EYMS Group Limited and subsidiary companies public privacy notice, cookie policy and website terms and conditions

Thank you for using our bus and coach services and for visiting our website www.eyms.co.uk.

We are committed to safeguarding the privacy of our website visitors, service users and other individuals with whom we deal. This policy sets out information about how we use, store and transfer personal data relating to those individuals. We are a data controller in relation to that personal data, which means we determine the purposes and means of the processing of that personal data.

EYMS has a responsibility to ensure that your personal data is protected, which we take very seriously, and we’re committed to keeping your information safe and secure.

Information we collect about you:

  1. Usage data:

    to ensure that our website is useful to all visitors and continues to improve, we may process data about your use of the site. This may include your geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your use. This data, obtained through Google Analytics, is aggregated and anonymised such that it contains no information pertaining to any identifiable individual; as such, it is not personal data per se, but we address it here for completeness’s sake.
  2. Correspondence data:

    we may process information contained in or relating to any communication that you send to us, whether through the site, by email, through social media, or otherwise. This may include the communication content and metadata associated with the communication, as well as any contact details you provide to us, such as your name, email address, phone number, job title, address or social media username. We process correspondence data for the purposes of communicating with you and record-keeping.
  3. Enquiry data:

    we may process information contained in any enquiry you submit to us indicating your interest in our services or business, such as the contents of your enquiry and any contact details you provide to us, such as your name, email address, phone number, job title or address. We process such data for the purposes of addressing your enquiry and providing you with occasional news about our services and operations. If you no longer wish to receive news from us then you can unsubscribe at any time.
  4. Transaction data:

    we may process information relating to transactions, such as bank account details, contact details, or transaction data in relation to payments made by us to you or by you to us. This may include your contact details, or any bank account or sort code information provided for the purposes of making payment, as well as transaction details (such as POs or invoices). The transaction data may be processed for the purpose of supplying or receiving and administering the relevant services and keeping proper records of those transactions, and for making and receiving payments.
  5. Personal data we obtain from others:

    your personal data may be provided to us by someone other than you—for example, by your employer, by an organisation with whom you and we are both dealing, or by someone who wishes to refer you to us or vice versa. Normally this data will be correspondence data, enquiry data, or project data as described above, and will be processed by us for the purposes described above.

We process personal data on lawful bases only. In particular, we process personal data on the following lawful bases identified in Article 6 of the General Data Protection Regulation:

  1. For the performance of a contract with you, or to take steps at your request prior to entering into a contract with you (Article 6(1)(b) GDPR). This may be our basis for processing correspondence data, enquiry data, matter data and transaction data;
  2. For our legitimate interests (Article 6(1)(f) GDPR). This may be our basis for processing:
    1. correspondence and matter data (as we have an interest in properly administering our business and communications);
    2. enquiry data (as we have an interest in developing our business with interested parties);
    3. transaction data (as we have an interest in making and receiving payments promptly and in recovering debts);
    4. any personal data identified in the other provisions of this Notice where necessary in connection with legal claims (as we have an interest in the protection and assertion of our legal rights, your legal rights and the legal rights of others);
    5. any of the personal data identified in the other provisions of this Notice in connection with backups of any element of our IT systems or databases containing that personal data (as we have an interest in ensuring the resilience of our IT systems and the integrity and recoverability of our data).

In addition to the specific purposes for which we may process your personal data set out above, we may process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject (Article 6(c) GDPR), or in order to protect your vital interests or the vital interests of another individual (Article 6(d) GDPR).

Your rights

The rights you have under data protection law are summarised below. Some of these are complex, and not all of the details have been included here. Further guidance can be obtained from your data protection authority — e.g. in the UK, the Information Commissioner’s Office ( www.ico.org.uk )

Your principal rights under data protection law are the right to:

  1. access;

  2. rectification;

  3. erasure;

  4. restrict processing;

  5. object to processing;

  6. data portability;

    To the extent that the legal basis for our processing of your personal data is consent, or the performance of a contract with you, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

  7. complain to a supervisory authority.

You may exercise any of your rights in relation to your personal data by written notice to us.

Providing your personal data to others

We may disclose your personal data to our insurers and/or professional advisers as necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.

We may disclose personal data to our suppliers or subcontractors in connection with the uses described above and delivery of services to you as a customer. For example, we may disclose:

  1. any personal data in our possession to suppliers that host the servers on which our data is stored. In our case, these suppliers are Microsoft Ireland Operations Ltd (who provide Microsoft 365, and who host all our emails, documents and contact information) , and suppliers of our mobile phone app ( BASE Passenger ), website ( Codebase Consulting ) and Wi-Fi ( Icomera ).
  2. correspondence data to suppliers which host email campaigns or send or receive correspondence on our behalf (such as Mailchimp, in relation to enquiries received through our site);
  3. transaction data and billing contact details to our accountants; and
  4. transaction data and other relevant personal data to third parties for the purposes of fraud protection, credit risk reduction and debt recovery.

We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions and applicable law.

In addition to the specific disclosures of personal data set out in this section, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another person.

If any part of our business or operations is sold or transferred to, or integrated with, another organisation, your personal data may be disclosed to that organisation.

Data security

We have 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 who have a business need to know. They will process your personal data only on our instructions and they are subject to a duty of confidentiality.

We have 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.

Retaining and deleting personal data

Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

We will retain and delete your personal data as follows:

  1. usage data (which is anonymised, and not personal data) may be retained by us indefinitely;
  2. enquiry and correspondence data which does not relate to a business relationship with us will be retained for the period of the enquiry or chain of correspondence and then deleted after 12 months;
  3. transaction data, and enquiry and correspondence data which relate to a business relationship with us will be retained for six years after delivery of the relevant service or transaction or the end of the relationship.

We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. For example, certain project and transaction data will be retained for longer than six years in order to comply with HMRC or other tax reporting obligations.

Amendments

We may update this Notice from time to time by publishing a new version on the site. We will notify you of material changes to this Notice using the contact details you have given us, but also recommend that you check occasionally to ensure you are happy with any changes to this Notice.

About cookies

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. A ‘persistent’ cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a ‘session’ cookie will expire at the end of the user session, when the web browser is closed.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

Our Site uses category one and category two cookies. Category one cookies are essential in order to enable you to move around the website and use its features. Category two cookies collect information about how visitors use our Site—for instance, which pages visitors go to most often. All information these cookies collect is aggregated and therefore anonymous. Category two cookies enable us to use Google Analytics for analysing the use of and improving the Site. Google Analytics gathers information about website use by means of cookies. The information gathered relating to the Site is used to create reports about the use of the Site. Google's privacy policy is available at: https://www.google.com/policies/privacy.

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can obtain up-to-date information about blocking and deleting cookies via the support pages made available by your browser operator.

Third parties and security

The site contains links to third-party websites and refers to third-party service providers and other entities. If you follow a link to any third-party website or deal with any third party entity referred to on the site, then you should note that these third parties may have their own privacy and cookie policies, and that we are not responsible for their use of any personal data which you may provide to them. You should ensure that you have read and understood any relevant policies.

Transmission of data

Although we do our best to ensure the security of personal data provided to us (and to use only reputable service providers), any transmission of data to us via the Internet is by its nature insecure and we cannot guarantee the security of any personal data you provide to us, during transmission. Once we have received your information we use strict procedures and security features to prevent unauthorised access.

Data Controller

For the purposes of the Data Protection Act 1998 and the General Data Protection Regulations 2018 the data controller is EYMS Group Limited, whose registered office is 252 Anlaby Road, Hull, HU3 2RS. EYMS Group Limited is registered in England and Wales as company number 2065145

Any queries relating to this document or requests to exercise your rights in respect of personal data should be made in writing to the Company Secretary at the above address.

17-May-18