CONTENTS
1. IMPORTANT INFORMATION AND WHO WE ARE
2. THE DATA WE COLLECT ABOUT YOU
3. HOW IS YOUR PERSONAL DATA COLLECTED & USED
4. DISCLOSURES OF YOUR PERSONAL DATA
IMPORTANT INFORMATION AND WHO WE ARE
Purpose of this Processing Notice
This processing notice aims to give you information on how we collect and process your personal data in a variety of circumstances. It is important that you read this processing notice so that you are fully aware of how and why we are using your data. This version was last updated on 30 July 2024 and previous versions can be obtained by contacting us.
Controller
PLUGINMOVE Ltd (Company Number NI708465) (referred to as we, us or our in this processing notice) is the controller of, and responsible for, your personal data. If you have any questions about this processing notice (including any requests to exercise any of your legal rights) please contact us by contacting admin@pluginmove.co.uk.
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the processing notice of every website you visit.
Personal data means any information about an individual from which that person can be identified. We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes first name, last name, date of birth and (if relevant) organisation;
- Contact Data includes email address and telephone numbers;
- Financial Data includes payment methods, bank account and payment card details (noting that we do not have access to full card numbers; as that is handled via our payment processing service provider);
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website;
- Usage Data includes information about how you use our website and services;
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences; and
- Employment Data includes data which may be provided to us during a recruitment campaign and included on your CV, covering letters and on any responses to job applications and selection processes.
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.
Your Duty to Inform us of Changes
HOW IS YOUR PERSONAL DATA COLLECTED & USED?
We use different methods to collect personal data from and about you. The ways we collect it, what we collect and how and why we use that personal data is set out below:
| Personal Data Type | Collection Method | Basis of Use | Purpose |
| Contact before and during a contractual relationship with you or a party to whom you are affiliated or related | |||
| Identity Data Contact Data Financial Data | Interactions instigated by you (including through registration on the app, through social media, our website and our Support lines) Data capture forms | Consent Contract Legitimate Interests (to run our company) | To contact you and dealing with your queries To register you as a customer or user and manage relationship To analyse and improve user relationships and interactions To manage or perform a contract we have entered into with you or a third party (like your employer or landlord for our machines) To make our products and services available to you To manage payments, refunds and charges To provide billing information to you Collecting and recovering money owed to us Dealing with law enforcement agencies and security in relation to theft and or damage to our machines and batteries |
| Identity Data Contact Data Financial Data Marketing and Communications Data | From third parties like social media companies, advertising networks, electronic payment providers, data aggregators or your employer | Consent Contract Legitimate Interests (to run our company or deliver services to you) | To deliver our goods / services to you To occasionally provide marketing content regarding associated goods and services |
| Whenever you interact with our app, website or tracked emails | |||
| Technical Data Usage Data Marketing and Communications Data | Interaction with websites use of cookies | Legitimate interests (to administer our IT systems) Legitimate interests (to place cookies in accordance with our cookie policy, where consent is not required) | To permit access to our Site To keep our online avenues working, up to date and effective To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) To deliver our website’s content to you, measure website traffic, measure user interests and traffic patterns, and improve our website and the services and features offered via our website As otherwise described in our Cookie Policy |
| Marketing and Communications Data | use of cookies and cookie management banner | Consent | To customise features and advertising that appear on our websites As otherwise described in our Cookie Policy |
| If you apply for a job with us | |||
| Identity Data Contact Data Employment Data | From you or recruitment agencies | Contract Legitimate Interests | To manage recruitment, selection and employment |
| Ancillary processing | |||
| any of the above | as above | Legitimate interests (to protect and run our company) Compliance with law | To anonymise and aggregate so that your information is no longer personal data and can be used outside as described in this Processing Notice Ancillary purposes, such as back-ups and archiving Dealing with legal obligations (such as compliance with tax law, identity verification requirements and preparing company accounts) and disputes |
Please note that the above lists are non-exhaustive. We will generally only use your Personal Data for the purposes for which we collected it, unless permitted by law or we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your Personal Data for an unrelated and incompatible purpose, we will notify you where necessary and we will explain the legal basis which allows us to do so. Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. Where we rely on legitimate interest, you can contact us for more details on the consideration of these interests.
Legitimate Interest can mean our interest or the interest of another party. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Consent
Whenever we rely on your consent (as noted above), you have the right to revoke such consent at any time by emailing admin@pluginmove.co.uk. Unless another basis of use exists, we will collect your consent to use your personal data for our marketing and remarketing purposes generally by using tickboxes or where your actions clearly demonstrate your consent (such as by providing your contact details for a specified purpose).
We will get your express opt-in consent before we share your personal data with any company outside of our own for marketing unrelated to our company.
DISCLOSURES OF YOUR PERSONAL DATA
We may have to share your personal data with the parties (all established in the UK or EEA unless otherwise stated) set out below for the purposes set out in the table in paragraph 3 above:
- third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this processing notice.
- law enforcement bodies;
- HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances;
- professional advisers including lawyers, bankers, auditors and insurers based in the European Union or United Kingdom who provide consultancy, banking, legal, insurance and accounting services;
- service providers, including (as at the date noted above and who may be updated from time to time):
- Shenzhen Mass-Energy Equation Technology Co., Ltd who is engaged to provide data storage services (stored in the EEA);
- Stripe, who is engaged as a payment provider. More information is available: https://stripe.com/gb/legal/privacy-center
other parties where you ask us to share that data, or we ask you and you consent.
We may also disclose personal data or other information we collect about you to law enforcement in response to a valid subpoena, court order, warrant, or similar governmental order, or when we believe in good faith that disclosure is reasonably necessary to protect our property or rights, or those of third parties or the public at large. In complying with court orders and similar legal processes, we strive for transparency. When permitted, we will make a reasonable effort to notify users of any disclosure of their information, unless we are prohibited by law or court order from doing so, or in rare, exigent circumstances.
We do not transfer your personal data outside the UK other than to the European Economic Area (EEA).
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. Please contact us if you would like more information regarding the security measures we use.
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, how long a legal claim may be taken and whether we can achieve those purposes through other means, and the applicable legal requirements.
We will generally use the following deletion timelines:
- information related to your registration as a user of our app, machines and batteries: 6 years after your last rental of a battery;
- information related to interactions with our suppliers and landlords: 6 years after contract conclusion;
- if you are successful in your job application, you will be provided with a staff Processing Notice which will provide further detail in relation to how your data will be used. If you are unsuccessful, we will delete your Employment Data and application one year after the decision is made;
- personal data related to cookies: as noted in our Cookie Policy.
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.
- 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, 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.
- 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 products or 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. Note, however, that we may not always be able to comply with your request for specific legal or compelling legitimate reasons which will be notified to you, if applicable, at the time of your request.
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 we receive a number of requests. In this case, we will notify you and keep you updated.
Supervisory Authority Contact
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
