tells us which of our offers and services you most value so that we can focus on improving what we offer.

Your feedback tells us how we are doing and what we could do better.

Before using your data in this way we have balanced our interests and yours and carefully considered the impact this processing may have on your privacy. We have taken into account that we believe that you will benefit from such processing which is aimed at delivering better services to our users.

We aim to use anonymised data wherever this is possible.

To perform our contract with sponsoring employers.

Where we administer reward and recognition schemes and salary sacrifice schemes on behalf of employers we will use your contact details and information provided to us by your employer to contact you and deliver any award you receive.

To comply with legal obligations

We may need to use your personal information to comply with legal obligations such as:

Who do we share your personal data with?
Your employer

Where your employer has asked us to provide our services to you, we will share certain information with your employer in order that we can administer the services in accordance with your employers requirements. If we do not share this information, your employer would be unable to monitor how we are performing the services.

The information we share includes:

Some identification information

When you register with us we may provide the identification information we ask from you - your surname, date of birth or employee number - to your employer so that they can confirm that you are an eligible employee.

Some usage information

Your employer will need to know that the services are of benefit to colleagues and which services are of the most value. In most cases we provide anonymised data to show how your Platform is being used but there are some situations when your employer may want more personalised data, for example to make sure that all colleagues enjoy similar access and communication opportunities.

Third party providers

We work with third parties including our own group companies (My Health Xtras Limited) to provide you with some benefits on the My Staff Shop platform. You will be able to tell where this is the case. Where you submit information to those third parties on our website, our partners will collect this information and use it to respond to your requests e.g. to provide quotations or purchase a product.

We use third parties who provide us with services such as email distribution, package delivery and co-branded discount facilities.

We use Fiserv to process any payment we take from you and we will disclose the personal information you give us in order to collect payment. You give your card payment details directly to Fiserv. We neither store them, or have access to them.

We use live chat software on our website, this is provided by Click4Assistance, a third party UK based Software Company. Information regarding how the data is processed and stored can be viewed here.

Publication on the Platform

We may publish some limited personal information when you win a competition. We will tell you this before you enter.

Our business interests

If we sell or buy any business or assets, we may disclose personal information held by us about our customers to the prospective seller or buyer. If we are acquired, or substantially all of our assets are acquired, by a third party (or subject to a reorganisation within our corporate group), personal information held by us about our customers will be one of the transferred assets and no further consent shall be sought in making such a transfer.

Retention of your personal data

We will store your personal data whilst your account is active, that is until either you or your employer has cancelled your account. Following cancellation:

Your rights

You have the following rights (exercisable free of charge) under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018:

You may object to us processing any information which we carry out for our own legitimate interests.

Processing outside the UK

Our websites are hosted in England. Where we share Personal Data with a Service Provider and your Personal Data is transferred to countries outside the European Economic Area who may not have equivalent standards of data protection under their legislation. We take other steps to protect the data as required under European data protection laws.

If you have any questions regarding the privacy policy, please contact us through the contact page.

Complaints

If you are not satisfied by our actions, you can seek recourse through our internal complaints procedure, the Information Commissioner or the courts.

If you remain dissatisfied, you have the right to refer the matter to the Information Commissioner. The Information Commissioner can be contacted at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 01625 545 745
Fax: 01625 524 510
Email: enquiries@ico.gsi.gov.uk