Privacy Policy for Online Booking Assistant

1. INTRODUCTION

Online Booking Assistant is committed to protecting your privacy and security. This policy explains how and why we use your personal data and to make sure you remain informed and in control of your information.

This privacy policy sets out how Online Booking Assistant use and protect any information that you give Online Booking Assistant when you use this website.

Please read the information below to understand how Online Booking Assistant use and manage your personal information.

Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

From the 25th of May 2018, Online Booking Assistant will ask anyone wanting to download free information or wanting more information about our paid services to give informed consent that we can email you with relevant information.

This means you’ll have the choice as to whether you want to receive updates about our children’s entertainment services and other relating information.

You can also decide:

To stop receiving communications from us
To update information
To have your information removed from our systems
To request a summary of what information we hold on you

We are also committed to keeping you informed in the unlikely event of a data breach.

We also promise that:

We will not keep information for longer than ‘absolutely necessary’
That we hold a regular review of all data we process
That will we never sell your personal data
That we will only ever share data with organisations we work with where necessary and if its privacy and security are guaranteed.
That we will supply you with a record of the information held on request
You can decide not to receive communications or change how we contact you at any time.

Address any concerns or questions to:
Gordon Drayson
Email – privacy@onlinebookingassistant.com
By writing to – Online Booking Assistant, 22 Maywater Close, Croydon, CR2 0RS
By telephoning – 020 8651 2579 (between 9 am and 5 pm, Monday to Friday)

2. WHAT INFORMATION WE COLLECT

Personal data you provide
We collect data you provide to us. This includes information you give when you contact us directly, sign up for updates, download free resources or placing an order with us. For example:

personal details (name, email, address, telephone etc.) when you download any resources from onlinebookingassistant.com
financial information (payment information such as credit/debit card. Please see section 8 for more information on payment security); and
details of your interests and preferences (such as which of our free resources you access)

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

If you download any information or purchase a service as a gift for someone, your details will be recorded (as will the recipients) and your relationship to that person will be recorded.

Information we generate
We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work we may be able to build a profile which helps us decide which of our communications are likely to interest you.

Section 6 (Research and profiling) contains more information about how we use information for profiling and targeted advertising.

Information from third parties
We sometimes receive personal data about individuals from third parties. For example, if we are partnering with another organisation (e.g. you provide your information to another organisation we’re collaborating with on a joint venture). Also, as explained in Section 11 (Cookies and links to other sites), we may use third parties to help us conduct research and analysis on personal data (and this can result in new personal data being created).

We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.

11. CHANGES TO THIS PRIVACY POLICY

We’ll amend this Privacy Policy from time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version of our Privacy Policy will always be posted on our website.

This Privacy Policy was last updated on the 16th of May 2018.
Next Audit Cycle: November 2018

3. HOW WE USE INFORMATION

We only ever use your personal data with your consent, or where it is necessary in order to:

enter into, or perform, a contract with you;
comply with a legal duty;
protect your vital interests;
for our own (or a third party’s) lawful interests, provided your rights don’t override the these.

In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):

Marketing
Online Booking Assistant. This includes keeping you up to date with our news, updates, campaigns.

For further information on this, please see Section 5 (Marketing).

Administration
We use personal data for administrative purposes (i.e. to carry on our business activities). This includes:

performing our obligations under service providing contracts;
fulfilling orders for goods or services (whether placed online,) helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).
Internal research and analysis

We carry out research and analysis on our supporters, and customers to determine the success of campaigns and better understand behaviour and responses and identify patterns and trends.

This helps inform our approach towards understanding what and make Online Booking Assistant a more effective company. Understanding our customers, their interests and what they care about also helps us provide a better experience (e.g. through more relevant communications).

Customer Images
All images used by Online Booking Assistant on this website, in emails and printed materials are copyrighted. We have consent from our customers to use their images for these purposes.

Research and profiling
We evaluate, categorise and profile personal data in order to tailor materials, services and communications (including targeted advertising) and prevent unwanted material from filling up your inbox. This also helps us understand our supporters, improve our organisation and carry out research. Further information on profiling can be found in Section 6 (Research and profiling).

4. DISCLOSING AND SHARING DATA

We will never sell your personal data. If you have opted-in to marketing, we may contact you with information about our partners, or third-party products and services, but these communications will always come from Online Booking Assistant and are usually incorporated into our own marketing materials (e.g. advertisements or newsletters).

We may share personal data with subcontractors or suppliers who provide us with services.

For example, if you order something from Online Booking Assistant, your name and address will be shared with the delivery company. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.

Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another organisation). We’ll only share information when necessary and we’ll make sure to notify you first.

5. MARKETING

From 25th May 2018 Online Booking Assistant will ask its supporters to “opt-in” for most communications. This includes requests for availability and pricing, all our marketing communications (the term marketing is broadly defined and, for instance, covers information about Online Booking Assistant).

This means you’ll have the choice as to whether you want to receive these messages.

You can decide not to receive communications or change how we contact you at any time. If you wish to do so, please contact:

Gordon Drayson
Email – privacy@onlinebookingassistant.com
By writing to – Online Booking Assistant, 22 Maywater Close, South Croydon, Surrey, CR2 0RS
By telephoning – 020 8651 2127 (between 9 am and 5 pm, Monday to Friday)

What does ‘marketing’ mean?
Marketing does not just mean offering things or services for sale, but also includes news and information about:

our organisation and its business activities
our role in bringing relevant information about children’s entertainment and all relevant information that has an impact on the services we provide and offer
benefits and offers.
working with us
products, services and offers (our own, and those of third parties which may interest you)
When you receive a communication, we may collect information about you respond to or interact with that communication, and this may affect how we communicate with you in future.

Newsletters
A newsletter is provided as a benefit of subscribers. We send these out to all our subscribers (unless you specifically ask us not to) and you can choose to unsubscribe from general marketing communications without giving up your subscription to the newsletter.

6. RESEARCH AND PROFILING

This section explains how and why we use personal data to build profiles which enable us to understand our supporters, improve our relationship with them, and provide a better supporter experience.

Analysis and grouping
We analyse our support to determine common characteristics and preferences. We do this by assessing various types of information including behaviour (e.g. previous responses) or demographic information (e.g. age or location).

By grouping people together on the basis of common characteristics, we can ensure that group is provided with communications, products, and information which is most important to them. This helps prevent your inbox from filling up, and also means we aren’t wasting resources on contacting people with information which isn’t relevant to them.

Profiling to help us understand our supporters

We profile individuals who opt in through our site and use our services in terms of:

How often they open emails from us
How they respond to email correspondence
Length of engagement with our paid services

Anonymised data
We may aggregate and anonymise personal data so that it can no longer be linked to any particular person. This information can be used for a variety of purposes, such as recruiting new supporters, or to identify trends or patterns within our existing supporter base. This information helps inform our actions and improve our campaigns, products/services and materials.

7. HOW WE PROTECT DATA

We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to or use or disclosure of your personal information.

Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means).

Payment security
All electronic Online Booking Assistant forms that request financial and sensitive data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.

If you use a credit card to purchase our services, we will pass your credit card details securely to our Merchant Service, Paypal or Stripe

Stripe and Paypal merchant services, comply with the payment card industry data security standard. Online Booking Assistant will never store your card details on any of our internal computer or network systems.

Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.

8. STORAGE

Where we store information
Online Booking Assistant’s operations are based in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, but we’ll only allow them to do if your data is adequately protected.

How long we store information
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. For example, if you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (though we’ll keep a record of your preference not to be emailed).

We continually review what information we hold and delete what is no longer required. We never store payment card information.

9. KEEPING YOU IN CONTROL

We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:

the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
the right to have inaccurate data rectified;
the right to object to your data being used for marketing or profiling; and
where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.

Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.

If you would like further information on your rights or wish to exercise them, please write to Gordon Drayson at Online Booking Assistant, 22 Maywater Close, South Croydon, Surrey, CR2 0RS

We can provide you with a template subject access form which includes guidance on how to make your request (and will help us respond more quickly). Please contact us for a copy of this.

Complaints
You can complain to Online Booking Assistant directly by contacting our data protection officer using the details set out above. If wish to make a complaint (which does not directly relate to your data protection and privacy rights), you can do so in accordance with our organisation’s complaints policy.

If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk.

10. COOKIES AND LINKS TO OTHER SITES

Cookies
Our website uses local storage (such as cookies) to provide you with the best possible experience and to allow you to make use of certain functionality (such as being able to purchase our services).

Links to other sites
Our website contains hyperlinks to many other websites. We are not responsible for the content or functionality of any of those external websites (but please let us know if a link is not working by using the ‘Contact us’ link at the top of the page).

If an external website requests personal information from you (e.g. in connection with an order for goods or services), the information you provide will not be covered by Online Booking Assistant’s Privacy Policy. We suggest you read the privacy policy of any website before providing any personal information.

When purchasing goods or services from any of the businesses that our site links to, you will be entering into a contract with them (agreeing to their terms and conditions) and not with Online Booking Assistant.

11. CHANGES TO THIS PRIVACY POLICY

This Privacy Policy was last updated on the 16th of May 2018.
Next Audit Cycle: November 2018