Mailbox Privacy Policy

Last updated 29 June 2018

ABOUT US

We are Mailbox (Birmingham) Limited of PO Box 656, East Wing Trafalgar Court, Les Banques, St Peter Port, Guernsey, GY1 3PP. We are registered in Guernsey under registration number 53266 and we are subject to the laws of Guernsey (from now on, “we”, “our” and “us”). We own the Mailbox Shopping Centre, Birmingham (the “Mailbox”).

This Privacy Policy describes the types of personal information collected on this website (www.mailboxlife.com) (the “Website”) and at the Mailbox (together, the “Services”). We are the data controller of the personal information that is collected about you when you use our Services.

The Mailbox is committed to protecting the privacy of the personal information you provide us in relation to the Services. This Privacy Policy (together with our terms and conditions http://www.mailboxlife.com/terms-conditions/ and any other documents referred to on it) explains how we process personal information that we collect from you or that you provide to us. Please read the following carefully to understand our views and practices regarding your personal information and how we will treat it.

If you have any questions or complaints about this Privacy Policy or how we use your information, you can email us directly at [email protected] or send us a letter at the above address.

Information we collect about you

We collect different kinds of personal information about you, including:

  • Identity information, such as your name, age and gender;
  • Contact information, such as your address, email address and telephone number; and
  • Marketing and communications information, such as your preferences in receiving marketing from us and your communication preferences; and information which you give us when dealing with us or interacting with us in any way; and
  • Technical information, such as your internet protocol (IP) address, browser type and version, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access the Website. We may report this aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.

HOW DO WE COLLECT AND USE YOUR INFORMATION?

Direct interactions: You may provide your personal information: (a) by filing in forms or corresponding with us by post, phone or email or otherwise; or (b) when you use our services and other facilities at the Mailbox. This includes information you provide when you:

  • access or use the Website;
  • interact with us at the Mailbox;
  • communicate with us directly, such as by email, telephone, in writing or through our “help” or customer services pages or at the Mailbox;
  • request marketing or email newsletters to be sent to you;
  • report a problem with our Website or at the Mailbox; or
  • give us feedback.

Competitions and promotions: You may be asked to provide your personal information when you participate in a prize draw, competition, survey or promotion sponsored by us. This information will be used to administer competitions and manage events, including securing your registration at an event, and selecting and contacting prize winners. If you provide the personal information of another customer for one of our events, we will assume you have the consent of any named individuals to provide their personal information for these purposes.

Management of the Mailbox: In the course of operating the Mailbox, we collect your personal information in relation to any incidents and/or accidents that occur, as well as using CCTV and other security measures to ensure your safety and for the prevention and detection of crime. Please be aware that if we are requested to provide CCTV images of you or any other personal information relating to you by the police or any other regulatory or government authority investigating suspected illegal activities, we are obliged do so.

Mailbox Wi-Fi Network: If you use the Wi-Fi network at the Mailbox, we will collect information from you in order to allow you to access the network, which may include your name and email address. We may also collect information relating to the duration of visits and identity of the device that has connected to the Wi-Fi network.

Mailbox Wi-Fi Analytics: Our Wi-Fi technology collects a MAC address (a unique device identifier) and the type of device being used by Mailbox visitors that log in and connect to our Wi-Fi.  This provides us with useful information on how visitors use the public areas of the Mailbox only.  For visitors who have Wi-Fi enabled but are not connected to Mailbox Wi-Fi, generalised location data is still accessible but is only analysed on an aggregated basis. The MAC address would generally be unobtainable in this instance.

Mailbox Usage Analytics: We also use personal information collected to perform essential business operations, for example: to understand usage patterns (such as foot traffic) at the Mailbox; to develop, provide, improve and personalise Mailbox products and services; and, to provide customer service/support.  We may undertake additional research, analysis, and surveys, both online and at the Mailbox.

Cookies and automated technologies: As you use our Website, we automatically collect information about your device, browsing actions and patterns. We collect this information by using cookies and similar technologies. Our third-party partners may use cookies and non-cookie based technologies in order to help us show you advertising based upon your browsing activities and interests. Please see paragraph 9 for further details.

Third party sources: We and our service providers supplement the personal data we collect with information obtained from other sources (for example, publicly available information from online social media services and other information resources, third party commercial information sources, and information from our business partners).

HOW WE USE YOUR INFORMATION AND THE LEGAL BASES ON WHICH WE PROCESS YOUR INFORMATION

We will only use your personal information when the law allows us to. The purposes for which we use your personal data may differ based on our relationship with you, including the type of communications between us and the services we provide.

Most commonly, we use your personal information in the following circumstances:

  • where we need to perform the contract we are about to enter into or have entered into with you;
  • 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;
  • where we need to comply with a legal obligation; or
  • where we have your consent to do so.

We have set out below in a table format a description of the ways we intend to use your personal information and the legal basis we rely on to do so. Please contact us if you need details about the specific legal ground we are relying on to process your personal information where more than one ground has been set out in the table below.

Purpose / Activity Lawful basis for processing
To enable us to: provide you with access to the relevant part of our Website; provide the services you have requested; or to contact you where necessary concerning our services Performance of a contract with you. Necessary for our legitimate interests (to provide you with information in relation to the services you have requested from us)
To manage your queries, feedback and complaints, and handle requests for data access or correction, or the exercise of other rights relating to personal information Performance of a contract with you. Necessary for our legitimate interests (to improve and develop our business operations and service offering, or those of a third party). Necessary to comply with our legal obligations
To administer and protect our business and this Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise). Necessary to comply with a legal obligation
To monitor the Mailbox for security purposes Necessary for our legitimate interests (to ensure customer safety and for the prevention and detection of crime). Necessary to comply with a legal obligation
To enable you to participate in a prize draw, competition, survey or promotion sponsored by us or attend our events. Performance of a contract with you. Necessary for our legitimate interests (to allow customers to use our services and to be invited to and participate in our events)
To enable you to connect to our Wi-Fi network Performance of a contract with you. Necessary for our legitimate interests (to allow customers to use our Wi-Fi network)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences Necessary for our legitimate interests (to define types of customers for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you Necessary for our legitimate interests (to improve and develop our business operations and service offering, or those of a third party)

Marketing: Where you have given your consent, we may use your information to contact you by mail, telephone or email, about our other products and services that may be of interest to you, including the latest news, events and offers at the Mailbox. We may share your personal information with a variety of third party email marketing providers to facilitate delivering our email marketing campaigns to you.

You can opt out of receiving marketing communications from us here www.mailboxlife.com/unsubscribe. You may also opt out of receiving emails from us by clicking the “unsubscribe” link in our emails or by contacting us at the email address or postal address set out above.

HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?

We only keep your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

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

HOW WE MIGHT SHARE YOUR PERSONAL INFORMATION

We share personal information we collect about you: with other members of the Mailbox group; and with our service providers based in UK and Guernsey, such as marketing agencies, advertising partners, investment advisors; IT and system administrators; property management partners; lawyers and auditor, who help us run our business; or

We may also share personal information with any third party as a result of any merger, restructure, sale or acquisition of any company within the Mailbox group or to anyone to whom we may transfer our rights and/or obligations provided that any recipient uses information for the same purposes as it was originally supplied to us and/or as used by us.

We require all third parties to respect the security of your personal information and to treat it in accordance with data protection legislation. We do not allow our third party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes and in accordance with our instructions.

WHERE DO WE STORE YOUR PERSONAL INFORMATION?

We store your personal information in the United Kingdom, but in some circumstances, we may transfer personal information that we collect from you to third party data processors, vendors or hosting partners acting on our behalf located in countries outside of the EEA or to other entities in our group of companies in connection with the purposes set out above.

Where we transfer personal information to a country which has not been deemed to provide adequate data protection standards we always have security measures and approved model clauses in place to protect your personal information in accordance with this Privacy Policy.

YOUR RIGHTS

Data protection legislation provides you with certain rights when it comes to the processing of your information, which are set out below:

Rights What does this mean?
The right to be informed

 

You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we are providing you with the information in this Privacy Policy.
The right of access You have the right to obtain access to your information (if we are processing it), and other certain other information (similar to that provided in this Privacy Policy). This is so you are aware and can check that we are using your information in accordance with data protection law.
The right to rectification You are entitled to have your information corrected if it is inaccurate or incomplete.
The right to erasure This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
The right to restrict processing You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
The right to data portability You have rights to obtain and reuse your personal information for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
The right to object You have the right to object to certain types of processing, including processing for direct marketing (which we do only with your consent).

We are committed to protecting your privacy. However, if you are not happy with how we collect or process your information or want further information on your rights, you can contact us at the email address and postal address set out above.

If you are not satisfied with our response to your complaint or believe our processing of your information does not comply with data protection law, you can make a complaint to the Information Commissioner’s Office (ICO).

LINKS TO OTHER WEBSITES

Our Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share information about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the privacy policy of every website you visit.

CHANGES TO THIS PRIVACY POLICY

We revise this Privacy Policy from time to time. You are responsible for checking this Privacy Policy when you visit the Website. We will use information in accordance with the privacy policy under which the information was collected. If, however, we are going to use your personal information different from that stated at the time of collection, we will notify you via e-mail.

HOW WE USE COOKIES

Our website uses different types of cookies. A cookie is a small file of letters and numbers that we put on your computer if you agree. These cookies allow us to distinguish you from other users of the website which helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

The cookies we use are ‘analytical’ cookies. They 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 our website works, for example by making sure users are finding what they need easily. Read more about the individual analytical cookies we use and how to recognise them here: www.mailboxlife.com/cookies.

We also use the ShareThis sharing functionality. You can read about their third party cookies here http://sharethis.com/privacy.

You may refuse to accept cookies by activating the setting on your browser, which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

Please note that our advertisers may also use cookies, over which we have no control.

 

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