RLabs Privacy Policy

+ Introduction

1.1 We are committed to protecting and respecting your privacy. RLabs UK is charity. In this privacy notice, references to “we”, “us” or “our” is a reference to RLabs UK.

1.2 This privacy notice deals with any personal data we process. It sets out the basis on which any personal data we collect from you is handled by us in the course of our relationship with you. For example, this notice applies to you if you are a potential recruit, employee, corporate partner or potential corporate partner, trustee, supplier or potential supplier.

1.3 Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

1.4 For the purposes of the General Data Protection Regulation 2018/679 (“GDPR”), RLabs UK is the data controller and our office is Sussex House, Unit 1, Newton Road, Salisbury SP2 7QA,

1.5 If you are reading this privacy notice online, we recommend that you print and retain a copy for future reference.

+ Information you give us

2.1 You may give us personal data about you, in a number of ways; these include:

2.1.1 during an interview or meeting;

2.1.2 corresponding with us by phone, e-mail or post; and

2.1.3 sending information directly to us, or providing information as requested by us and/or which is necessary from time to time

2.1.4 Publicising information into public domain.

2.2 The information you give us may include the following information about you:

  • full name

  • address

  • telephone number

  • photograph

  • marital status

+ Technical information we collect about you when you visit our website

2.3 With regard to each of your visits to our website we may automatically collect the following information:

2.3.1 technical information, including the Internet Protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; and

2.3.2 information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our website (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 number.

2.4 Our website may contain links to and from the websites of our partner networks, funders, advertisers, suppliers and affiliates. If you follow a link to any of these websites, please note that these websites are not covered by this notice and may have their own privacy notices. We do not accept any responsibility or liability for these notices. Please check these third party notices before you submit any personal data to these websites.


3.1 We use cookies and similar software tools such as HTML5 Storage or Local Shared Objects (together "cookies") to identify your interests and particularly popular areas of our websites and use this information to improve the design of our websites and make them even more user-friendly. For the same purposes we use the analysis tools Google Analytics.

3.2 Function and Use of Cookies

3.2.1 Cookies are small files stored on your desktop, laptop or mobile device by websites visited by you. They help us identify whether there has already been any contact between your device and our websites as well as what language or other settings you prefer. Cookies can also contain personal information.

3.2.2 If you use our websites, you consent to the use of cookies. You may also visit our websites without consenting to the use of cookies. That means you can reject the use of cookies and delete them at any time by making the appropriate settings to your device. To do so, follow these steps: Most browsers are set to accept cookies automatically by default. You can change this default setting by activating the "do not accept cookies" setting in your browser. You can delete stored cookies at any time. Details on how to do so can be found in the instructions to your browser or from your device manufacturer. The same rules that apply to the use of cookies also apply to rejecting or deleting them. The procedure is tied to the device being used as well as the browser being used with that device. In other words, you will need to reject or delete the cookies separately for each of your devices and each browser if you use more than one.

3.2.3 If you opt out of the use of cookies, you may not be able to use all the features of our websites, or individual features may be available with limited functionality only.

3.2.4 We categorise cookies as follows: Essential cookies (type 1) : These cookies are essential for websites and their features to work properly. Without these cookies, we would not be able to provide you with services such as the vehicle configuration. Functional cookies (type 2) These cookies enable us to improve the usability and performance of our websites. For example, we store your language settings in functional cookies. Performance cookies (type 3) These cookies collect information about how you use our websites. They help us to identify which parts of our websites are especially popular. In this way, we can improve what we offer you. Please also read our "Privacy Statement." Third-party cookies (type 4): These cookies are used by third parties – for example, social networks like Facebook, Twitter and Google+. You can integrate their contents by using the social plugins offered through our websites. They are also used by our targeting and retargeting partners, with the aid of whom we tailor our online marketing more specifically to your specific needs and interests. Please refer to our Privacy Statement.

3.3 Analysis of usage data; use of analysis tools

3.3.1 We would like to tailor the content of our websites as precisely as possible to your interests and in this way improve our offer for you. In order to identify usage preferences and particularly popular areas of the websites, we use the following analysis tool(s): Google Analytics. Below you will find information on the providers of the analysis tools we use and the respective opt-out options:

3.3.2 Google Inc. ("Google"): Google is certified according to the EU-U.S. Privacy Shield. You can prevent the transfer of your data and its collection and processing by Google. Google informs about this via the following link: https://tools.google.com/dlpage/gaoptout?hl=en.

+ Storage and security of your personal information

4.1 We may be working closely with third parties (including, for example, corporate partners, payment and delivery services) and may receive information about you from them.

4.2 Where we store your Personal Information

4.2.1 The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. RLabs UK will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

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

4.2.3 Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access

4.3 Security of your Personal Information

4.3.1 Rlabs UK secures your personal information from unauthorised access, use or disclosure. Rlabs UK secures the personally identifiable information you provide on computer servers in a controlled, secure environment, protected from unauthorised access, use or disclosure.

+ Contact us

5.1 Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to our Data Protection Representative at info@rlabsuk.org

+ Uses made of the information you give to us

6.1 We will use the information you give to us to pursue the following legitimate interests (as applicable to our relationship with you):

6.1.1 promote the objects and interest of our programmes, ensure the most efficient management of RLabs UK and ensure that RLabs UK’s legal obligations are adhered to;

6.1.2 to store this information on our management information system/s;

6.1.3 to enforce our terms of use with you or any other contract we may have with you;

6.1.4 for the purposes of recruitment;

6.1.5 to enable us to receive your services

6.2 In order to pursue the legitimate interests referred to in paragraph 4.1, we may rely on software applications and other technology to process personal data about you. These include databases and our finance systems. The third parties we use to deliver these applications are carefully chosen and vetted by us to ensure that, among other things, your information is kept secure.

6.3 We will also use the information you give to us as is necessary to carry out our obligations arising from the contract (or potential contract) between you and us and to provide you with the information and services that you request from us or receive the services we request from you. For example, we may be recruiting you for a role at RLabs UK or engaging you to supply us with services and will use personal data where necessary to recruit you or receive your services.

6.4 In addition, we may be required by law to do the following (which is not an exhaustive list):

6.4.1 keep an accounting record of payment; and

6.4.2 keep a record to evidence fair recruitment processes.

6.5 Inevitably, there will be an overlap between what we do that is necessary to (a) perform our contract with you, (b) carry out our legal obligations and (c) pursue a legitimate interest although we have tried our best to demarcate these as set out above. If you have any questions about these please contact our Data Protection Representative.

+ Uses made of information from other sources

6.7 We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for one of the purposes set out above (depending on the types of information we receive). For example, we may receive a reference from a previous employer relating to you, which may impact a recruitment decision.

+ When we disclose information

6.8 In order to pursue one of the legitimate interests set out above, we may share your personal information with:

6.8.1 People engaged to work on behalf of RLabs UK for example our Freelance Facilitators;

6.8.2 local authorities, and other government bodies when necessary.

6.8.3 corporate partners, professional advisors, suppliers and sub-contractors for the performance of any contract or agreement we enter into with them or you.

6.9 We may disclose your personal information to third parties 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 our contract (between us and you) and other agreements.

+ Zlto reward scheme

6.10 In some of our projects we use the Zlto platform to provide a reward scheme. The platform will collect information about you. We will administer the site and be responsible for the data protection aspect. 6.11 It is necessary for us to share your information with the Zlto platform administrators in order to manage your accounts, maintain the Zlto platform, monitor for fraud, comply with legal requirements. For more information please see the Zlto privacy policy

+ Newsletter Sign Up

6.12 As part of the registration process for our monthly e-newsletter, we collect personal information. We use that information for a couple of reasons: to tell you about stuff you’ve asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied. We don't rent or trade email lists with other organisations and businesses.

6.13 We use a third party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice.

6.14 You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails.

6.15 We will not market our services to you without your consent and you have the right to ask us not to use your contact details for marketing. Please contact info@rlabsuk.org if you no longer wish to be contacted by us.

+ Your rights

7.1 Under the GDPR, you have the following rights:

7.1.1 Right to correction. You have the right to have inaccurate personal data about you rectified.

7.1.2 The right to erasure. You have the right to request that we delete your personal data where: (a) the personal data are no longer necessary in relation to the purposes for which they were collected or processed; (b) you withdraw your consent to processing for which we previously obtained your consent; (c) you object to the processing and, as a result, we agree to cease that processing; (d) the personal data has been unlawfully processed; and (e) we are required to erase the personal data in order to comply with the law.

7.1.3 Right to restriction. You have the right to obtain from us the restriction of processing where: (a) you contest the accuracy of the personal data we hold about you; (b) the personal data has been unlawfully processed; (c) we no longer need the personal data but they are required in limited circumstances; and (d) you object to the processing and, as a result, we agree to cease that processing

7.1.4 Right to request transfer. In certain circumstances, you have the right to receive personal data from us in a structured, commonly used and machine-readable format and the right to transmit it to a third party organisation.

7.1.5 Right to object. You have the right to raise an objection to any of our processing in paragraph 4.6. Please tell us if you object to any type of processing that we do and we will work with you to address any concerns you may have.

7.1.6 Right to object to marketing. If you do not want us to process your personal data for direct marketing, please tell us and we will ensure that we no longer do this.

7.1.7 Right to complain to the ICO. Whilst we would always prefer it if you approached us first about any complaints or queries you may have, you always have the right to lodge a complaint with the Information Commissioner’s Office.

7.1.8 Right to request access. You have the right to access personal data we hold about you. Please contact our Data Protection Representative at on the email address above.

+ Contact us

8.1 Questions, comments and requests regarding this privacy notice and your rights as described above, you are welcomed to e-mail us, the email should be addressed to our Data Protection Representative at info@rlabsuk.org

+ How long we keep personal information

9.1 We will not keep any personal data about you for any longer than is necessary for the purposes for which the personal data are processed.

9.2 We follow a personal data retention policy which determines how long we keep specific types of personal information for. For further information about the criteria we use to determine what periods we keep specific information, please contact our Data Protection Representative (see paragraph 33).

+ Use of our website

10.1 Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

11.1 This privacy notice does not cover the links within this site linking to other websites. Those sites are not governed by this Privacy Policy, and if you have questions about how a site uses your information, you’ll need to check that site’s privacy statement.

+ Making a complaint

12.1 If you are unhappy with the way that we have processed or handled your data then you have a right to complain to the Information Commissioner’s Office (ICO). The ICO is the supervisory body authorised by the Data Protection Act 2018 to regulate the handling of personal data within the United Kingdom. The contact details for the Information Commissioner’s Office are:

12.2 Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF. Telephone: 0303 123 1113

+ Changes to our privacy policy

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