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Privacy Policy

Introduction and Terms of Use

We know privacy policies are dry and very few people actually read them. We’ve tried to strike a balance between keeping things simple and understandable whilst still being compliant. 

We value your right to privacy and understand how important this is to you. Throughout this notice we will outline the information we collect, how we use it and keep it safe, the the obligations and requirements of users, Simply Equality and the Simply Equality website and why we are collecting certain information. It will also outline your rights under current GDPR legislation and how we process data.

By visiting www.SimplyEquality.com (our website) and providing personal data to us, you are accepting and consenting to the practices in this policy. Additionally, when using the website and providing personal data you must be over the age of 18. By continuing to use and engage with our site, you are accepting the terms of use.

Privacy Notice

Last updated: 06 November 2024

About Us

Simply Equality Ltd aka Simply Equality is a social enterprise run by disabled and LGBTQIA+ people with the aim of breaking down barriers for Disabled and LGBTQIA+ people at work.

We are registered in England and registered with the UK’s Information Commissioner’s Office under the Data Protection Act 2018. Our data controller is Simply Equality, and we encourage you to get in touch with any questions you may have about Simply Equality.

Contact Us

We will process any request within 20 days. Subject Access Requests are normally performed free of charge, but we may need to charge individuals for excessive or unreasonable data requests.

Who Our Privacy Policy Applies To

Our privacy policy applies to any users and all users of our site: people registered with us as a user, customer or administrator or in any other capacity.

How We Do Business

We will only use your personal information (such as name, email address, phone number etc) to provide you with the products and services you have requested and to follow up on your enquiries. We do not sell your personal data. From time to time we will share your data with third party services as outlined in this policy.

We are committed to upholding and maintaining your personal rights. In-line with GDPR and your rights, you may change or withdraw your opt-in options at any time. If you have any issues, we will offer advice on how to issue a formal complaint to the relevant authorities eg. the Information Comissioner’s Office (ICO).

Our Company Obligations

We will only ever use your data:

  • In ways that are both fair and legal
  • As described within this policy

In addition, Simply Equality processes the personal data you submit to us or we collect as a data processor. As part of this role, we take all necessary steps and precautions to ensure that your data is secure.

Our Security

We will do everything in our power to prevent security braeches or attempted breaches. Any security breaches or attempted breaches will be reported to the relevant authorities within 24 hours. We will also contact all those affected by the breach within 72 hours of its occurrence.

Legitimate Interests

As part of the Data Protection Act 2018, Simply Equality observes the right to share selected information with third-parties that use data for non-marketing purposes. This could include (but is not limited to) organisations that provide credit assessments, identification services and fraud prevention activities.

​What Information This Policy Applies To

There is a lawful basis for processing your data, and this section of our privacy policy outlines how this applies to the personal information you provide us with or allow us to collect.

The information this policy applies to includes information that you:

  • Provide as part of any registration process
  • Provide as part of any campaign creation activity
  • Provide in the form of numerical data, metadata or communications
  • Give us as part of our ongoing relationship

This policy also applies to information that we:

  • Collect relating to how you interact with our website
  • Must process to complete purchases and other transactions

Cookies

We use cookies to make sure the site actually works but here’s a little more detail about them.

If you have subscribed to our newsletter or if you have purchased on our website, there is a good chance you will receive emails from us.

We will only send you emails which you have signed up to receive, or which pertain to the services we provided to you.

To send you emails, we use the name and email address you provide us. Our site also logs the IP address you used when you signed up for the service to prevent abuse of the system.

This website can send emails through the MailPoet Sending Service. This service allows us to track opens and clicks on our emails. We use this information to improve the content of our newsletters.

No identifiable information is otherwise tracked outside this website except for the email address.

We use cookies to track subscriber views, click throughs to sales, engagement and whether or not you’ve dismissed a specific form.

We use cookies to keep track of basket contents while you’re browsing on our site, understand your location so we can estimate shipping (if applicable) and taxes. we’ll ask you to provide information including your name, billing address, shipping address, email address, phone number, credit card/payment details and optional account information like username and password. We’ll use this information for purposes, such as, to:

  • Send you information about your account and order
  • Respond to your requests, including refunds and complaints
  • Process payments and prevent fraud
  • Set up your account for our store
  • Comply with any legal obligations we have, such as calculating taxes
  • Improve our store offerings
  • Send you marketing messages, if you choose to receive them

We generally store information about you for as long as we need the information for the purposes for which we collect and use it, and we are not legally required to continue to keep it. For example, we will store order information for 6 years for tax and accounting purposes. This includes your name, email address and billing and shipping addresses.

Who On Our Team Has Access

Members of our team have access to the information you provide us. For example, both Administrators and Shop Managers can access:

  • Order information like what was purchased, when it was purchased and where it should be sent, and
  • Customer information like your name, email address, and billing and shipping information.

Our team members have access to this information to help fulfill orders, process refunds and support you.

What We Share With Others

We share information with third parties to process payment and take bookings. To keep diary management easy and the ADHD gremlins at bay, we use Microsoft bookings to book services with us – this allows us to scheduling meetings and service provisions with you. You can see Microsoft’s Privacy Notice for more details on how they keep your data safe. We use buzzsprout embedded links so that you can access our podcast through the website. Please refer to Buzzsprout’s Privacy Notice for more details.

Payments

We accept payments through invoicing through Quickbooks or Square and some of your details will be passed onto these services to generate invoices and/or payment links. The details we pass on will necessary to process the payment such as total purchase amount and billing details.

Please note, that some of these may operate outside of the EU

Changing Your Preferences and Opting Out

If you’d like to change your web, contact or marketing preferences, you can do so at any time. Simply contact us at info@SimplyEquality.com to request the necessary amendments. 

Once you have given your consent to process your data, you may withdraw it at any time. Just email us at info@SimplyEquality.com. 

Data Processing and Storage

Simply Equality collects and stores data in the UK. We will store your data for no longer than necessary. What is necessary will depend on each case, and the reason the data was collected. The period will be determined in a manner that is consistent with our data retention guidelines. No data will be retained if subject to a ‘Right to Erasure’ request.

If legally required, or if it is necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, we may retain some of your information for a limited period of time. This may be the case even after we have closed your account, or it is no longer needed to provide our services to you.

Simply Equality stores data relating to transactions, payments and orders for a period of up to six years. This period may be extended under certain circumstances as part of our ongoing commitment to comply with UK and international law.

We use carefully selected and recognised third-parties to help us take payments, provide commerce services and manage company accounts. Some of these third-parties may operate outside the European Union.

Simply Equality may process your data based on more than one legal ground.

Complaints

If you need to make a complaint you may do so in writing, by post at 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ or by emailing the DPO at info@SimplyEquality.com. We take all complaints very seriously and will respond to you within 24 working hours.