Data Protection Statement
To view simplified details of how we collect, store and process your information please click here
The Data Protection Act (DPA) applies to anyone who handles or has access to information about individuals. The DPA gives rights to the people the information is about and helps ensure that the information held on computers and in paper-based systems is managed properly.
MailPay Ltd is a data controller and has two main obligations under the Act:
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To notify the Information Commissioner that information about individuals is being collected, processed and held.
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To follow the eight principles set out in the Act - which are that all personal information about individuals should be:
Processed fairly and lawfully
Making people aware of why we are collecting their information, what we intend using it for, and who else we may be sharing it with.
Processed for limited purposes and in an appropriate way
Only using the information we’ve collected for the purpose we said
Relevant and sufficient for the purpose
Only asking for information we need as opposed to information that may be useful in the future for something else
Accurate
We facilitate regular updates to the information we hold which enables personal data to be kept up-to-date
Kept for as long as is necessary and no longer
However, this may be a very long time if statute says records should be keep for a particular number of years
Processed in line with individuals’ rights
We should treat your information the same way we would like our own personal information to be treated
Secure
This means we must ensure that your information cannot be accessed by anyone that isn’t authorised
Only transferred to other countries that have suitable data protection control
Making sure that data transferred to other countries will be as secure there as it would be within the UK
Personal data
Personal data is any information including facts and opinions and any indication of intentions, which relates to a living individual who could then be identified from that information. For example, name, address, date of birth, National Insurance number, bank account details.
Personal data can also be ‘sensitive’. This is information about your racial or ethnic origin, political opinions, religious beliefs, trade union membership, physical or mental health or condition, sexual life, criminal offences, proceedings and convictions.
We can only collect and hold this information for specific purposes (for example equal opportunities monitoring).
Information disclosure
Personal information cannot usually be released to anyone else without your consent or knowledge. There are, however, certain circumstances when a third party (specifically a government agency or law enforcement agency) can request information about you and we would be obliged to give it. For example:
When the disclosure is for the purposes of preventing or detecting crime and to obtain your consent first would be likely to prejudice those purposes
Where the disclosure is required by law or by a court order.
Likewise, if you ask for information about another person other than yourself, your request will be rejected except in the following situations:
Parents can request information about their children if the children concerned are under 12
The person you are asking about has given their written consent allowing us to disclose their information to you
You are legally allowed to act on their behalf (Power of Attorney).
To request access to information that we may hold about you, you will need to send us a request in writing and post it to the address below, you must quote your full name, date of birth and membership number (which can be found on the member "Edit Details" page) in any such communication.
Remember that if you are applying on someone else’s behalf, you must also enclose either their signed, written consent, or proof that you are legally entitled to act for them.
You will receive a response within 40 days of us receiving your written request and the fee. If we do not have enough information we will contact you and ask for more details. The 40 day period of response will begin from the day we receive sufficient information to enable a search and the fee.
The information that you can expect to receive from us is a copy of anything we can locate in whatever format we hold it in; for example, screen prints of databases, copies of documents held in manual filing, CCTV footage.
There are some instances where we may not be able to release some of the information we hold about you to you. The main reasons for not disclosing information to you are:
Personal Information (if the release of documents containing your information would disclose the identity of someone else).
Crime and taxation - (if the release of information would prejudice the prevention/detection of crime, the prosecution of offenders, or the assessment/collection of any tax or duty).
National Security (if National Security would be compromised by the release of the information).
Occasionally your records may contain elements that it would not be appropriate for you to see (e.g: personal information about other individuals). Rather than withhold the whole record or document, we may depersonalise or anonymise it, in which case there may be some blacked-out sections within the records.
If you find incorrect information held about you then please write and tell us what is wrong and how it should be corrected. We must not, knowingly, give the information to the wrong person. As a Data Controller, we must do our best to ensure that the information asked for is given only to the person to whom it refers, or their authorised representative. We may therefore ask for some form of identification before we hand any information over.
If you have any queries, please contact the Data Protection Controller:
Write to: Data Protection Controller, MailPay Limited, Unit 24 Billing Arbours House, Heather Lane, Northampton. NN3 8EY
Simplified Privacy Policy Details Top
When & How does MailPay collect information about me?
MailPay collects information about you when you register and each time you answer a survey question.
Do I have to provide my information?
Certain registration data must be supplied to validate your account but answering survey questions is optional.
How will my information be used?
Advertisers use information about you to select you to receive emails through our email "gateway" which are likely to be of interest or which are relevant to you. Your information can not be used by advertisers to identity who you are or where you live. The only exception to this is if we receive a request from someone with appropriate authority e.g. the police.
Who owns the information I give MailPay.co.uk?
You remain the owner of any information that you give us.
Can I easily remove my information?
Surveys can be re-taken at any time allowing you to change or delete your answers. Using our Contact Us form you can ask us to delete your MailPay account which removes you from our system. If we receive a removal request we will action it at the next available opportunity, excluding details of any transaction/reward history which we may be obliged to store.
How long do you keep my information?
Registration information is stored until such time as you ask us to cancel your membership. Your answers to survey questions are stored for up to 1 year from the last date you visit each survey. If you do not re-visit a survey within 12 months the survey will "lapse" automatically removing all your answers to that survey.
How safe is MailPay.co.uk?
Because we don't release your information to advertisers and only allow use of it within the MailPay system advertisers can not personally identify you and have no way of contacting you outside of MailPay unless you specifically invite them to.
