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Privacy &
Cookie Policy

Introduction
Mirror Care (“we”,”us”) are committed to protecting your privacy. We comply with the principles of the Data Protection Act 1998 and aim to maintain best-practice standards in our processing of personal and/or sensitive personal data.

How we use your data
We use data we receive from you, together with data we have obtained from our dealings with you (including in relation to goods and/or services we provide to you and/or your use of those goods and/or services), to provide goods and/or services that you request, to communicate with you, and to personalise data sent to you. Examples of how we may tailor the way in which we talk with you as part of our service.

We do not sell, trade, or rent your personal data to others. We may pseudonymise the data (ie make it impossible to identify you) for research use.

We store all the data you provide us, including data provided via forms you complete on our website, and data which we may collect from your browsing. Our server, in common with nearly all web servers, logs each page that is downloaded from the site.

Any new data you provide us may be used to update an existing record we hold for you. If you provide a work email address we will not be responsible for third parties having access to any communications we send.

To help us prevent fraud and money laundering, your details may be submitted to fraud prevention agencies and other organisations where your records may be searched. We may also conduct a search with a credit reference bureau to assist us in providing quotes. A copy of this search will be left on your credit file but will not affect your credit score.

Third parties may deliver some of our products to you, or provide all or part of the service requested by you. In these instances, while the data you provide will be disclosed to them, it will only be used for the administration of the service provided (including for example testing, and maintaining management data for business analysis.

We ask for your home, mobile phone number, and email address to enable us to contact you in relation to an enquiry you have made, to contact you about relevant products or services, to contact you if there is a problem with your order, or there is another genuine reason for doing so.

We make outbound phone calls for a number of reasons relating to our services. We are fully committed to the regulations set out by Ofcom and follow strict processes to ensure we comply with them.

If you provide us with credit or debit card details in order to pay for a service or product, we will keep such details secure and ensure that the details are only used further with your consent and/or for the purposes of any appropriate refunds.

Occasionally, we may also use the data we collect to notify you by post, phone, mobile phone, email and SMS about new or existing services, products and special offers we think you’ll find of interest.

Generally by providing the requested data you consent to us using that data for administrative purposes. We may also use the data we collect to notify you occasionally about important functionality changes to the website.

If you have more than one address or email address please make sure to notify any changes to your preferences for each address or email address you have registered with us.

As required by the Data Protection Act 1998, we follow strict security procedures in the storage and disclosure of data you have given to us.

If we provide data to a third party (either a provider of a product or service, or an external data processing agency such as a mailing house) we will exercise the strictest control over the third party contractually, requiring it and any of its agents and/or suppliers to:

  • maintain the security and confidentiality of the data and restrict access to those of its own employees;
  • use the data for the agreed purpose only and prevent it being used for any other purpose by any other party;
  • refrain from communicating with you other than concerning the products or services in question;
  • return the data to us at the conclusion of any contract term, and destroy or delete any copies made of all or any part of the data unless copies are needed to be kept to comply with regulations.

In addition, we will restrict the data disclosed to the absolute minimum necessary, for example, to provide the product or service.

Our own security procedures mean that we may occasionally have to request proof of identity or check your presence on the electoral roll.

In the event of phone calls from you, we also reserve the right to ask security questions (which we in our sole discretion deem appropriate) in order to satisfy ourselves that you are who you say you are.

If you contact us electronically we may collect your electronic identifier, eg Internet protocol (IP) address or phone number supplied by your service provider. This is to identify any repeat website visits, fraudulent behaviour or mystery shoppers using our websites.

Your consent
Before you provide any data to us we will endeavour to make it clear why we need it. Sometimes we may need sensitive personal data (examples may be past medical history or circumstances). When this is required we will obtain your consent first. Otherwise, by providing us with data, either orally or in writing, or by using our website, you consent to the collection, use and processing of the data we obtain from or about you as a result of our dealings with you (including any data we obtain from third parties) by Mirror Care to provide and send you data about goods and/or services which we believe may be of interest to you.

A customer may properly give their spouse’s or partner’s consent over the phone or via the website providing the customer confirms they have permission to do so. If the consent is written, the spouse must independently endorse such consent.

Cookies
From offers and promotions to sound and video, the aim of this site is to be interesting, helpful and informative. We’re keen to find out what you like and dislike – your feedback plays a key role in helping us improve this site. We use many techniques to follow your use of the site and provide you with a customised experience. The main and best-known technique is by using what are known as ‘cookies’.

What are cookies?
Cookies are small data files that a website will put on your device, which in turn sends data back to the website. They cannot affect your device, but they do collect data that can be used to enhance the site. For example, a cookie can remember the items that you have placed into your shopping basket, or it can ensure you get the offer you requested. These are known as ‘session’ cookies, which expire as soon as you leave the site.

Other cookies can tell us if you come back. These are ‘persistent cookies’, which expire after a period of time unless you delete them from your device. We use them to help customise the site – to do things such as display relevant data based on your visit.

Some cookies enable sites to work, while others help us learn about what people are browsing for.

How we use cookies
We use cookies to ensure you get the most from your visit. They improve your experience of the site because certain features work best with cookies. Feedback and data from the cookies can also help make the site better. By visiting this site, you agree to our use of cookies and other technologies.

Rest assured that the cookies we use do not store personal details, such as payment card numbers. Here are the main types of cookies and what they do:

  1. Strictly necessary
    In brief, these cookies enable you to get the data or service you’ve asked for. They’re essential – without them, some services may not work.For example we use these cookies to enable you to use shopping baskets, which remember your choices and enable you to buy.
  2. Performance cookies
    In brief, these cookies collect data about the pages you visit, where you go most often and whether you see error messages. The data is only used to ensure a website works well.For example we gather data to diagnose problems and issues. We then use it to make improvements and fix errors.
  3. Functional cookies
    In brief, these cookies remember choices you’ve made to personalise the site. They may remember where you are so you can get tailored data, or remember changes you have made to help you browse, such as increasing the text size.For example if you ask for services based on your location, we sometimes store a cookie so that next time you visit you won’t have to tell us again.
  4. Targeting or advertising cookies
    In brief, these cookies collect anonymous data about your browsing habits which are then used to make advertising relevant to you. They remember if you have visited a website and share this data with advertisers.For example these may be used by third parties to serve advertisements on our behalf across the internet based on your interaction with Mirror Care’s website through cookies and other technologies. This data may be used by us and our third parties to analyse and track data, as well as to deliver advertising and content that is based on your interests. These services are provided by our carefully selected and monitored partners, and we are committed to ensuring any data is used appropriately.

Links to other sites
We often link off to other sites to help provide you with extra data or services. For example, to make it easy for you to share data with your family and friends, we provide links to Twitter, Facebook and other popular social media or bookmarking sites. But remember, these sites may use cookies that we do not control. So be sure to check how they use your data.

How you can control cookies
If cookies are disabled on your device you will still be able to use most of this site. However it may limit what you can do.

How you manage your cookies depends on your browser. To find out which browser you use:

  • PC: open your browser and go to the Help menu and then click on the About option.
  • Apple Macintosh: open your browser and go to the Apple menu and then click on the About option.
  • Mobile device: check your settings.

If you would prefer to restrict or block cookies and/or delete any you may already have, then follow the how-to guide, which covers the most popular browsers, below:

If you would like to know more about cookies you can visit www.allaboutcookies.org which explains in detail how they can work and can be managed.

Disclosure of data to third parties
As previously mentioned, we do not sell, trade or rent your data, and will never disclose data about you (including data obtained from our dealings with you) to third parties, except:

  1. to fulfil your specific orders for a product or service or data in the event that third parties deliver the relevant product or service or data. If you take out an insurance policy provided by a third party, we will need your details in order to administer the policy and verify the quote given to you;
  2. where third parties administer part or all of the product or service;
  3. to maintain management data for business analysis.

We may of course be obliged at law to pass on your data to the police or any other statutory or regulatory authority and in some cases, exemptions may apply under the Data Protection Act 1998, whereby we can legitimately release personal data e.g. to prevent or detect crime or in connection with legal proceedings.

See also How we use the data you provide us above for data on how we may exchange personal data with third parties to help us prevent fraud and money laundering, to assist us in providing a quote, or to check which payment options we can make available to you.

Employees and employees’ spouses or partners
Personal and/or sensitive personal data of an employee and his or her spouse or partner who take out a product and/or service may be shared throughout the company for the purpose of operation of the product or service or for administrative reasons (including but not limited to administration, which may be assisted by the employee’s department personnel). By accepting or purchasing the product or service the employee and his or her spouse or partner provide the necessary consent for this transfer of data.

Data Protection Act marketing consent
Mirror Care has adopted the following procedure in gaining your consent to be placed on their marketing lists.

When you first make an enquiry of or buy a product from Mirror Care you consent to receiving marketing about other products and services from us. Your details are placed on our marketing list for the group and a ‘questionnaire’ will be sent to you; it may be sent electronically.

Amendment and retention of data
Please advise us in writing as to any changes in your circumstances. Obviously it is preferable for us to retain up to date data. We will amend details as required. We are, however, obliged and permitted by law and regulation to retain certain types of data for a minimum period of time. The minimum period of time tends to be for six years but can be longer if the statute or regulation requires.

Subject access requests
You have a statutory right of access to accessible personal and/or sensitive personal data that we hold about you. In order to exercise this right, your application must be in writing for security reasons by post or email (contact details below).

Requests relating to Mirror Care should be made to Mirror Care’s Data Protection Officer or its Board of Ethics.

We will not administer Subject Access Requests by a third party unless accompanied by a written authority of the individual who is the subject of the request.

Changes to our privacy policy
If we decide to change our privacy policy, we will update all relevant documentation and post any changes on our websites so that you are always aware of what data we collect, how we use it, and under what circumstances we disclose it.

Tell us what you think and Contact Details
We welcome your questions and comments about privacy.

Please write to:

The Data Protection Officer, Mirror Care Ltd, Station House, Station Road, Newport Pagnell, Bucks., Mk16 0AG

or email

ethics@mirrorcare.co.uk.