Introduction

ShoutOutUK Limited (we/us/our/the Company) are committed to protecting and respecting your privacy. This policy together with our Website Terms of Use at www.shoutoutuk.org/terms-and-conditions sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting www.shoutoutuk.org (the Site) you have read and understood the practices described in this policy.

What is personal data

Personal data means any information from which a living individual can be identified. This will include among other things name, date of birth, gender and personal contact details.

For the purpose of this policy the “Data Protection Legislation” includes (i) the EU General Data Protection Regulation, (ii) the Data Protection Act 2018 including the UK GDPR, (iii) the Privacy and Electronic Communications (EC Directive) Regulations 2003 and (iv) all similar or related legislation relating to the processing of personal data and/or privacy applicable in any jurisdiction to which the Company has been, is or will be subject as in force at the date of this Agreement or as re-enacted, applied, amended, superseded, repealed or consolidated and in each case including any legally binding regulations, direction, and orders issued from time to time under or in connection with any such law.

Controller for personal data

For the purposes of the Data Protection Legislation the data controller is ShoutOutUK Ltd of Shout Out UK. 240 Portobello Rd (Studio 1), Notting Hill, London. W11 1LL (our Company Address). We are registered with the UK Information Commissioner’s Office with registration number: ZA754618.

Scope

This privacy policy applies to the processing of personal data by us in connection with any:

  • Individuals and similar organisations for the provision of services by us.
  • Suppliers: For the provision of products and services to us by suppliers or service providers.
  • Visitors: Any individual as a visitor on our website.

Information we may collect on you

We may collect and process the following data about you:

Information you give us. General purpose: You may give us information about you by filling in forms on the Site or by corresponding with us by phone, e-mail or otherwise. This could include information you provide when you register to use the Site, subscribe to our marketing database, participate in discussion boards or other social media functions on our site, enter a competition, promotion or survey, fill out forms for subscriptions or other activities, or report a problem with the Site. The information you give us may include your name, address, e-mail address and phone number, financial and credit card information, personal description and photograph, amongst other information.

Workshop and courses: When you sign up to our workshop, courses and for our research purposes you may give us your name, address, e-mail address and phone number, financial and credit card information, personal description and photograph, amongst other similar information. Where you sign up to our workshop and courses, we may receive your information directly from the organisation you are affiliated to; for example your school or your workplace who are organising the workshop and courses for you to take part in.

Children data: We may process personal data of children under the age of 13 (UK) and 16 (EU). Where we process personal data, we do so with parental consent. For example a child may sign up to our workshops and courses and it is up to the parent/individual with parental responsibility to give consent for the child’s attendance.

Information we collect on our Site: With regard to each of your visits to the Site we may automatically collect the following information: technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from the Site (including date and time); pages you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number. Please see our Cookies Policy for further information.

Information we receive from other sources. We may receive information about you if you use any of the other websites we operate or the other services we provide. We are also working closely with third parties including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies and may receive information about you from them where this is permitted under the Data Protection Legislation.

Sensitive personal data

“Sensitive Personal data” is personal data concerning an individual’s (i) racial or ethnic origin, (ii) political opinions, (iii) religious beliefs or other beliefs of a similar nature, (iv) membership of a trade union, (v) physical or mental health or condition, (vi) sexual life or orientation, (vii) commission or alleged commission of any offence or any proceedings for any offence committed or alleged to have been committed by him/her, the disposal of such proceedings or the sentence of any court in such proceedings.

We will not record and/or disclose any sensitive personal data about you unless this is permitted by the Data Protection Legislation or necessary to follow the ShoutOutUK Safeguarding Policy and Procedure and/or instructions from the ShoutOutUK Safeguarding Officer, instructions from the police or local authorities and/or any other relevant law.

Where we do receive and retain sensitive personal data, we will only keep such information for as long as strictly necessary in order to comply with our obligations under the Data Protection Legislation and any other relevant law. Where we do receive and retain sensitive personal data, we will only keep such information for as long as strictly necessary in order to comply with our obligations under the Data Protection Legislation and law. Given the nature of our activities, you may disclose sensitive personal data to us in the form of political opinions for the purpose of publication and we ask for your consent to use this information as part of the sign-up process.

Lawful basis for processing

Personal data: We will only use your personal data when the law allows us to. We will use your personal data in the following circumstances:

  • Performance of a contract: Where we need to perform the contract we are about to enter into or have entered into with you. For example when you sign up to our services, where we deliver our workshops and courses to you.
  • Legal obligation: Where we need to comply with a legal obligation. For example for accounting or legal purposes.
  • Legitimate interests: Where it is necessary for our legitimate interests or those of a third party and your interests and fundamental rights do not override those interests.
  • Consent: We do not generally rely on consent as a legal basis for processing your personal data. Where we do rely on consent you have the right to withdraw consent at any time. Please contact us at correction@shoutoutuk.org. to withdraw consent. Please also see Marketing communications.

Sensitive personal data: Please see section on: Information we may collect about you for further details on the types of sensitive personal data we may process.

  • Explicit consent: Where we process sensitive personal data we will ask for your explicit consent.

Aggregated and anonymised data: We may need to share information with regulators and government bodies for statistical purposes. Where this is the case, the information is in aggregated and or anonymised form and does not reveal the identity of an individual.

Purposes for which we will use your personal data

We have set out below in a table format a description of all the ways we plan to use your personal data and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity Lawful basis for processing including basis of legitimate interest
To carry our services to you, for example providing you with workshops, courses or any other relevant services you request from us e.g. to carry out research. Performance of a contract
As required for publication on the Site of any materials you have provided for this purpose. Performance of a contract
Consent
Where you have consented or where we otherwise have a right to do so to provide you or permit selected third parties to provide you with information about goods or services we feel may interest you Consent
To notify you about changes to our service Performance of a contract
To administer the Site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes Necessary for our legitimate interests to develop our products/services and grow our business
For our internal business processes, including providing support to our staff Necessary for our legitimate interests to ensure our staff has adequate training to carry out their roles
To improve the Site to ensure that content is presented in the most effective manner for you and for your computer and customise it according to your interests. Necessary for our legitimate interests to ensure our products and services are aligned with your needs

Where we use non-essential cookies we will obtain your consent. Please see our Cookies Policy.

To allow you to participate in interactive features of our service, when you choose to do so Necessary for our legitimate interests to ensure you get the most out of our products and services
As part of our efforts to keep the Site safe and secure Necessary for our legitimate interests to ensure the security of our Site

Marketing communications

We may send you marketing communication. You have the right to object to processing of your personal data for direct marketing purposes.You can unsubscribe from receiving marketing communications from us by using the unsubscribe methods contained in communications we send to you or by contacting us. See Contact us.
Where you opt out of receiving marketing communications this will not apply to personal data provided to us as a result of registering for or using our service, your service experience or other interactions with this website.

Disclosure of personal data

Intra-group: We may share your personal data with any member of our group, which means any subsidiaries, any ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

We may, when this is permitted under the Data Protection Legislation, share your personal data with selected third parties including:

Suppliers: Business partners, suppliers and sub-contractors for the performance of any contract we enter into with you.

Business administration: This would include service providers who support our business including IT and communication suppliers, cloud storage service providers and outsourced business support to ensure our service runs smoothly.

Advertisers: Advertisers and advertising networks that require the data to select and serve relevant adverts to you.

Analytics providers: Analytics and search engine providers that assist us in the improvement and optimisation of the Site.

Credit reference agencies: For the purpose of assessing your credit score where this is a condition of us entering into a contract with you. The Data Protection Legislation will generally permit us to share your personal data in this way if you have expressly consented to this or if it is necessary for us to perform a contract with you.

Legal obligations: We may also disclose your personal data if we are 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 our Website Terms of Use and other agreements; or to protect the rights, property, or safety of the Company, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

International transfers

The personal data that we collect from you may be transferred to, and stored at, a destination outside the United Kingdom (“UK”) or European Economic Area (“EEA”). It may also be processed by staff operating outside the UK or EEA who work for us or for one of our suppliers. Such staff may be engaged in among other things the fulfilment of your enquiries and/or the provision of support services.

We will only transfer your personal data to third parties based outside the UK /EEA if that party is situated in a country that has been confirmed by the UK Government/European Commission to provide adequate protection to personal data; or has agreed to provide all protections to your personal data as required by the Data Protection Legislation and with the use of transfer safeguards laid down in Data Protection Legislation such as Standard Contractual Clauses.

Data retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means and the applicable legal, regulatory, tax, accounting or other requirements.

We may anonymise your personal data so that it can no longer be associated with you for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Data security

We have put in place appropriate security measures such as encryption to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We are Cyber Essentials accredited.

In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

Where we may need to keep physical documents in our offices, we ensure they are appropriately protected i.e. in locked cabinets. Once information from the physical documents is updated onto our automated database, the physical documents are shredded and destroyed.

The transmission of information via the internet is not completely secure. Although we will take reasonable measures to protect your personal data, We cannot guarantee the security of your information transmitted and any transmission is at your own risk.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of the Site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

All information you provide to us is stored via our third-party cloud storage provider. We have agreements in place with our third-party cloud storage provider to ensure the protection of your information.

Your Rights

Under certain circumstances, you have rights under Data Protection Laws. You can:

  • Request access to your personal data: This is known as a “Subject access request” and enables you to receive a copy of the personal data we hold about you.
  • Request correction of your personal data: This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal data: This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. Note: We may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you at the time of your request.
  • Object to processing of your personal data: This is where we are processing your personal data based on a legitimate interest or those of a third party and you may challenge this. However, we may be entitled to continue processing your information based on our legitimate interests or where this is relevant to any legal claims. See also Marketing communications.
  • Request restriction of processing your personal data: This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the information’s accuracy (b) where our use of the information is unlawful but you do not want us to erase it (c) where you need us to hold the information even if we no longer require it as you need it to establish, exercise or defend legal claims or (d) you have objected to our use of your information but we need to verify whether we have overriding legitimate grounds to use it.
  • Request transfer of your personal data (“data portability”): This is where in some circumstances we will provide to you or a third party you have chosen your personal data in a structured, commonly used, machine-readable format.
  • Right to withdraw consent: This is where we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. Depending on the processing activity, if you withdraw your consent we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
  • Automated decision making: This is where decisions are made about you by automated means. We do not carry out automated decision making.

Carrying out your data subject rights

You will not have to pay a fee to access your personal data or to exercise any of the other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information or to exercise any of your other rights. This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

If you wish to exercise any of the rights set out above, please contact us.

Complaints

Should you have any queries or complaints in relation to how we use your personal data, please contact us in writing at correction@shoutoutuk.org.

Should you wish to take any complaints or queries further, you have the right to contact the Information Commissioner’s Office regarding such issues. If you live or work outside the UK or you have a complaint concerning our personal data processing activities, you may lodge a complaint with another supervisory authority.

Third Party Links

Our Site may, from time to time, contain links to and from third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these websites or their related policies. Please check these policies before you submit any personal data these websites.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to our Company Address or emailed to correction@shoutoutuk.org

Version

This privacy policy was updated in May 2024.

Cookies Policy

The Site uses cookies to distinguish you from other users of the Site. This helps us to provide you with a good experience when you browse the Site and also allows us to improve the Site. A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

We use the following cookies:

  • Strictly necessary cookies. These are cookies that are required for the operation of the Site. They include, by way of general example, cookies that enable you to log into secure areas of the Site.
  • Analytical/performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around the Site when they are using it. This helps us to improve the way the Site works by, for example, ensuring that users are finding what they are looking for easily.
  • Functionality cookies. These are used to recognise you when you return to the Site. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
  • Targeting cookies. These cookies record your visit to the Site, the pages you have visited and the links you have followed. We will use this information to make the Site and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
  • You will normally see a message on our Website before we store a cookie on your computer for the first time which describes the types of cookies we use and what information they might collect. We use banners and pop-ups from time to time to give you options around cookies use.
  • Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies. These cookies are likely to be analytical/performance or targeting cookies which you can select from our cookies consent banner.
  • You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies), you may not be able to access all or parts of our site.

Contact

Thank you for reading our Cookies Policy. If you have any queries concerning our use of your personal information, please email correction@shoutoutuk.org

Cookies table

This cookies table shows you in granular form the types of cookies we process.

Strictly Necessary cookies

Cookie key Domain Path Cookie type Expiration Description
_abck .list-manage.com / Third-party 1 year This cookie is used to analyze traffic to determine if it is automated traffic generated by IT systems or a human user
_GRECAPTCHA www.google.com /recaptcha Third-party 6 months Google reCAPTCHA sets a necessary cookie (_GRECAPTCHA) when executed for the purpose of providing its risk analysis.
VISITOR_PRIVACY_METADATA .youtube.com / Third-party 6 months This cookie is used to store the user’s consent and privacy choices for their interaction with the site. It records data on the visitor’s consent regarding various privacy policies and settings, ensuring that their preferences are honored in future sessions.
_tt_enable_cookie .shoutoutuk.org / First-party 1 year This cookie is used to remember the user’s preferences regarding the use of cookies on the website.

Performance cookies

Cookie key Domain Path Cookie type Expiration Description
sbjs_first_add .shoutoutuk.org / First-party Session This cookie is used to store details about the user’s first visit to the website, including timestamp, referring site, and source of the traffic, to assess the effectiveness of marketing campaigns and website sources.
sbjs_current .shoutoutuk.org / First-party Session This cookie is used to track users’ activities and interactions across the website to facilitate better analysis and understanding of traffic sources and user behavior.
sbjs_udata .shoutoutuk.org / First-party Session This cookie is used to store user-specific data to help monitor and analyze the effectiveness of the advertising campaigns and optimize the user experience on the website.
_ga_6EW7KR7DSQ .shoutoutuk.org / First-party 1 year 1 month This cookie is used by Google Analytics to persist session state.
_gid .shoutoutuk.org / First-party 1 day This cookie is set by Google Analytics. It stores and update a unique value for each page visited and is used to count and track pageviews.
sbjs_first .shoutoutuk.org / First-party Session This cookie is used to store information about the user’s first session on the website. It tracks details such as the source from which the user came, the path they took, which search engine and keyword were used, and their location at the time of the first visit. This information is used to analyze and improve the website’s performance by understanding user behavior.
sbjs_session .shoutoutuk.org / First-party 30 minutes This cookie is used to track user activity and sessions to improve the performance and usability of the website, helping to understand how visitors interact with the website.
sbjs_current_add .shoutoutuk.org / First-party Session This cookie is used to store information about the current visit to distinguish between users and sessions. It typically includes details such as source of traffic, campaign data, and user behavior to help in tracking and analyzing the effectiveness of marketing campaigns.
_ttp .tiktok.com / Third-party 1 year This cookie is used to track user interaction and behavior on the website for site performance and usage analysis. This information is used to improve the user experience and optimize the website’s functionality.
_ga .shoutoutuk.org / First-party 1 year 1 month This cookie name is associated with Google Universal Analytics – which is a significant update to Google’s more commonly used analytics service. This cookie is used to distinguish unique users by assigning a randomly generated number as a client identifier. It is included in each page request in a site and used to calculate visitor, session and campaign data for the sites analytics reports.
_gat .shoutoutuk.org / First-party 52 seconds This cookie name is associated with Google Universal Analytics, according to documentation it is used to throttle the request rate – limiting the collection of data on high traffic sites.
_ttp .shoutoutuk.org / First-party 1 year This cookie is used to track user interaction and behavior on the website for site performance and usage analysis. This information is used to improve the user experience and optimize the website’s functionality.
sbjs_migrations .shoutoutuk.org / First-party Session This cookie is used to track user interactions and migration between different pages or sections of the website to improve user experience and website performance analytics.
m m.stripe.com / Third-party 1 year 1 month This cookie is generally used for performance and optimization of payment processing services, facilitating caching of content on the browser to make pages load faster.

Targeting cookies

Cookie key Domain Path Cookie type Expiration Description
VISITOR_INFO1_LIVE .youtube.com / Third-party 6 months This cookie is set by Youtube to keep track of user preferences for Youtube videos embedded in sites;it can also determine whether the website visitor is using the new or old version of the Youtube interface.
_gcl_au .shoutoutuk.org / First-party 3 months Used by Google AdSense for experimenting with advertisement efficiency across websites using their services
_gat_gtag_UA_34586509_1 .shoutoutuk.org / First-party 52 seconds This cookie is part of Google Analytics and is used to limit requests (throttle request rate).
YSC .youtube.com / Third-party Session This cookie is set by YouTube to track views of embedded videos.

Functionality cookies

Cookie key Domain Path Cookie type Expiration Description
bm_sz .list-manage.com / Third-party 4 hours A functionality Cookie placed by Mailchimp to manage and control list
__stripe_mid .www.shoutoutuk.org / First-party 1 year This cookie is associated with Calendly, a Meeting Schedulers that some websites employ. This cookie allows the meeting scheduler to function within the website.
__stripe_sid .www.shoutoutuk.org / First-party 30 minutes This cookie is associated with Calendly, a Meeting Schedulers that some websites employ. This cookie allows the meeting scheduler to function within the website.