Privacy Policy

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1. Introduction and Purpose of this Notice

1.1 This notice explains how we collect and protect data. It sets out the type of data that is collected, why it is collected, what it will be used for, and what your rights are in respect of your information. It also explains how the law safeguards you and outlines your privacy rights.

1.2 This notice is important because we take the protection of your information seriously. It is designed in accordance with the EU General Data Protection Regulation (“GDPR”) and other applicable privacy and data protection laws.

1.3. In terms of applicable privacy laws, this notice may also apply in respect of other third parties, acting on our behalf when providing either you or ourselves with services necessary for giving effect to our agreements with you.

2. What is Personal Information and Data?

2.1. ‘Personal information’ means any information that is recognised as such in terms of the General Data Protection Regulation 2016/679 and includes any information which identifies you.

2.2. ‘Personal data’ means any information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

3. What Information Do We Collect?

3.1. When you use our website, we may collect and store the following information and Personal Information:

• 3.1.1. your personal name, entity name, job title and/or email address.
 
• 3.1.2. correspondence via the website and information relating to transactional activity via the website.
 
• 3.1.3. standard web log information such as website connection information, IP address and country.
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• 3.1.4.  information about the usage such as statistics on page views and traffic to and from the website.
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• 3.1.5. any permissions, consents or preferences that you give us.
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• 3.1.6. any other information you choose to provide to us through all available channels such as user surveys, the website or interacting with our services.

4. When Will We Use Your Personal Information?

4.1.  In order to make the information that we gather useful, we will process the information. “Process” refers to how we collect, use, store, make available, destroy, update, disclose, or otherwise deal with your personal information.

4.2. We are committed to protecting your personal information and only using it for very specific purposes.

4.3. In general, we will only process your personal information if we need it to provide a service to you. For example, if you have entered into an agreement with us, in order for us to fulfil our contractual obligations to you, comply with obligations imposed by law; or to protect your legitimate interests.

4.4. We will retain and evaluate information on your recent visits to our website and how you move around different sections of our website for analytics purposes to understand how people use our website so that we can make it more intuitive.

4.5. In addition, we may process your information where lawful purposes require it:

• 4.5.1. if the processing is needed to create, use or protect a right or obligation in law
• 4.5.2. if the processing is for statistical or research purposes, and all legal conditions are met
• 4.5.3. if the special personal information was made public by you
• 4.5.4. if the processing is required by law

4.6.  We may also process your personal information using trusted Artificial Intelligence (“AI”) tools as part of our data processing operations.These tools are used to enhance the accuracy, speed, and scalability of our services. Where we use AI tools to process your personal information, we maintain strict oversight and human review to ensure that your data is handled with the highest standards of integrity and confidentiality.

4.7.  Where our use of AI tools involves the processing of special categories of personal data (including but not limited to health data, data relating to minors, or financial information), we will obtain your explicit consent prior to such processing, unless another valid ground for processing such data exists.

5. What Legal Basis Do We Have To Process Your Information?

5.1. We have a legal basis to process information where:

• 5.1.1. You have given us consent to process your data. Such consent must always be freely given, specific, informed and unambiguous. Where we process special categories of personal data, including through the use of AI tools, we will seek your explicit consent prior to such processing, unless another valid ground for processing such data exists.
• 5.1.2. There is a contract in place between us and we need to process information to execute our obligations under the contract.
• 5.1.3. We are obliged to process or store your information in order to comply with our obligations under various laws.
• 5.1.4. Processing is necessary for the purpose of legitimate interests.

6. Where Is Your Data Processed and Stored?

We store your data on the Amazon Web Services server in the United Kingdom.

7. Transfers to Third Countries and Safeguards We Have in Place

7.1. The nature of the service provided by us means that we operate globally. This means that your personal information may be shared with our network of companies in other countries and processed in those countries under relevant privacy rules.

7.2. Nevertheless, we will only transfer your personal information in certain circumstances. This would include:

• 7.2.1. where your personal information will be adequately protected in that third party (either by law or agreement with the third-party recipient);
• 7.2.2. where the transfer is necessary to enter into, or perform, under a contract with you or a contract with a third-party that is in your interest; or
• 7.2.3. where you have consented to the transfer.

7.3. This transfer will happen within the requirements and safeguards of applicable laws or privacy rules that bind us. Where we transfer your personal information to countries outside the United Kingdom or European Economic Area, we will do so using appropriate mechanisms such as adequacy decisions, standard contractual clauses or explicit consent.

7.4. Where possible, the party processing your personal information in another country will apply the same level of protection as available by law in your country, or if the other country’s laws provide better protection, the other country’s laws may be agreed to and applied.

7.5. We will also ensure that if a third country’s data protection laws are not equivalent to acceptable standards, steps will be taken to adopt supplementary measures.

We will re-evaluate the transfer mechanisms and the privacy laws of these third countries from time to time to ensure that an adequate level of protection is maintained.

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8. Marketing

We may use your personal information to send you information about products and services that we think may be appropriate for you.  In all cases, you can request that we stop sending marketing communications to you by emailing legal@playroll.com or unsubscribing through marketing emails.  

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9. What Are Your Data Protection Rights?

9.1. It is important to us that you are aware of all of your data protection rights. You are entitled to the following:

• 9.1.1. The right to access – you have the right to request copies of your personal data from us.
• 9.1.2. The right to rectification – you have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete any information you believe is incomplete.
• 9.1.3. The right to erasure – you have the right to request that we delete your personal data where, for example, the data is no longer necessary for the purpose for which it was collected, or where you have withdrawn your consent and no other legal basis for processing applies.
• 9.1.4. The right to withdraw consent — where we rely on your consent as our legal basis, you may withdraw it at any time without affecting the lawfulness of processing prior to withdrawal.
• 9.1.5. The right to restrict processing – you have the right to request that we restrict the processing of your personal data, under certain conditions.
• 9.1.6. The right to object to processing – you have the right to object to our processing of your personal data, under certain conditions.
• 9.1.7. The right to object to decisions that are based solely on automated processing or profiling — you have the right to object to such decision as a result of such processes, request human review, and express your point of view before any decision is finalised.
• 9.1.8. The right to data portability – you have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

9.2. To exercise your rights in respect of any of the above, including to opt out of any disclosure of your personal data, you can email us at legal@playroll.com.

10. For How Long Will We Hold Your Information?

10.1. We will only keep your personal information for as long as:

• 10.1.1. the law requires us to do so;
• 10.1.2. a contract between us requires us to keep it;
• 10.1.3. you have consented to our keeping of it; or
• 10.1.4. we require it for a lawful business purpose, to achieve any purpose set out in this notice, or for statistical and/or research purposes.  

10.2. Once these time periods have expired, we will take steps to delete your data.  

10.3. We will keep your personal data only for as long as needed to achieve the purposes for which it was collected and processed, in accordance with applicable law.

10.4. We will not keep your personal data for longer than is necessary for the relevant processing purpose.

10.5. In specific, please note the following:

10.5.1. If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

10.5.2. For users that register on our website, we also store the personal information provided in the user profile. Website administrators can also see and edit that information.

11. Changes to This Notice

We may change this notice from time to time if required by law or as a result of changes to our business practices. The latest version of the notice will be displayed on our website and you should check it periodicially.  Your continued use of the website will be deemed as Your acceptance of any changed terms.

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12. Responsible Party 

Playroll is the responsible party in respect of the information we collect about you.  It is responsible for determining why and how your personal information will be used.  Playroll’s data privacy officer can be contacted at legal@playroll.com.

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13. Links to Other Websites

13.1. Our website may contain links to third party websites. You should be aware that these third-party websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content.

13.2. Our privacy policy applies only to our website, so if you click on a link to another website, you make sure that you are comfortable with the terms of that website.

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14. Complaints

14.1. You have a right to file a complaint regarding any infringement of personal information with either us or a supervisory authority with jurisdiction.

14.2. As we are registered in the United Kingdom and Wales, please take note of the contact information for the Information Commissioner’s Office:

icocasework@ico.org.uk

Telephone: 0303 123 1113  

Textphone: 01625 545860  

Wycliffe House Water Lane

Wilmslow

Cheshire

SK9 5AF

Email: casework@ico.org.uk

14.3. Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

15. Use of Artificial Intelligence Tools

15.1. As part of our ongoing commitment to innovation, efficiency, and service quality, we have incorporated trusted AI tools into certain aspects of our data processing operations. These tools assist us in enhancing the accuracy, speed, and scalability of the services we provide.

15.2. Your data will not be used in automated profiling and solely automated decision making processes.

15.3. All AI processing is conducted in a secure, controlled environment. No changes have been made to how your data is stored or protected as a result of our use of AI tools. Our use of AI remains fully compliant with applicable data protection laws and our existing agreements with you.

15.4. We continue to maintain strict oversight and human review in all processes involving AI, ensuring that your data is handled with the highest standards of integrity and confidentiality.