Privacy & Cookies Policy

Introduction

Batch Limited are committed to protecting and respecting your privacy.

This policy (together with our terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be handled by us.  It also explains how our website uses cookies and tells you about your privacy rights and how the law protects you.

1. Important information and who we are

Purpose of this privacy notice.

This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website when you sign up to our newsletter, purchase a service or take part in a competition.

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

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.

Controller

Batch Limited of 6 Bell Yard, London, WC2A 2JR is the controller and responsible for your personal data.

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice.  If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

Contact details

Batch Limited
Data Privacy Manager
This email address is being protected from spambots. You need JavaScript enabled to view it.

6 Bell Yard, London, WC2A 2JR

Tel: +44 (0)20 7421 4660

Information Commissioner’s Office

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.uk).  We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Links

Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data to these websites.

2. Information we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified.  It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you as follows:

• Information about you that you give us by filling in forms on our website www.batch.co.uk (our website) or by corresponding with us by phone, e-mail or otherwise.  It includes information you provide when you register to use our website, subscribe to use any of our services such as Batch Payments or Batch Returns, and when you report a problem with our services or our website.  The information you give us may include your name, contact address, e-mail address and phone number, job title and name of employer / organisation and financial and credit card information. 
• With regard to each of your visits to our website we will automatically collect the following information:
  • technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
  • information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our website (including date and time), services 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), methods used to browse away from the page, and any phone number used to call our customer service number; and
  • where you use our services such as Batch Payments or Batch Returns, we will collect details of changes you make to records, invoices or credits, requests you make to return books and authorisations or confirmations made by you in respect of requests to return books.
• We receive information about you from other sources including if you access or use any of the services we provide.
  • We work closely with The Booksellers Association of the UK and Ireland.  If you or the organisation to which you belong is a member of the Association and you have agreed to receive marketing communications, we will receive information about you so that we may promote our services to you. 
  • We also work closely with publishers, suppliers, distributors, book sellers, and other business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers and credit reference agencies.  We will receive information about you from them in order that we can provide and you can access and use our services such as Batch Payments or Batch Returns.

If you fail to 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 fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services).  In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.

3. How we use your personal data

We will only use your personal data when the law allows us to.  Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.
• Where we have your permission to do so.

4. Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so.  We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.  Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

You may receive marketing communications from us if you have requested information from us or purchased services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

Marketing

You can ask us to stop sending you marketing messages at any time  by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Cookies

Our website uses cookies to distinguish you from other users of our website.  This helps us to provide you with a good experience when you browse our website and also allows us to improve our website.  By continuing to browse our website, you are agreeing to our use of cookies.

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:

 
Our website also includes Google Analytics.  Information on cookies used by Google is available at https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage.  These cookies are used to collect information about how visitors use our website.  We use the information to compile reports and to help us improve our website. The cookies collect information in an anonymous form, including the number of visitors to our website, where visitors have come to our website from and the pages they visited. 

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies.  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 our website.  To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

Please note that third parties (including, for example, advertising networks and providers of external services such as web traffic management services) may also use cookies, over which we have no control.

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.

5. Disclosure of your information

We may share your personal information with the following parties for the purposes set out above:

• any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries;
• publishers, suppliers, distributors, book sellers, and other business partners, suppliers and sub-contractors) for the performance of any contract we enter into with them or you;
• with our advertisers' wishes by displaying their advertisement to that target audience;
• analytics and search engine providers that assist us in the improvement and optimisation of our website;
• service providers who provide IT and system administration services (such as Microsoft);
• professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services; and
• HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.

We will disclose your personal information to third parties:

• if we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets;
• if Batch Limited or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets;
• in order to enforce or apply our Terms of Use and other agreements; or to protect the rights, property, or safety of Batch Limited, our customers, or others.  This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

6. International Transfers

The data that we collect from you may be transferred to, and stored at, destinations both inside the United Kingdom. It may also be processed by staff operating inside and outside the United Kingdom who work for one of our suppliers. This may include staff engaged in, among other things, the fulfilment of your service requests, the processing of payment details and the provision of support services.

Whenever we transfer your personal data out of the United Kingdom, we ensure a similar degree of protection is afforded to it by implementing one of the following safeguards:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
• Where we use certain service providers, we may use specific contracts approved for use in the United Kingdom which give personal data the same protection it has in the United Kingdom.

Please contact us if you want further information on whether we transfer or hold your personal data outside the United Kingdom and the specific mechanism used by us when transferring your personal data out of the United Kingdom.

7. Data Security

All information you provide to us is stored on secure servers.  Any payment transactions will be encrypted.   Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential.  We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure.  Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk.  Once we have received your information, we will use appropriate procedures and security features to try to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

8. 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 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, and the applicable legal requirements.  For example, by law we have to keep basic information about our customers (including contact, identity, financial and transaction Data) for six years after they cease being customers for tax purposes.

Details of retention periods for different aspects of your personal data are available in our retention policy. You can request details of those retention periods by contacting us.

In some circumstances you can ask us to delete your data.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

9. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.  You have the right to:

Request access to your personal data (commonly known as a "data subject access request").  This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

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.

Request erasure of your personal data.  This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.  You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law.  Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.  You also have the right to object where we are processing your personal data for direct marketing purposes.  In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data.  This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party.  We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Not be subject to a decision based on solely automated processing if that produces a legal effect concerning you or similarly significantly affects you.  Note that this right does not apply if the decision is (i) necessary for entering into, or performance of, a contract between us and you; (ii) authorised by law; or (ii) based on your explicit consent.

Withdraw consent at any time where we are relying on consent to process your personal data.  However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.  If you withdraw your consent, we may not be able to provide certain services to you.  We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights).  However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.  Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights).  This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.  We may also contact you to ask you for further information in relation to your request to speed up our response.

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.

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