Privacy Notice

Welcome to the Served Up Ltd (“ServedUp”) Privacy Notice.

ServedUp respects your privacy and is committed to protecting your personal data. This Privacy Notice will inform you as to how we look after your personal data when you visit our Website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

This Privacy Notice is provided in a layered format so you can click through to the specific areas set out below. Please also use the Glossary to understand the meaning of some of the terms used in this Privacy Notice.

1. Important information and who we are

2 The data we collect about you

3 How is your personal data collected?

4 How we use your personal data

5 Purposes for which we will use your personal data

6 Disclosures of your personal data

7 International transfers

8 Data security

9 Data retention

10 Your legal rights

11 Glossary

1. Important information and who we are

1.1 Purpose of this Privacy Notice

This Privacy Notice aims to give you information on how ServedUp collects and processes your personal data through your use of this Website.

This Website is not intended for children, and we do not knowingly collect data relating to children.

It is important that you read this Privacy Notice together with any other Privacy Notice or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Privacy Notice supplements other notices and privacy policies and is not intended to override them.

1.2 Controller

Served Up Ltd is the controller and responsible for your personal data (“ServedUp”, “we”, “us” or “our” in this Privacy Notice).

If you have any questions about this Privacy Notice, including any requests to exercise your legal rights, please contact us using the details set out below.

1.3 Contact details

If you have any questions about this Privacy Notice or our privacy practices, please contact us in the following ways:

Full name of legal entity: Served Up Ltd

Company Number: 04555918

Head of Compliance: dpo@servedup.co.uk

Postal address: Hartlands, 100 Crouch Hill, London, UK. N8 9EA

Telephone number: +44 (0)20 3030 3000

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator 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.

1.4 Changes to the Privacy Notice and your duty to inform us of changes

We keep our Privacy Notice under regular review. This version was last updated in January 2023. Any updates will be published on our website.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

1.5 Third-party links

This 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 Privacy Notice of every Website you visit.

2 The data we collect about you

2.1 Person Data

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

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, title and gender.

Contact Data - includes phone number, mailing address, email address, and other contact details.

Basic Data – includes organisation, job responsibilities.

Registration data - includes Newsletter requests, event/seminar registrations, dietary preferences, subscriptions, and downloads.

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 this Website.

Usage Data - includes information about how you use our Website and services.

Marketing and Communications Data - includes Data about individual participation in conferences and in-person seminars, credentials, associations, product interests, and preferences.

Customer Service Data - includes Personal Data received from customers in respect of employees, customers or other individuals known to customers, invoicing details and payment history, and customer feedback.

Compliance Data - includes Government identifiers, passports or other identification documents, dates of birth, and due diligence data.

Job Applicant Data - includes Data provided by job applicants or others on our Website or offline means in connection with employment opportunities, which also may be subject to an additional relevant local recruitment privacy policy.

Device Data - includes Computer Internet Protocol (IP) address, unique device identifiers, cookies and other data linked to a device, and data about usage of our Website.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific Website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Notice.

2.2 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 our services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

3 How is your personal data collected?

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your personal data directly by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you apply for our services, subscribe to our publications, access our website, request marketing or other information, give us feedback or contact us.

Automated technologies or interactions.

Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:

Technical Data from the following parties.

4 How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Where we need to comply with a legal obligation.

Please see below to find out more about the types of lawful basis that we will rely on to process your personal data.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

5 Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

5.1 Data Usage

For each of the following activites, we list the type of data and specify the lawful basis for processing that data including any basis of legitimate interest that we may have to do so.

Activity: To register you as a new customer

Type of Data: (a) Identity, (b) Contact.

Basis: Performance of a contract with you

Activity: To perform our services including: (a) Manage payments, fees and charges and (b) Collect and recover money owed to us

Type of Data: (a) Identity, (b) Contact, (c) Customer Service, (d) Marketing and Communications

Basis: (a) Performance of a contract with you, (b) Necessary for our legitimate interests (to recover debts due to us)

Activity: To manage our relationship with you which will include ,notifying you about changes to our terms or Privacy Notice

Type of Data: (a) Identity, (b) Contact, (c) Customer Service, (d) Marketing and Communications

Basis: (a) Performance of a contract with you, (b) Necessary to comply with a legal obligation, (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our services)

Activity: To administer and protect our business and this Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

Type of Data: (a) Identity, (b) Contact, (c) Technical

Basis: (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise), (b) Necessary to comply with a legal obligation

Activity: To deliver relevant Website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

Type of Data: (a) Identity, (b) Contact, (c) Customer Service, (d) Usage, (e) Marketing and Communications, (f) Technical

Basis: Necessary for our legitimate interests (to study how customers use our services, to develop them, to grow our business and to inform our marketing strategy)

Activity: To use data analytics to improve our Website, services, marketing, customer relationships and experiences

Type of Data: (a) Technical, (b) Usage

Basis: Necessary for our legitimate interests (to define types of customers for our services, to keep our Website updated and relevant, to develop our business and to inform our marketing strategy)

Activity: To make suggestions and recommendations to you about services that may be of interest to you

Type of Data: (a) Identity, (b) Contact, (c) Technical, (d) Usage, (e) Customer Service, (f) Marketing and Communications

Basis: Necessary for our legitimate interests (to develop our services and grow our business)

Activity: To address compliance and legal obligations, such as checking the identity of new customers and to prevent money laundering and/or fraud and identity fraud

Type of Data: (a) Compliance, (b) Technical, (c) Usage, (d) Customer Service

Basis: Necessary for the purposes of complying with legal requirements to which we are subject.

Activity: To consider individuals for employment and consultancy opportunities and manage on-boarding procedures

Type of Data: (a) Compliance, (b) Job Application

Basis:Necessary for the purposes of recruitment and for complying with legal obligations to which we are subject.

5.2 Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:

5.3 Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Customer Service Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us and you have not opted out of receiving that marketing.

5.4 Third-party marketing

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

5.5 Opting out

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of providing our services.

5.6 Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when Websites set or access cookies. If you disable or refuse cookies, please note that some parts of this Website may become inaccessible or not function properly.

For more information about the cookies we use, please see our Cookie Policy.

5.7 Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

6 Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table above.

6.1 Internal recipients within ServedUp

Personal data may be shared within ServedUp for the purposes of our legal obligations, preventing fraud and/or improving the security of our or services, improving our services, or because you have given consent. Internally, data may be shared with personnel in our various legal, administrative, IT and technical departments.

6.2 External recipients outside ServedUp

ServedUp does not share or sell personal information about customers. However, personal data may be handled on behalf of ServedUp by trusted external service providers. In such cases, ServedUp shall ensure that all of the service partners with whom we do business protect the confidentiality and security of customer data.

ServedUp may, for example, buy in services which require the processing of personal data relating to our customers and/or the users of our products and services from:

• service providers who assist and support ServedUp with running our website or other IT services.

• providers of payment services.

• couriers and postal service providers.

• consulting firms providing specialist services to ServedUp (security auditors, legal advisors, accountants etc.).

• Service providers acting as processors based the United Kingdom who provide IT and system administration services.

• Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.

• HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

7 International transfers

We are located in the UK, but our consultants work internationally from time to time. This might involve transferring your data outside the UK. Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.

Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

8 Data security

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. 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.

We have 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.

9 Data retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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 and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

10 Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please refer to the Glossary below to find out more about these rights.

If you wish to exercise any of the rights set out below, please contact us at dpo@servedup.co.uk

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 could refuse to comply with your request in these circumstances.

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.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

11 Glossary

11.1 LAWFUL BASIS

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. 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). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

11.2 YOUR LEGAL RIGHTS

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 and to check that we are lawfully processing it.

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. You also have the right to ask us to delete or remove your personal data 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:

If you want us to establish the data’s accuracy.

Where our use of the data is unlawful, but you do not want us to erase it.

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.

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.