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Data protection and privacy policy

Last updated June 2014

Ordnance Survey, Ordnance Survey Leisure Limited and Ordnance Survey International LLP, are committed to protecting and respecting your privacy, and operate within the requirements of the Data Protection Act 1998.

All these organisations are referred to in this Data Protection and Privacy Policy as ‘we’, ‘us’, ‘our’ or ‘Ordnance Survey’.

This Data Protection and Privacy Policy sets out how we collect and process any organisation or personal data that we collect from you, or that you provide to us, in connection with our website at www.ordnancesurvey.co.uk; our website services such as OS getamap and our online Map Shop; and any other pages from which we link to this Data Protection and Privacy Policy (collectively, the Website and Website Services).

We may amend this policy from time to time by updating this page. You may wish to check it each time you submit any personal data to us.

We recommend that you read this Data Protection and Privacy Policy alongside our Website Terms and Conditions.

1. Information you give us

a. If you email us through the Website you will be asked for your name and email address so that we can respond to your enquiry.

b. If you request the download of OS OpenData or other data through the Website we will usually require your email address.

c. If you purchase any products through our Website Services, or apply to have OS OpenData mapping sent to you on a DVD, then we will require your name, company (if relevant), address, postcode and email address.

d. If you register or subscribe to OS getamap, we will require your name and email address. You may also provide a delivery address for purchases, and your telephone number.

e. If you sign up to receive any newsletters then we will require your name and email address.

f. If you enter any competitions we publicise on the Website or through our Website Services, we may require your name, address, post code, telephone number and email address.

g. If you choose to make an online payment, our payment services provider will require your card details, personal identifying information and contact details.

h. You may supply us with information via our Website Services (including on web forums and bulletin boards). Please refer to the Website Terms and Conditions for more information about our rules on User Generated Content.

2. Information we store automatically

a. Like many websites, we obtain certain information when your web browser accesses the Website. We may obtain this information using a third party. This is statistical data about our users’ browsing actions and patterns. This data may identify organisations accessing our Website but we do not use it to identify any individual.

For example, we collect:

i. the Internet protocol (IP) address used to connect your computer or other access device to the Internet;

ii. aggregate computer and connection information such as browser type and version, operating system and platform; and

iii. URL click stream information showing how users have reached our Website and whether they access other sites via any external links.

b. We may also store information about you in cookies. Cookies are little files that websites put on your computer that we can access when you make return visits to the Website to monitor how the Website is used, improve our service and make your experience more efficient. For more information on the cookies used across our Website and Website Services please see our Cookie policy.

c. We may use software tools to measure and collect session information, including response times, download errors, length of visits and page interaction information.

d. We may monitor and record telephone calls, and keep a record of them for quality control, training, and administration purposes. We may also automatically record the number from which you call our customer service centre.

3. How we use your information

a. We may use your personal data and organisation data to:

i. provide you with personalised access to our mapping data;

ii. provide you with access to personalised areas of OS getamap, our online Map Shop and our leisure magazine;

iii. fulfil online payments or orders for any products you purchase through our Website and Website Services;

iv. respond to any email enquiries and complaints we receive from you;

v. administer any service you have asked us to provide;

vi. monitor data traffic and any patterns of use;

vii. track the success of our marketing activity;

viii. ensure the content of the Website and Website Services is fit for the purpose for which it was set up and to develop the experience of its users; monitor compliance with and enforce our Website terms and conditions or our data licensing terms;

ix. if you are an individual and have consented, to let you know about updates and promotional offers in relation to other Ordnance Survey products and services which may be of interest to you;

x. if you are an organisation, to let you know about existing or new products that may be of interest to you;

xi. if you have consented, to enable selected third parties to contact you.

4. Sharing your information

a. We are committed to protecting your privacy, and we share your personal data with other organisations only as described below:

i. Ordnance Survey, Ordnance Survey Leisure Limited and Ordnance Survey International may share information between themselves;

ii. We will provide your personal data to third party suppliers to the extent that they need the data to perform their functions and for no other purpose. These include:

· fulfilling orders from our online Map Shop;

· fulfilling orders for mapping data from the OS OpenData site;

· fulfilling online payments; and

· administering our emailing lists.

iii. If you have expressly given us permission, we may share your information with third party organisations so they may contact you directly for the purposes to which you have consented (for example, where you have opted in to receive third party marketing information).

5. Retaining your information and unsubscribing

a. If you do not want us to retain any of your data, please let us know by post or by email using the contact details at the end of this policy.

b. You can unsubscribe from our newsletters and emails by the following methods:

· using the ‘unsubscribe’ button displayed on our emails; or

· if you have an account with us, by changing your email preferences on your account; or

· by sending an email to customerservices@os.uk asking us to unsubscribe you; or by writing to Customer Services, Ordnance Survey, Adanac Drive, Southampton SO16 0AS.

c. We will store your personal data for no longer than necessary to the relevant service. We will usually retain your personal data for a reasonable period to allow us to respond to any follow-up enquiries or complaints, or for as long as you remain a registered user of the Website or Website Services.

d. We aim to keep the information which is stored automatically when you access the Website (as set out above) for no longer than a year.

6. Data security

a. Once it is within our control, we ensure your personal data is kept confidential by storing it on our secure database or taking other appropriate measures to ensure that it remains private, and is not kept for longer than is needed.

b. The security of your data is outside our control until we have received it. Transmission of data to us via the internet may not be secure.

7. Contacting Us

a. For the purpose of the Data Protection Act 1998, the Data Controller is either the Secretary of State for Business, Innovation and Skills, acting through Ordnance Survey, or Ordnance Survey Leisure Limited, a company registered in England and Wales with company no. 06894550.

b. We will use reasonable efforts to supply, correct or delete any of your personal data on request. You are entitled to ask us for a copy of any personal data that we hold about you (for which we may charge a small fee).

c. If you have any queries about this Data Protection and Privacy Policy and/or how we use your personal data, or wish to opt out from receiving any marketing communications, please contact us:

Ordnance Survey:

Email: customerservices@os.uk

Call: 03456 05 05 05 (Monday - Friday: 8.30am-5.30pm - call charges apply)

Post: Customer Services, Ordnance Survey, Adanac Drive, Southampton, SO16 0AS

Ordnance Survey Leisure Limited:

Email: customerservices@osleisure.co.uk

Call: 03454 56 04 20 (Monday - Friday: 8.30am-5.30pm – call charges apply)

Post: Ordnance Survey Leisure, Customer Services, Adanac Drive, Southampton, SO16 0AS

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