PRIVACY POLICY

Legal notes

The purpose of the privacy notice is to inform you about what personal information we collect whether this is through our website, our recruitment processes or any other interaction between you and Rothmans Racing.

We will also define how we use the information, whether the information is disclosed and the ways in which we protect your privacy.
We want you to feel secure when interacting with Rothmans Racing, and are committed to respect your privacy while complying with data privacy regulations, such as The General Data Protection Regulation (GDPR): Regulation (EU) 2016/679)
(see: http://ec.europa.eu/justice/smedataprotect/index_en.htm)

Your data and the Rothmans Racing website
Whenever you visit this website, you consent to the collection, use and disclosure of that information in accordance with this privacy notice. Non-Rothmans Racing websites linked to or from our website are not covered by this privacy notice and we do not accept any responsibility or liability for those websites.

How do Rothmans Racing collect my personal data through the website?
There are three ways which the Rothmans Racing websites collect your information:
Cookies and Log files
These technologies enable us to identify what areas of the website you have visited and how you got there. We use the aggregated information from website visitors, for example aggregated information on the pages visited, to help us improve the design, performance and delivery of the website to provide a better user experience.
You can find out more about cookies at: http://www.allaboutcookies.org
Rothmans Racing stores personal cookie information for 24 months
We use many different cookies on our website:

• Session cookies
We use session cookies to ensure that you are recognised when you move from page to page within the website and that any information you have entered is remembered.
More information on session cookies and what they are used for is at: http://www.allaboutcookies.org/cookies/session-cookies-used-for.html

• Persistent cookies
We use persistent cookies for website analytics and to improve website performance.
More information on persistent cookies and what they are used for is at: http://www.allaboutcookies.org/cookies/persistent-cookies-used-for.html

• Third party cookies
We use suppliers who also set cookies on our website on our behalf to deliver the services that they are providing.
For example, Google Analytics collect anonymised data- more information can be found at: http://www.google.co.uk/intl/en/analytics/privacyoverview.html and: http://code.google.com/apis/analytics/docs/concepts/gaConceptsCookies.html
How to control cookies
Most browsers are set to automatically accept cookies. If you do not wish your progress through the website to be tracked then all recent versions of popular web browsers have the option to not accept cookies. However, by choosing not to accept cookies, some aspects of the website performance and user experience may be affected.
Further information on how to manage cookies can be found at: http://www.allaboutcookies.org/manage-cookies/
Data collection
We use forms on the website to enable you to easily contact Rothmans Racing about services and products that we can provide you with. We also use forms to enable access to resources or eventually to register for events via our website. For example, we use forms to enable recorded access to investor related information, white papers, videos or to register for conferences or webinars.
The information collected via forms enables us to understand what website users are interested in, which we use to improve the services, solutions, products, resources and events we provide you.
Each form includes a tick box that confirms you consent for us to store your personal information on our secure systems and to use your data for the purposes stated on the form. If you do not tick the box that confirms your consent your data will be erased.
Data storage
Form data. We will hold the information provided through the online forms for 12 months from collection. After the 12 months we will send you an email asking you to confirm if you wish to continue to consent to your data being stored and for us to communicate with you as previously described. If you do not respond to this email within one month we will unsubscribe you.
User accounts. We will hold the information for as long as you continue to use your account. If you do not access your account or engage with communications for example open or click through one of the emails, for more than a 12-month period, we will send you an email asking you to confirm if you wish to continue using your account. If you do not respond to this email within one month we will unsubscribe you.

Social media

Rothmans Racing uses a wide range of social media channels and the processing of data within the channels is in line with the privacy policies and user agreements of each individual channel, as well as the relevant data protection regulations.

Rothmans Racing’s recruitment process

Rothmans Racing is regularly looking for best in class professionals to join our wide variety of teams, in order to best support our customers. As part of our recruitment process we could eventually advertise roles online and you can eventually apply for these by completing the application form and providing us with your CV.
What happens to my personal data when I apply for a role with Rothmans Racing?
When you apply for one of the Rothmans Racing vacancies your information is submitted to our applicant management systems. The data you submit will then be shared (via the system) with our professional recruiters, external recruitment agents, the relevant hiring manager and/or other people within Rothmans Racing who are part of the recruitment process for the role.
How long is my application information / personal information stored in the Rothmans Racing applicant management systems?
Your personal information will be stored in the system for up to 48 months from submission. We retain your information in our system to help us maintain suitable records of how we manage the recruitment process and to help us improve and quality check the consistent approach we take. Unless you receive an email from us and you confirm your consent to a longer storage period of your data, your data will be deleted latest after 48 months.
There might also be other Rothmans Racing roles that you would suit and by storing your application information on our secure systems we can make recommendations to you about other relevant roles.
The information you submit is processed under the lawful basis of legitimate interest. You are entitled to know what information we hold about you and for this to be corrected if it is inaccurate (see below chapter: Legitimate interest).

Rothmans Racing’s business, project and product development process

While working with our customers and prospective customers
To help deliver customers our wide range of products and services, Rothmans Racing maintains sales management solutions such as our financial management systems and customer relationship management solution. The personal information stored in these systems is managed in line with contractual agreements, our Information Security Policy and processed on the legal basis of legitimate interest (see legitimate interest).

Marketing

We want to contact you with information about our products or services, as well as industry or regulatory information that you find relevant and useful. To manage this effectively we use consent as the lawful means for processing your personal data for marketing purposes. When requesting information from us, such as downloading a white paper or through interaction with one of our employees at an exhibition or conference, we will collect your consent to do so and manage this through our secure systems.
You are entitled to know what information we hold about you and for this to be corrected if it is inaccurate – to do so you can contact us at
dataprotection@RothmansRacing.com

General privacy questions

Can I access my personal information that Rothmans Racing is storing?
You are entitled to know whether we hold information about you and, if we do, to have access to that information and require it to be corrected if it is inaccurate. In the next section you can find the details of how to contact us about your personal data.
How do I contact Rothmans Racing if I have a personal data question?
You can email us at dataprotection@RothmansRacing.com.
Contacting Rothmans Racing about your personal data does not impact your right to lodge your concern with the relevant authorities, for example the Information Commissioners Office in relation to EU based data concerns – https://ico.org.uk/concerns
How does Rothmans Racing store my data?
We take appropriate steps to maintain the security of your data, these are set out in our Information Security Policy (see below)
What is the legal basis for the processing of my data?
We want to enable you to have a clear understanding of the data we hold about you, how it is used and the approach we take to processing your data. Below details to two approaches Rothmans Racing uses to process data:
Opt-in consent:
To keep you updated with information on our products and services, research and news we collect your consent at the point at which we collect your information. Your consent and the date consent is provided is stored on our secure systems to help us maintain an accurate record of how we collected and the reason for storing your information.
Example:
When you complete a form on the Rothmans Racing website we will ask you to tick a box that you consent to us storing your information and contact you for the purpose stated (next to the consent check box). If you do not tick the consent box, your data will be erased.
You have the right to withdraw your consent to the use of your data at any time. To contact Rothmans Racing for this purpose you can email us at dataprotection@RothmansRacing.com.

Security policy

RothmansRacing is committed to maintaining and improving information security to manage exposure to risk for ourselves, our clients, our staff and other stakeholders.

Information security commitments
Our principal information security commitments are to:

• Comply with all legal requirements and codes of practice applicable to our activities.
• Maintain a management system that will achieve the core principles of information security of confidentiality, integrity and availability.
• Confidentiality: ensuring that only those individuals who have a valid and authorised reason to access the information can do so.
• Integrity: ensuring that information is not altered, deleted or otherwise modified by unauthorised individuals or processes.
• Availability: ensuring that the information can be accessed when it is required.
• To continually improve our information security performance using a risk based approach; including setting and review of realistic and achievable objectives.
• To provide appropriate resources for the implementation of this policy.
• In line with the context of the business, to work with relevant stakeholders to implement this policy.
• Where applicable to encourage our supply chain to adopt similar information security commitments.
This policy is implemented through our management systems. Changes to this policy shall be driven by audit results, changing circumstances and our commitment to continual improvement.
Staff awareness of this policy is ensured by providing appropriate training and communications.

Legitimate interest:
There are a small number of instances where we process data under the lawful basis known as ‘legitimate interest’. When we adopt this approach, we carry out a legitimate interest test in accordance with the GDPR regulations to enable us to understand if it is an appropriate method.
Example:
We use the legitimate interest approach to process your data during the recruitment process to most effectively support you in your application process when applying for a role with Rothmans Racing. This helps us to assess your CV and skills to match you with current and / or future vacancies at Rothmans Racing and provides mutual benefit, enable us to recruit efficiently and providing you with a wider range of job opportunities.
What type / category of data does Rothmans Racing store?
As defined through this privacy notice, Rothmans Racing collects and manages ‘personal data’, meaning any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier.
Rothmans Racing also collects a limited amount of sensitive personal data also known as ‘special categories of personal data’ and will collect your consent when doing so.

Will Rothmans Racing share my information?
Rothmans Racing does not sell individuals’ information. We will share it only with our authorised Data Processors, who must always act on our instructions as the Data Controller under relevant data protection laws including GDPR.
As a prospective supplier to Rothmans Racing, what are my data protection obligations?
Suppliers and partners of Rothmans Racing are required to comply with relevant data protection regulations and we have defined this through our Data protection for terms and conditions of purchase policy.

Changes to this privacy notice

We may change this notice from time to time and any changes will be posted to this page.
Last update: 22/09/2020