Privacy policy

Taking care of your information

This privacy policy sets out how Rambutan uses and protects any information that you give us, whether that be in hard copy or electronic format. We value your privacy and want to be clear about the data we collect, how we use it and your rights to control it. You can use what we highlight in our policy to limit the information we collect about you and how we use it. You have the final say about whether and how we process your personal data.

Don’t worry, this isn’t how we really talk, it’s just privacy policy compliance in accordance with the General Data Protection Regulations (GDPR) which came into being on 25 May 2018. GDPR will ensure that all personal data is processed lawfully, transparently and for a specific purpose. Once that purpose is fulfilled and the data is no longer required for operational or legal purposes that data must be destroyed.

Rambutan is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy policy.

Rambutan may change this policy from time to time so do check occasionally to ensure that you are happy with any changes. This policy was last updated and is effective from 9 May 2018.

Personal data is any information that relates to an identifiable person who can be directly or indirectly identified from that information.

What we collect

We may collect the following information:

• name, company and job title
• contact information including email address, postal address, mobile number etc.
• demographic information such as postcode, preferences and interests
• other information relevant to Rambutan business e.g. notes of joint meetings with you
• IP addresses and cookies
• publicly available information
• desk research and third-party subscriptions (when permitted we may obtain details about you from third parties)
• any other information about you which is in our legitimate business interest to collect

How we collect your information

We may collect your information in the following ways:

• at events/meetings
• business cards
• third party data
• website contact forms
• phone calls, emails and face to face interactions
• social media channels
• sign up to our newsletter, the juice

What we do with the information we gather

We require this information to provide you with a tailored service, and:

• for internal record keeping
• to improve and deliver our products
• to keep in touch with you or invite you for a cuppa
• to send you information you’ve told us you would like to receive e.g. the juice
• to contact you for research, advice or to just bounce an idea around with you
• to send marketing information to you
• to improve delivering our services e.g. arranging payments, liaising with suppliers, invoicing etc

How we protect your information

We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Any information that we collect on our website is encrypted and transmitted to us in a secure way. You can verify this by looking for the lock icon in the address bar of our website and looking for ‘https’ at the beginning of the address of the web page. We also protect your information offline. Any hard copy personal information is stored securely in locked drawers, filing cabinets or other appropriately locked device.

However, as the transmission of information is never 100% secure, while we strive to protect your personal information, we cannot guarantee the security of the information you transmit to us and you do so at your own risk.

Sometimes we may use information submitted by you to transfer data outside of the European Union and we will take all steps possible to ensure the safety and security of your information as set out in this privacy policy and to comply with relevant GDPR procedures for international transferring of personal data.  For example, if we are storing digital information about you on SharePoint, (a Microsoft cloud file storage site), their servers may be based outside the EU. However, we will ensure that where this transfer happens the company concerned participates in an EU Privacy Shield Framework which protects your data.

How we use and store your information

We will use your information to respond to you regarding the reasons you’ve contacted us.

Unless you ask us not to, we may contact you via email, letter, phone or social media to tell you about information relating to Rambutan or changes to this privacy policy. We will not sell or lease your personal information to third parties unless we have your explicit permission or are required by law to do so. We may distribute your personal information to third parties when we have a legitimate interest to do so e.g. to a printer to print name and address labels for us. Where this data is distributed it is always provided in an encrypted format and is deleted immediately after use.

We will ensure we have a legitimate reason or your explicit consent before we use your information for certain purposes such as sending you emails about our services. We may also use your information where we have a legitimate interest to contact you e.g. to contact you with a query on an invoice.

We may hold your personal information on our systems e.g. as contact details in Outlook, in our time and expenses system and on our customer relationship management system, for as long as it is necessary for the relevant activity and to meet any legal or regulatory requirements.

We are the sole owners of the information collected on our website. We only collect or have access to information that you voluntarily give us. We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy policy applicable to the website in question.

Social media

If you engage with us on social media and messaging services e.g. Facebook, Twitter and LinkedIn, you may give us permission to access information from these accounts. The data you give us access to will vary by the social media services you are using but will always be in line with the terms of that service.

Your rights and choices; how you can access your information

You may request access to any/all of the personal information which we hold about you. If you would like a copy of any/all information held on you, please contact hello@rambutan.biz.

If you believe that any information we hold on you is incorrect or incomplete, please contact us as soon as possible by emailing hello@rambutan.biz or by phone on +44 (0)1858 461071. We will promptly correct any information found to be incorrect.

You may opt out of any future marketing contact from us at any time, whether that be by email, post, telephone or all of them. You can also restrict our use of your information in any way you request. You can do this by contacting us via our email address hello@rambutan.biz.

If you have given us your explicit consent to use your data, you have the right to withdraw that consent at any time by emailing hello@rambutan.biz. This means we will stop processing your data.

You can request us to provide your information to you in a commonly used electronic format and have that information sent directly to another organisation (i.e. to request for your data to be portable)

If you are under 18, please ensure you have your parent/guardian’s permission to provide any personal information to us via any of our digital media such as our website, email and social media channels or by hard copy printed documents.

How to complain

If you are concerned about how your information is used by Rambutan please contact us immediately by emailing hello@rambutan.biz or by phone on +44 (0) 1858 461071. If you do not believe we have responded to your request in an adequate and fair way or you think your data rights have been breached in any way you are able to raise a complaint with the Information Commissioner’s Office (ICO). You can contact the ICO directly at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, by telephone on 0303 1231113 or 01625 545745.

We always protect your information as our business depends on it.