LAST UPDATED: 16/06/2023
1.2 By using Hamilton Brookes website http://www.hamilton-trust.org.uk (‘Website’), obtaining any products (‘Products’) from the Website or utilising any of the services (‘Services’) set out in the Website or registering for any of Hamilton Brookes’ seminars, you will be providing us with your personal data.
1.4 For the purpose of the Data Protection Act 1998, the data controller is Oxford Brookes University (ICO Registration Number: Z6569324) and the Vice-Chancellor is ultimately responsible for implementation. Responsibility for day-to-day matters will be delegated to the Heads of Faculties and Directors as designated data controllers.
2. What information we collect
2.1 When you visit the Website or obtain any Products and/or Services offered on the Website, Hamilton Brookes may collect information including your name, postal address, e-mail address, telephone number, credit card number and expiry date, list of Products and/or Services obtained and such other relevant information which Hamilton Brookes deems necessary to process your order in respect of the Products and/or Services and provide maintenance and support services.
2.2 Hamilton Brookes may also collect personal information when you contact us, send us feedback, post material to our website or complete customer surveys.
2.3 The processing of your personal information is necessary to enable Hamilton Brookes to provide the Products and Services to you.
2.4 If you give us information on behalf of someone else or on behalf of a school or other legal entity, you confirm that the other person/entity has appointed you to act on his/her/its behalf and has agreed that you can:
2.4.1 Give consent on his/her/its behalf to the processing of his/her/its personal data;
2.4.2 Give consent to the transfer of his/her/its personal data abroad; and
2.6 Hamilton Brookes may monitor and record communications with you (such as telephone conversations and emails) for the purpose of quality assurance, training, fraud prevention and compliance.
2.7 Occasionally Hamilton Brookes may receive information about you from other sources (such as credit reference agencies) which we will add to the information we already hold about you in order to help us provide product and services, improve/personalise our service to you.
2.8 Hamilton Brookes may share your payment details with our chosen payment processer. We will ensure that any third party processor that we use operates with appropriate security measures in place to safeguard that data that we share with them.
2.10 Where necessary, the information collected is transmitted in a secure manner to third parties to assist Hamilton Brookes to provide you with the Products and/or Services requested by you and to maintain our support services.
3. How we will use your information
3.1 Hamilton Brookes collects and processes information about you to deliver the products and services for which you have registered.
3.2 Hamilton Brookes may also use your personal data for the following purposes:
3.3 Hamilton Brookes uses your information collected from the website to personalise your repeat visits to the website.
3.4 In processing your order Hamilton Brookes may send your details to and also use information from accountants, credit reference agencies and fraud prevention agencies.
3.5 Hamilton Brookes may share your personal data with any group companies or charities for the purposes of processing payments and keeping accounts.
3.6 If Hamilton Brookes and/or part of its business is sold or integrated with another business, your details may be disclosed to Hamilton Brookes’ advisers and any prospective purchasers and their advisers and will be passed on to the new owners of Hamilton Brookes.
3.7 Hamilton Brookes reserves the right to disclose your data (and you consent to such disclosure) if Hamilton Brookes is under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply Hamilton Brookes’ Terms and Conditions and other agreements; or to protect the rights, property, or safety of Hamilton Brookes, Hamilton Brookes’ customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
4. Transferring your information outside the EEA
4.1 For the purposes of providing the products and services to you Hamilton Brookes may transfer your personal data to countries outside the European Economic Area. Hamilton Brookes will always ensure any transfer is subject to appropriate security measures to safeguard your personal data.
5.1 Unless you have asked us not to do so, either by contacting us at the email address below or by choosing not to sign-up to receive marketing communications when you first registered, we may contact you by mail, telephone, SMS, fax, email about goods, services, promotions, special offers and charitable causes which may be of interest to you. If you prefer not to receive any direct marketing communications from us, you can opt out at any time by sending an e-mail to email@example.com
5.2 Hamilton Brookes may wish to provide you with information about Products or Services featured on the Website or any other Service or Products Hamilton Brookes thinks may be of interest to you by email or newsletter. Hamilton Brookes will only do this with your consent. You can give this consent when you first register, or at any time when you sign up for our newsletter. If you have consented to receive such marketing material from us or other businesses you can opt out at any time. You should do this by sending an e-mail to firstname.lastname@example.org
5.3 Hamilton Brookes will not share your information for marketing purposes with companies outside our group of companies without your consent.
6. Access to your information and correction
6.1 You have a right to request a copy of the information that we hold about you. If you would like a copy of the personal information that we hold about you, please email or write to us at the following address: email@example.com ; Hamilton Brookes, Oxford Brookes University, Gipsy Lane, Headington, Oxford, OX3 0BP. We may make a small charge for this service.
6.2 We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. If any of the information that you have provided to Hamilton Brookes changes, for example if you change your email address, name or postal address or if you wish to cancel your order, please let Hamilton Brookes know the correct details by sending an email to firstname.lastname@example.org or alternatively, if you can log in to your Hamilton Brookes account, you can make such changes by clicking on the ‘My Account’ link at the top of each page.
6.3 If you contact Hamilton Brookes under clause 6.1 or 6.2 we may request proof of your identity and address.
6.4 Our policy is to retain personal information for 24 months in order to allow you to review or renew your account, but there may be circumstances in which we retain the information for longer or securely delete or return it to you.
7. Website and Cookies
7.1 Cookies are small text files which are placed on to your computer (or other electronic device) when you use our website.
7.5 If you do not want to accept cookies, you can change your browser settings so that cookies are not accepted. You can also delete any cookies from your computer. Refer to your internet browser’s help files. For further information about cookies and how to disable them please go to: www.aboutcookies.org or www.allaboutcookies.org. If you do this, please be aware that you may lose some of the functionality of this website.
7.7 Hamilton Brookes may also use aggregate information and statistics, (but, which will not contain your identifying information) for the purposes of monitoring your usage of the Website in order to help Hamilton Brookes develop the Website and the Products and/or Services offered by Hamilton Brookes. Hamilton Brookes may provide such aggregate information to third parties.
7.8 Hamilton Brookes may collect information which is based upon your behaviour and navigation on the Website. This information allows Hamilton Brookes to carry out internal research on the users’ interest, demographics and behaviour so that Hamilton Brookes can better understand, and in turn provide better information, products and services to you and other customers.
7.9 A complete list of the cookies used on this site and their purpose is given below:
This system uses a standard PHPSESSID cookie to hold information about your browsing session.
3rd party cookies used on this website
This website uses Google Analytics, a web analytics service provided by Google, Inc. Google Analytics sets a cookie in order to evaluate your use of the website and compile reports for us on activity on the site. Google stores the information collected by the cookie on servers in the United States of America. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. By using our website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
How to reject or delete this cookie: http://www.google.com/intl/en/privacypolicy.html
CloudFlare provides security and protection for our website. It saves a cookie on computers in order to record whether that computer or device is trusted. It does not store any personally identifiable information.
You can find out more about this cookie here:
8. Protecting your information
8.1 Your information will be stored on secure servers. Your payment details are transferred using an encrypted connection certified by SSL.
8.2 While Hamilton Brookes will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us.
8.3 If you have any concerns about how we handle your personal information, please contact us using the details below and we will endeavour to resolve the concerns as soon as possible to your satisfaction. If we do not deal with your concern to your satisfaction you have the right to contact the Information Commissioner’s Office, the details of which are readily available online.
9.2 This policy was last updated on 16th June 2023.
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