The information we collect about you and how we do it
If you are a Customer and/or a Member, we need information about you. If you use the Web Site, you are in control of what information we collect about you, but if you choose not to share your information, you may not be able to access or use some of the services offered on the Web Site.
How we collect information about you
We will ask for information about you when you:
- advertise with us;
- register to use the Web Site;
- set up, look at, or change your profile or account with us;
- ask for information from us;
- give us a testimonial or other feedback;
- enter competitions, prize draws or other special promotions; or
- fill in surveys.
We may ask other organisations for information about you, for example, if we check your credit rating or credit score, before we provide credit to you to allow you to buy advertising. We also buy business information from other organisations, so we may get information about you from those organisations.
What information we collect
The information we collect and hold about you may include your:
- name (first and last name);
- business name;
- job title;
- business address;
- phone and/or mobile phone numbers;
- e-mail address;
- bank account, debit card and/or credit card details;
- date of birth;
- credit history, credit rating or credit score;
- password details, answers to security questions (for example your mother's maiden name) or both; and
- any other information you may give us when you write to us or contact us in other ways.
Why we need your e-mail address
When you become a Customer and/or a Member, we collect your e-mail address. We may use it for account administration and for added security. We may use your e-mail address to send you a confirmation of any profile or account changes you make. We might also use your e-mail address to bring you news such as changes to the way you can use the Roomar Directory or new services and special offers we think you might be interested in. For more information on direct marketing and how to change your preferences, please read Section 4 - Direct marketing, and how you can change your marketing preferences.
How we will use information we collect about you
When you use the Web Site
Web Site customisation and advert targeting
We may use the information you give us about yourself when you register on the Web Site to build up a picture of your interests. We may then use this information to try to make sure that when you visit the Web Site, you don't miss offers and information that might interest you. This is called advert targeting.
Tracking how the Web Site is used
We may collect information about activity on our Web Site, or we may use other organisations to collect the information and to share the results with us. We use this information to:
- analyse statistics;
- track pages and paths used by visitors to the Web Site;
- target the banner adverts on the Web Site and on the web sites of other organisations; and
- track the use of our internet banner adverts and other links from our marketing partners' websites to our Web Site.
For these purposes, we and the other organisations we use, may keep information on the path you take to get to the Web Site and on some of the pages you visit on the Web Site, by using cookies and web beacons. You cannot be personally identified from the information that we or these other organisations collect. For information about web beacons or the organisation we use (including how to decline their cookies), please read Section 10 – Using Cookies on the Web Site and how you can reject them.
When you order our services
If you advertise with us, or set up, look at or change your account details or contact our customer services team, we will record your personal details. Your information will be used in the first place to provide the services or information you have asked for. We keep the information you provide and may use it for several purposes, including:
- accounting, billing and audit;
- credit checking or screening;
- credit, debit or other payment card verification and screening;
- debt collection;
- safety, security, health, administrative and legal purposes;
- analysing statistics, the market and marketing information;
- developing, testing and maintaining systems;
- studies, research and development;
- advertiser or user surveys; and
- customer services and to help us in any future dealings with you, for example by identifying your requirements and preferences.
For these purposes we may disclose your information to one or more of the other organisations listed in Section 5 – Who we may share your personal information with.
If you give us feedback, we may use it to improve our services and we may publish it on-line or off-line to promote our business, products and services. We will ask for your permission before we publish it.
For information on how we may market to you, please read Section 4 - Direct marketing and how you can change your marketing preferences.
When we will contact you
We may contact you:
- about any service you have asked for or ordered, in order to provide you with that service;
- about information you have asked for, in order to answer your request;
- if you have given us feedback, to discuss that feedback or ask your permission to publish it;
- if you have chosen to receive further information from us;
- to invite you to take part in surveys about our services (it is always up to you whether you want to take part); and
- for marketing purposes, unless you tell us to stop (for more information, please read Section 4 – Direct marketing and how you can change your marketing preferences).
Direct marketing and how you can manage your marketing preferences
We offer you the chance to receive important news from Roomar and information about our services, such as changes to the way you can use the Web Site and new services and special offers you might be interested in. We may use your order history to send you information we think you may be interested in.
Unless you tell us otherwise, if you order any of our services, we will contact you every now and again with news from Roomar, with information about our services and to see if you would like to renew or buy more advertising from us.
Unless you tell us otherwise, we may contact you by phone, post, e-mail, text message or any other way (electronic or otherwise). We will normally send you direct marketing by e-mail if we have your e-mail address.
If you would like us to stop sending direct marketing to you, we offer simple ways for you to tell us to stop. Whenever you receive direct marketing from us, we will tell you how to unsubscribe. Also, if you are registered on the Web Site, you can change your marketing preferences at any time by logging on and changing the marketing preferences in "Your Profile". If you prefer, you can also change your marketing preference by phoning or writing to our customer services team using the address or phone number below:
Customer Services, Roomar Limited (Company Number 06878384), 45 Station Road, Longfield, Kent DA3 7QD;
Telephone Number: 01474 36 25 23.
If you tell us that you do not want to receive direct marketing, we will still contact you in order to confirm and carry out any requests or orders you make with us and for administration purposes.
If you previously chose not to receive direct marketing, but you have changed your mind and would now like to receive news, information and special offers from us, you can sign up again at any time through the Web Site. Simply log on to your Roomar Directory Account and change the marketing preferences in "Your Profile". If you prefer, you can also change your marketing preference by contacting our customer services team using the details above.
Who we may share your personal information with
We may need to share your information with other organisations to provide you with the services or information you ask for. We may pass your information to one or more of the following organisations:
- credit checking or screening service providers;
- payment processing organisations (such as PayPal);
- debt collection agencies;
- data processing companies;
- mailing houses working on our behalf;
- research students, universities and other research and development organisations;
- government and enforcement agencies, such as Trading Standards, and the police.
Occasionally, this may involve sending your information outside the European Economic Area. For more information, please read Section 6 - Where we process your personal information.
Unless you ask us not to at the time we collect your personal details, we may pass them to Experian Limited, who may use them for marketing or sell them to other organisations for marketing purposes. If you do not want to receive direct marketing from Experian or these other organisations, you should contact them directly.
If you advertise with us, we may share any business address you give us with your customers on a case by case basis if there is a genuine consumer dispute, whether or not your address is published in your advertising and whether or not you agree for us to share it.
Every now and again, we receive requests for information from government departments, the police and other enforcement agencies. If this happens, and there is a proper legal basis for providing your personal information, we will provide it to the organisation asking for it.
Where we process your personal information
When we use your information as described in Section 2 - How we will use information we collect about you, this may occasionally involve sending your information outside the European Economic Area (EEA). Where we do this, we make sure that appropriate steps are taken to protect your personal information and your rights. By providing us with your personal information, you agree that we may transfer, store and process your information outside the EEA.
How to keep your information up to date
You can view and update your personal details quickly and easily by logging onto the Web Site.
How we keep your information secure
We take the security of your personal information very seriously. We have put in place technology and security policies which are designed to protect the personal information that we hold about you. We also follow the strict security procedures that privacy laws require. These cover storing, using and releasing any information you have provided, and preventing unauthorised access or use.
Why we link to other websites
Our Web Site contains hyperlinks to websites that are owned and operated by other organisations. These websites have their own privacy and cookie policies, and we urge you to read them. They control how your personal information is used when you give it to these other organisations or they collect it with cookies. We do not approve any other websites and we are not responsible for any information, material, products or services that are on or accessible through those websites or for the privacy practices of websites run by other organisations. If you use these other websites you do it at your own risk.
Using cookies on our websites and how you can reject them
The first type is a 'session-based' cookie. This means that it is only saved on your hard disk for the time you are using our Web Site. On our Web Site, this cookie helps the website to 'remember' that you are logged into the site. If you log in and then don't do anything for 20 minutes you will get a message telling you that your session has timed out and that you need to log in again. This is a security measure to help us protect your information.
The second type of cookie stays on your hard disk for up to five years. This 'persistent' cookie helps us understand the number of different people coming to the Web Site, rather than the total number of times the site is used. Without the persistent cookie, if you visited the Web Site once each week for three weeks we would count you as three separate users. We also use them for research surveys, to make sure you are not invited to fill in a questionnaire too often, or after you have already done so.
If you do not want a website to create a cookie on your computer, most web browsers provide the option to disable them. However, our Web Site may not work properly if you reject our cookies.
A web beacon - sometimes called a clear GIF (Graphics Interchange Format) or pixel tag - is a line of code that we have installed on some of our pages to help us learn more about how our visitors make use of the content and services that we offer, and to count how often people visit different areas of the Web Site. A web beacon is invisible to you and doesn't affect the content you see.
Web beacons help us provide a better service to you by allowing us to understand which areas of the Web Site is more popular with visitors than others. We do not use web beacons to collect any personal information about you, but they allow us to build up general information about how people use the Web Site. Certain pages on the Web Site may also contain web beacons put in place by our advertising agencies so that we can measure how useful our advertising on other websites is. Web beacon files let our agency recognise a unique cookie on your web browser, which in turn means we can learn which adverts bring users to our Web Site. The web beacon only records a limited amount of information that includes the cookie number, the page ID and the time and date you accessed the page. It does not contain your name, address, telephone number or e-mail address.
What rights you have in your personal information and how you can use them
You have the right to ask us not to use your personal information for marketing purposes. We will usually tell you when we collect your personal details if we are planning to use them for marketing purposes or if we plan to pass them to any other organisation for marketing purposes. For more information, please read Section 4 - Direct Marketing and how you can manage your marketing preferences.
You have the right to see information we hold about you (with some exceptions, which are described in the privacy laws). If you would like a copy of your personal information, you should contact our Data Protection Officer. You will need to pay a processing fee of £10.
If you prefer, you can also change the personal details we hold by contacting our customer services team using the address or phone number below.
Customer Services at Roomar Limited (Company Number 06878384), 45 Station Road, Longfield, Kent DA3 7QD;
Telephone Number: 01474 36 25 23
The following documents are also available for your review: