GDPR & Data Protection Policy

Data Protection Privacy Notice

When you use esphera.co.uk services you trust us with your information. This Privacy Policy is updated regularly to ensure that your data is kept safe and you get every opportunity to manage the data you give us, check in on it as often as you like and be completely deleted from our records if you choose.

This policy will also explain what data we collect, why we collect it and how we will use your information. This information is extremely important; we hope you take the time to read it.

Information We Collect

Esphera (Esphera Solutions Limited) recognise that the marketing information we maintain must be used responsibly, in beneficial ways and with respect to individual choice.

We have a strict privacy policy and your name, email address and other details will NOT be given to a third party outside of Esphera.

Use of Your Information

All information collected by us is done so for scheme membership administration reasons related to the services we believe will be relevant to your interest based on your communication history with us. All promotional material sent from us will provide customers with notice of their ability to opt-out of promotional activities.

We will honour our customers’ requests not to receive e-mail, mail, telephone or other solicitations from Esphera.

The following is a list of purposes for which your personal information will be used:

• We will send you information about your enquiries and/or participation in our virtual mutual.
• We will send you information on our products, services and promotions.

GDPR (General data protection regulation) Updates

General data protection regulation is a legal framework that sets out the guidelines for the collection and processing of data information of individuals within the EU. The legislation came into effect on 25th May 2018. Please email us at gdpr@esphera.co.uk with all related enquiries.

Safe & Secure

Esphera will never sell, rent or trade your personally identifiable information to any third parties.

Our networks are all secured and your personal details are contained within these networks. Access is only given to a small number of people who need to see it in order to fulfil your requests.

Like all organisations, Esphera is bound by the law and if required to do so (for example, when requested by the police or a regulatory or government authority investigating illegal activities) we would have to share your information.

Use of Cookies

All Esphera websites operate on a secure web servers which automatically records your public internet protocol (‘IP’) address and also generates a log file.

A cookie is a small file of letters and numbers sent to your computer when you visit a website. If you visit the same website again, the information stored in the cookie can be retrieved to notify the website (and only that website) of your previous activity. Cookies cannot be used by themselves to identify you. Cookies cannot give us access to your computer or to information beyond what you provide us. Cookies will not damage your computer.

Esphera’s websites uses cookies to help you log in more quickly.

Our cookies help us:

• Make our website work as you’d expect
• Save you having to log in every time you visit the site
• Remember your settings during and between visits
• Improve the speed/security of the site
• Continuously improve our website for you
• Make our marketing more efficient (ultimately helping us to offer the service we do, at the price we do)

 We do not use cookies to:

• Collect any personally identifiable information (without your express permission)
• Collect any sensitive information
• Pass data to advertising networks
• Pass personally identifiable data to third parties
• Pay sales commissions

Third-party functions

Our site, like most websites, includes functionality provided by third parties. Our site includes the following, which use cookies:

• Google Analytics

Disabling these cookies is likely to break the functions offered by these third parties.

Your Rights

Under the Data Protection Act and the General Data Protection Regulations, you have many rights to enable you to control how organisations use and control your data. These include:

• The right to be informed
• The right of access
• The right of rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
• The right not to be subject to automated decision-making including profiling

We hope that our Privacy Policy has explained how we work to ensure all your rights are adhered and respected.

How To Access Your Information

If you wish to amend or remove your information from our database, unsubscribe from our newsletter and any other marketing contact, or access what personal information we hold about you, simply email your request to our team at gdpr@esphera.co.uk

We will reply to you within 7 working days by email to fulfil your request.

Reporting Security Issues

The Esphera team takes security bugs seriously. We appreciate your efforts to responsibly disclose your findings and will make every effort to acknowledge your contributions.

To report a security issue, email support@esphera.co.uk and include the word “SECURITY” in the subject line.

Esphera’s IT team will send a response indicating the next steps in handling your report. After the initial reply to your report, the security team will keep you informed of the progress towards a fix and full announcement and may ask for additional information or guidance.

You can also report a website error through support@esphera.co.uk please include the URL of the page you were on with detailed description of your actions to help us reproduce the issue.

Give Us Your Feedback

If you have any comments or concerns about this policy or any other area of our website, please contact us online or email gdpr@esphera.co.uk to send us your feedback.