Privacy Policy – Book Club Buddies

Book Club Buddies® Privacy Policy

Welcome to the Book Club Buddies® Privacy Policy.

This website, bookclubbuddies.com (our website) is provided by Lizzy Laymond (‘we’, ‘our’ or ‘us’) a UK qualified teacher living in London. If you want to talk to us then please email us at: info@bookclubbuddies.com.

We are the controller of personal data obtained via our website and as part of our online book clubs, meaning we are the business legally responsible for deciding how and for what purposes it is used.

We take your privacy very seriously and we are registered with the Information Commissioner’s Office under registration number: ZB182788. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share any information relating to parents and children (your personal data) in connection with your use of our website and children’s participation on our book clubs. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have a complaint.

We collect, use and are responsible for certain personal data about parents enrolling their children on any of our online books clubs and the children participating on the online book club. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).

This version of our privacy policy is primarily written for adults, including parents and guardians of child users.

This privacy policy is divided into the following sections:

What this policy applies to
Personal data we collect about you
How your personal data is collected
How and why we use your personal data
Marketing
Who we share your personal data with
How long your personal data will be kept
Cookies
Your rights
Keeping your personal data secure
How to complain
Changes to this privacy policy
How to contact us

What this policy applies to

This privacy policy relates to your use of our website and children’s use of our book clubs.

Throughout our website we may link to other websites owned and operated by certain trusted third parties, for example https://zoom.us/ to recommend related products and services available to you. Those third party websites may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to those third party websites, please consult their privacy policies as appropriate.

Personal data we collect about you

The personal data we collect about you depends on the particular activities carried out through our website and for enrolment on our book clubs. We will collect and use the following personal data:

your name, address and contact information, including email address and telephone number
your child’s name and age
payment records when paying for our online book clubs
details of any information, feedback or other matters you give us by phone, email, post or via social media
your activities on, and use of, our website

If you do not provide personal data we ask for then this may delay or prevent us from providing products and services to you.

We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.

How your personal data is collected

We collect personal data from you:

directly, when you enter or send us information, such as when you enrol for an online book club, send us feedback, post material to our website, complete customer surveys or sign up to a newsletter, and
indirectly, such as your browsing activity while on our website; we will collect information indirectly using the technologies explain in the section on ‘Cookies’ below.

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason, eg:

where you have given consent
to comply with our legal and regulatory obligations
for the performance of a contract with you or to take steps at your request before entering into a contract, or
for our legitimate interests or those of a third party

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).

The table below explains what we use your personal data for and why.

What we use your personal data for	Our reasons
Enrolling your child onto our online book club course and delivering the online book club to your child	To perform our contract with you or to take steps at your request before entering into a contract
To enforce legal rights or defend or undertake legal proceedings	Depending on the circumstances: - to comply with our legal and regulatory obligations - in other cases, for our legitimate interests or those of a third party, ie to protect our business, interests and rights or those of others
Retaining and evaluating information on your recent visits to our website and how you move around different sections of our website for analytics purposes. This helps us to understand how people use our website so that we can make it more intuitive or to check our website is working as intended	Depending on the circumstances: - your consent as gathered using cookies on our website —see ‘Cookies’ below - where we are not required to obtain your consent and do not do so, for our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service to you at the best price
Communications with you not related to marketing, including about changes to our terms or policies or changes to our services or other important notices	Depending on the circumstances: - to comply with our legal and regulatory obligations - in other cases, for our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service to you at the best price
Disclosures and other activities necessary to comply with legal and regulatory obligations that apply to our business, eg to record and demonstrate evidence of your consents where relevant.	To comply with our legal and regulatory obligations
Marketing our services to existing and former customers	For our legitimate interests or those of a third party, ie to promote our business to existing and former customers See ‘Marketing’ below for further information
External audits and quality checks, eg for the audit of our accounts	For our legitimate interests or a those of a third party, ie to maintain our accreditations so we can demonstrate we operate at the highest standards
To share your personal data with members of our group and third parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency In such cases information will be anonymised where possible and only shared where necessary	Depending on the circumstances: - to comply with our legal and regulatory obligations - in other cases, for our legitimate interests or those of a third party, ie to protect, realise or grow the value in our business and assets

See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.

Marketing

We may use your personal data to send you updates (by email, telephone or post) about our online book clubs and other, including offers, promotions or new products and services.

We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. However, where consent is needed, we will ask for this separately and clearly.

You have the right to opt out of receiving marketing communications at any time by contacting us at info@bookclubbuddies.com.

We may ask you to confirm or update your marketing preferences if you ask us to provide further products and services in the future, or if there are changes in the law, regulation, or the structure of our business.

We will always treat your personal data with the utmost respect and never share it with other organisations for marketing purposes.

For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.

Who we share your personal data with

We may share personal data with:

third parties we use to help deliver our services to you, eg delivery companies
other third parties we use to help us run our business, eg website hosts and website analytics providers

We or the third parties mentioned above may occasionally also need to share personal data with:

professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations
law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations
other parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, or in the event of our insolvency—usually, information will be anonymised but this may not always be possible, however, the recipient of the information will be bound by confidentiality obligations

If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).

We will not share your personal data with any other third party.

How long your personal data will be kept

We will not keep your personal data for longer than we need it for the purpose for which it is used. For example, for proper accounting purposes.

Different retention periods apply for different types of personal data. Further details on this are available on request.

Cookies

A cookie is a small text file which is placed onto your device (eg computer, smartphone or other electronic device) when you use our website. We use cookies on our website. These help us recognise you and your device and store some information about your preferences or past actions. For example, we may count the number of people who use our website, monitor how many times a person visits the website, which pages they go to, traffic data and location data. This information helps us to build a profile of our visitors. Some of this data may be aggregated or statistical which means we will not be able to identify you.

We will ask for your consent to place cookies or other similar technologies on your device, except where they are essential for us to provide you with a service that you have requested.

If you do not want to accept any cookies, you may be able to change your browser settings so that cookies (including those which are essential to the services requested) are not accepted. If you do this, please be aware that you may lose some of the functionality of our website.

For further information about cookies and how to disable them please go to the guidance on cookies published by the UK Information Commissioner’s Office.

The cookies we use will only be accessed by us and those third parties named in the table above for the purposes referred to in this cookie policy. Those cookies will not be accessed by any other third party.

The table below provides more information about the cookies we use and why:

Cookie Name	Domain	Type/Purpose	Expiration
YSC	.youtube.com	Advertisement YSC cookie is set by Youtube and is used to track the views of embedded videos on Youtube pages.	Session
VISITOR_INFO1_LIVE	.youtube.com	Advertisement The test_cookie is set by doubleclick.net and is used to determine if the user's browser supports cookies.	15 minutes
test_cookie	.doubleclick.net	Advertisement YSC cookie is set by Youtube and is used to track the views of embedded videos on Youtube pages.	Session
IDE	.doubleclick.net	Advertisement Google DoubleClick IDE cookies are used to store information about how the user uses the website to present them with relevant ads and according to the user profile.	1 year 24 days
CONSENT	.youtube.com	These cookies are set via embedded youtube-videos. They register anonymous statistical data on for example how many times the video is displayed and what settings are used for playback.No sensitive data is collected unless you log in to your google account, in that case your choices are linked with your account, for example if you click “like” on a video.	16 years 3 months 24 days 5 hours
elementor	bookclubbuddies.com	Necessary This cookie is used by the website's WordPress theme. It allows the website owner to implement or change the website's content in real-time.	Never
yt-remote-device-id	.youtube.com	Advertisement These cookies are set via embedded youtube-videos.	Never
yt-remote-connected-devices	.youtube.com	Advertisement These cookies are set via embedded youtube-videos.	Never

Your rights

You generally have the following rights, which you can usually exercise free of charge:


Access to a copy of your personal data	The right to be provided with a copy of your personal data
Correction (also known as rectification)	The right to require us to correct any mistakes in your personal data
Erasure (also known as the right to be forgotten)	The right to require us to delete your personal data—in certain situations
Restriction of use	The right to require us to restrict use of your personal data in certain circumstances, eg if you contest the accuracy of the data
Data portability	The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
To object to use	The right to object: - at any time to your personal data being used for direct marketing (including profiling) - in certain other situations to our continued use of your personal data, eg where we use your personal data for our legitimate interests.

For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under the UK GDPR.

If you would like to exercise any of those rights, please email us—see below: ‘How to contact us’. When contacting us please:

provide enough information to identify yourself and any additional identity information we may reasonably request from you, and
let us know which right(s) you want to exercise and the information to which your request relates

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it.

We also have procedures in place to deal with any suspected data security breach. We will notify you and the Information Commission in the UK of a suspected data security breach where we are legally required to do so.

How to complain

Please contact us if you have any queries or concerns about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner in the UK.

The UK’s Information Commissioner may be contacted at https://ico.org.uk/make-a-complaint or by telephone: 0303 123 1113.

Changes to this privacy policy

We may change this privacy policy from time to time—when we make significant changes we will take steps to inform you, for example via email or by a prominent link to the changes on our website.

How to contact us

You can contact us by email at info@bookclubbuddies.com if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Policy version: September 2021