Privacy Policy & Data Protection Policy

This privacy policy outlines the procedures that Worldline IT Services UK Limited (“Worldine”) have in place to protect your privacy. 

It sets out how your personal data is collected and used when you register for and use our service (“Services”).

We respect your privacy and so all personal data is collected and processed to the highest standard in compliance with current data protection legislation. 

Where you can get more information

If you have any questions on this policy please contact us by clicking here. 

We may update this policy from time to time and would encourage you to revisit it regularly to check you are happy with any changes. This policy is effective from 31 March 2021.

Data that we will collect

In order to apply for and to use the Services, we will need to collect some personal data about you. This personal data may include your name and contact details and other information that identifies you personally and that you provide when you register for an account and use the Services. We may also collect additional information if you provide us with feedback on the Services or you use our help desk.

Retention of your data

We will retain your data until you tell us you no longer wish to use the Services and for a period of seven years thereafter, as required by law.

How we use your data 

We need to process your personal data to provide the Services you request in the form that you require. Your data will be used in the following ways:

• to provide you with the Services – which involves processing your data in order to set up, administer and maintain your account and all records relating to it
• to communicate with you about your account and the Services 
• to obtain your views and feedback on the Services in order to improve them in the future
• to enable us and third parties on our behalf to carry out technical, logistical or other functions to support the Services and the technical and management systems upon which they rely
• to enable us and third parties on our behalf to monitor website use and traffic patterns and carry out data analysis with regard to the Services in order to improve the Services and for our internal business purposes
• to enable us to conduct marketing activities if you have consented to these as described below

Disclosures of your information

In order to provide the Services, we may need to pass on your data to other companies within the Worldline group of companies who help us perform the Services. 

Data may also be provided to the following classes of suppliers for us to provide the Services and to continually improve the Services: 

• Printers and ticket fulfilment suppliers 
• Payment processors who may take payments from you
• Document storage companies who hold records of your account
• Trustpilot in relation to your participation in any review of our services (see below - Surveys)

Fraud Prevention

We may also share your data with fraud prevention agencies to help prevent fraud and money laundering and to verify your identity.  

When we and fraud prevention agencies process your personal data, we do so on the basis that we have a legitimate interest in preventing fraud and money laundering, and to verify identity, in order to protect our business and to comply with laws that apply to us. Such processing is also a contractual requirement of the Services you have requested.

We, and fraud prevention agencies, may also enable law enforcement agencies to access and use your personal data to detect, investigate and prevent crime. You may be refused certain services, finance or employment as a result of this.

Fraud prevention agencies can retain your personal data for different periods of time, and if you are considered to pose a fraud or money laundering risk, your data can be held by them for up to six years.

Marketing and Preferences

If you have specifically opted in during the application or registration process with us, your personal data will be used to send you emails and marketing communications depending upon the marketing preferences that you opted for. 

You may opt out or change your marketing preferences at any time by logging into your account and updating your preferences.

Overseas transfers of data

Since Worldline operates globally, your data may be transferred to affiliates and third parties outside of the UK and the European Economic Area to countries, including the US, that do not have as strong data protection laws as are in place within the EEA. This is in order that we can provide the services to you. In particular email communications that you receive may be provided via a US based supplier.  

In any such cases we will ensure that strict contractual protection applies in order to ensure that adequate safeguards are in place. 

If you would like more information on this then please contact us by clicking this link.

Cookies

A cookie is a file that is automatically stored on your computer when you visit our website that allows us to recognise that your computer has visited our website previously. 

We use cookies for a number of reasons to help provide the Services and to monitor the use of our website. Cookies may identify you personally.  

For more information please visit our Cookie Policy Page.

Other websites

Our website may contain links to other websites which are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.

Your rights 

You may ask us to provide a copy of the personal information that we hold about you by contacting us here.

If you think any information we have about you is incorrect or incomplete, please email us as soon as possible using the link above.

You are also entitled to request the erasure of your data if you wish to stop using the Services. 

If you believe that your information has been mis-used in connection with the Services you have the right to lodge a complaint at with the relevant Supervising Authority for your country. For the UK this is the Information Commissioners Office, http/:ico.gov.uk.

Corporate Accounts

If you are a corporate account holder then the following provisions will also apply to you.

Data that we will collect

You may nominate authorised users to use the Services. If you have provided us with the names of your authorised users and other personal information, you confirm that you have obtained their consent to process this data.

How we use your data 

We need to process your personal data to consider your application to be a corporate account holder for the Services and to provide the Services for you if you are successful in your application.  Your data will be used in the following ways:

• to carry out credit checks and to manage and enforce any debts that are due to us
• to carry out identity checks and fraud prevention checks as described below
• to obtain insurance in relation to your use of the Services as a corporate account holder 
• if you also apply for a business account card scheme that is operated by Worldline, Worldline may use the data collected as a result of your use of the Services to decide if it will accept your application for the business account card scheme

Disclosures of your information

Data may also be provided to the following classes of suppliers to help us decide whether to accept your application for a corporate account: 

• Credit reference agencies to check your credit status
• Third party legal advisers and debt collection agents to assist in the collection of debts and resolution of any complaints
• Insurers of credit schemes including insurers who may provide data to the UK Government for the purposes of participating in the UK Government’s trade credit reinsurance scheme set up during the Covid-19 Pandemic

Automated Decision Making

When you apply to be a corporate account holder for the Services and periodically while you hold an account, data will be passed to a credit reference agency who will use it to provide a credit rating to us. The credit rating is produced by an automated process and our decision regarding your eligibility to be a business user, and the credit limit that may be applied to such use, may be determined by that rating. You can obtain more information on how credit ratings are produced and used by clicking on this link https://www.creditsafe.com/gb/en/blog/credit-and-risk/what-is-a-business-credit-score.html