YPO Privacy Policy

1. INTRODUCTION

1.1 YPO are committed to protecting and respecting your privacy.

1.2 This policy (together with our terms of use and any other documents referred to in it) sets out the basis on which any personal data YPO collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how YPO will treat it. By visiting www.ypo.co.uk you are accepting and consenting to the practices described in this policy.

1.3 For the purpose of the Data Protection Act 1998 (the Act), the data controller is Yorkshire Purchasing Organisation of 41 Industrial Park, Wakefield, WF2 0XE.

1.4 This Privacy Policy was last updated on 28 October 2013.

2. INFORMATION WE MAY COLLECT FROM YOU

2.1 YPO may collect and process the following data about you:
(a) Information you give us. You may give us information about you by filling in forms on our website www.ypo.co.uk ("the YPO Website") or by corresponding with us by phone, email or otherwise. This includes information you provide when you register to use the YPO Website, subscribe to our service, search for a product, place an order on the YPO Website, participate in discussion boards or other social media functions on the YPO Website, enter a competition, promotion, review a product or contract, or survey, and when you report a problem with the YPO Website. The information you give YPO may include your name, address, email address and phone number, financial card information, personal description and photograph, the organisation you work for and the title you hold within it.

(b) Information we collect about you. With regard to each of your visits to the YPO Website, YPO may automatically collect the following information:
(i) 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;
(ii) information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from the YPO Website (including date and time); 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), and methods used to browse away from the page and any phone number used to call our customer service number.
(c) Information we receive from other sources. YPO may receive information about you if you use any of the other websites YPO operate or the other services YPO provide. In this case YPO will have informed you when YPO collected that data that it may be shared internally and combined with data collected on the YPO Website. YPO are also working closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.

3. COOKIES

3.1 The YPO 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 the YPO Website. For detailed information on the cookies YPO use and the purposes for which YPO use them see our Cookie Policy.

4. USES MADE OF THE INFORMATION

4.1 YPO use information held about you in the following ways:

4.2 Information you give to us. YPO will use this information:
(a) to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request from us;
(b) to provide you with information about other goods and services YPO offer that are similar to those that you have already purchased or enquired about;
(c) to provide you, or permit selected third parties to provide you, with information about goods or services YPO feel may interest you. If you are an existing customer, YPO will only contact you by post or by electronic means (email or SMS) with information about goods and services similar to those which were the subject of a previous sale or negotiations of a sale to you. If you are a new customer, and where YPO permit selected third parties to use your data, YPO (or they) will contact you by post or by electronic means only if you have consented to this. If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please tick the relevant box situated on the form on which YPO collect your data;
(d) to notify you about changes to our service;
(e) to ensure that content from the YPO Website is presented in the most effective manner for you and for your computer.

4.3 Information YPO collect about you. YPO will use this information:
(a) to administer the YPO Website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
(b) to improve the YPO Website to ensure that content is presented in the most effective manner for you and for your computer;
(c) to allow you to participate in interactive features of our service, when you choose to do so;
(d) as part of our efforts to keep the YPO Website safe and secure;
(e) to measure or understand the effectiveness of advertising YPO serve to you and others, and to deliver relevant advertising to you;
(f) to make suggestions and recommendations to you and other users of the YPO Website about goods or services that may interest you or them.

4.4 Information we receive from other sources. YPO may combine this information with information you give to us and information YPO collect about you. YPO may us this information and the combined information for the purposes set out above (depending on the types of information YPO receive).

5. DISCLOSURE OF YOUR INFORMATION

5.1 YPO may share your personal information with any founder member of YPO.

5.2 YPO may share your information with selected third parties including:
(a) Business partners, suppliers and sub-contractors for the performance of any contract YPO enter into with them or you.
(b) Analytics and search engine providers that assist us in the improvement and optimisation of the YPO Website.
(c) Credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you.

5.3 YPO may disclose your personal information to third parties:
(a) In the event that YPO sell or buy any business or assets, in which case YPO may disclose your personal data to the prospective seller or buyer of such business or assets.
(b) If YPO 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.
(c) If YPO are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Website Terms of Use and General Terms and Conditions of Sale [INSERT AS LINK TO WEBSITE'S TERMS AND CONDITIONS OF SUPPLY OF GOODS AND/OR SERVICES]] and other agreements; or to protect the rights, property, or safety of YPO, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

6. JOB APPLICANTS, CURRENT AND FORMER YPO EMPLOYEES

6.1 When individuals apply to work at YPO, YPO will only use the information supplied to process their application and to monitor recruitment statistics. Where YPO want to disclose information to a third party, for example where YPO want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau, YPO will not do so without informing them beforehand unless the disclosure is required by law.

6.2 Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed. It will then be destroyed or deleted. YPO retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

6.3 Once a person has taken up employment with YPO, YPO will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with YPO has ended, YPO will retain the file in accordance with the requirements of our retention schedule and then delete it.

6.4 YPO may at times have to consider the release of information in line with our obligations of the Freedom of Information Act 2000. YPO would release no personal information in line with the exemption under the Act.

7. WHERE WE STORE YOUR PERSONAL DATA

(a) The data that YPO collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. YPO will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.
(b) All information you provide to YPO is stored on our secure servers. Any payment transactions will be encrypted using SSL technology. Where YPO have given you (or where you have chosen) a password which enables you to access certain parts of the YPO Website, you are responsible for keeping this password confidential. YPO ask you not to share a password with anyone.
(c) Unfortunately, the transmission of information via the internet is not completely secure. Although YPO will do our best to protect your personal data, YPO cannot guarantee the security of your data transmitted to the YPO Website; any transmission is at your own risk. Once YPO have received your information, YPO will use strict procedures and security features to try to prevent unauthorised access.

8. YOUR RIGHTS

8.1 You have the right to ask us not to process your personal data for marketing purposes. YPO will usually inform you (before collecting your data) if YPO intend to use your data for such purposes or if YPO intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms YPO use to collect your data. You can also exercise the right at any time by contacting us at dataprotection@ypo.co.uk.

8.2 The YPO 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 YPO do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

9. ACCESS TO INFORMATION

9.1 The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information YPO hold about you.

10. FREEDOM OF INFORMATION (FOI) REQUESTS

10.1 When YPO receive a FOI from an individual or organisation, YPO will use the information provided by the requestor to handle the FOI and may use the information to make up a file containing the details of the request. The file would normally contain the identity of the person making the request and any other individual involved.

10.2 YPO will only use the personal information YPO collect to process the request. YPO may publish statistics showing information like the number of requests YPO receive; this would not be in a form which personally identifies anyone.

11. CHANGES TO OUR PRIVACY POLICY

11.1 Any changes YPO may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy policy.

12. CONTACT

12.1 Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to Data Protection Officer, YPO, 41 Industrial Park, Wakefield WF2 0XE. Tel: 01924 834990. Email: dataprotection@ypo.co.uk.