Privacy Policy
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Introduction
This notice applies across all websites that we own and operate and all
services we provide, including our online workplace wellbeing products, and
any other services we may offer (for example, events or training).
When we say 'personal data' we mean identifiable information about you, like
your name, email, address, telephone number, bank account details, payment
information, support queries, community comments and so on. If you can't be
identified (for example, when personal data has been aggregated and
anonymised) then this notice doesn't apply. Check out our terms of use for
more information on how we treat your other data.
We may need to update this notice from time to time. Where a change is
significant, we'll make sure we let you know – usually by sending you an
email.
Who are 'we'?
When we refer to 'we' (or 'our' or 'us'), that means Robertson Cooper Limited.
Our Registered Offices are in the United Kingdom at: Speed Medical House,
Matrix Park, Chorley, England, PR7 7NA
We provide professional and online service for businesses and their advisors.
If you want to find out more about what we do, see the We Create Good Days at
Work page.
For the purposes of the UK GDPR (General Data Protection Regulation) and DPA
(Data Protection Act) 2018 Robertson Cooper Limited (company number 03360013)
are the data controller, unless otherwise specified or agreed as part of a
contract or agreement between Robertson Cooper Limited and the Customer (your
organisation). When conducting surveys we are acting as data processor on
behalf of your organisation.
How we collect your data
When you visit our websites or use our services, we collect personal data. The
ways we collect it can be broadly categorised into the following:
Information you provide to us directly through our company website:
When you visit or use some parts of our website we might ask you to provide
personal data to us. For example, we ask for your contact information when you
sign up for a free download, respond to a job application, join us on social
media, take part in events, contact us with questions or request support. If
you don't want to provide us with personal data, you don't have to, but it
might mean you can't use some parts of our websites or services.
Information you provide to us directly through our online platform(s):
We may collect and process the following information about you. In each data
category we explain what type of data we may collect, explained by concrete
examples. Next to it we outline why we collect this type of data and what
purposes it is being used for.
What we collect & what we do with it
Robertson Cooper uses demographic information to:
Provide the service by personalising and tailoring the content presented
to you. We consider this to be a contractual obligation.
Improve the product by understanding how different demographics interact
with the app. We consider this to be a legitimate interest but you still
have the right to object.
Support and troubleshooting, if required. We consider this to be a
contractual obligation.
If you are part of an organisation account, this information, is presented
to your organisation in an aggregated and anonymised format
for the purpose of identifying patterns and trends across different
groups. We require your consent to do this.
Robertson Cooper uses device information and technical characteristics to:
Improve the product by understanding what operating systems and devices we
should support as well as the uptake and impact of new product releases.
We consider this to be a legitimate interest but you still have the right
to object.
Support and troubleshooting, if required. We consider this to be a
contractual obligation.
Keep your data safe and secure. We consider this to be a legitimate
interest but you still have the right to object.
If you are part of an organisation account, this information is presented
to your organisation in an aggregated and anonymised format
for the purpose of understanding the uptake of the platform(s)across
different platforms and new Robertson Cooper releases. We require your
consent to do this.
Robertson Cooper uses your questionnaire answers to:
To provide you with a score for wellbeing, health and resilience. They are
also used to recommend personal goals and details of your company employee
assistance helpline if required. We consider this to be a contractual
obligation.
In order to use our platform, you must give permission to process this
data as this is a fundamental part of your journey on the app. Opting out
will prevent you from continuing with the setup and will require us to
delete all your information and your account.
Improve the product by understanding how effective the platform is in
improving wellbeing and user engagement with the feature and the platform
generally. We consider this to be a legitimate interest, but still require
your consent.
Support and troubleshooting, if required. We consider this to be a
contractual obligation, but still require consent.
If you are part of an organisation account, this data is presented to your
organisation in an aggregated and anonymised format for the
purpose of providing insights into overall company wellbeing. We require
your consent to do this.
Robertson Cooper uses usage data to:
Improve the product by understanding how frequently users interact with
the platform(s). For this purpose we may also conduct a drop-out analysis
to understand the context in which users may or may not continue to use
the platform(s). We consider this to be a legitimate interest but you
still have the right to object.
Support and troubleshooting, if required. We consider this to be a
contractual obligation.
If you are part of an organisation account, this information is presented
to your organisation in an aggregated and anonymised format
for the purpose of understanding how popular the platform(s)is, and to
drive future engagement campaigns. We require your consent to do this.
Robertson Cooper uses error reporting and logs data to:
Support and troubleshooting if required. We consider this to be a
contractual obligation.
Create a more reliable and stable product for our users. We consider this
to be a legitimate interest but you still have the right to object.
Keep our servers secure and your data protected. We consider this to be a
legitimate interest but you still have the right to object.
Information in connection with a support query is used to:
Provide you with technical support or to answer any questions you may
have. We consider this to be a contractual obligation.
Information we collect automatically: We collect some information about
you automatically when you visit our websites or use our services, like your
IP address and device type. We also collect information when you navigate
through our websites and services, including what pages you looked at and what
links you clicked on. This information is useful for us as it helps us get a
better understanding of how you're using our websites and services so that we
can continue to provide the best experience possible (e.g., by personalising
the content you see).
Some of this information is collected using cookies and similar tracking
technologies.
Information we get from third parties: The majority of information we
collect, we collect directly from you. Sometimes we might collect personal
data about you from other sources, such as publicly available materials or
trusted third parties like our marketing and research partners. We use this
information to supplement the personal data we already hold about you, in
order to better inform, personalise and improve our services, and to validate
the personal data you provide.
Where we collect personal data, we'll only process it:
- to perform a contract with you, or
-
where we have legitimate interests to process the personal data and they're
not overridden by your rights, or
- in accordance with a legal obligation, or
- where we have your consent.
If we don't collect your personal data, we may be unable to provide you with
all our services, and some functions and features on our websites may not be
available to you.
Information we share with third parties
Information in relation to the Oracle 'Skills for an Agile Workforce'
programme
Robertson Cooper are providing the free iResilience report as part of the
‘Skills for an Agile Workforce’ programme and participation is voluntary.
Oracle will only receive contact information about who has taken part in the
survey, so they may invite you to relevant events (which you may decline at
any time). The information shared includes:
- First Name
- Surname
- Email address
- Job title
- Company name
- City
- Country
Information in relation to an organisation account
The Robertson Cooper platform(s) are designed for companies, organisations and
workplaces, who make the platform(s) available to their employees or members
of their organisation. If you have registered to use the platform(s) through a
code or other registration credential provided by a company or organisation
(“organisation account”) the organisation will have access to aggregated and
anonymised usage information. We go to great lengths to make sure that the
information shared with your employer or organisation is not
personally-identifiable, in fact Robertson Cooper automatically hides the
identity of groups with less than 8 members in order to protect the identity
of individuals in that group.
The data is used by your employer to inform their wellbeing strategy and
understand the uptake of the platform(s)across the organisation.
The consequences are positive and will help your employer create a better
working environment for you, and all of their staff. We require your consent
to process your information for this purpose.
The following information may be reported to your organisation in an
aggregated and not personally-identifiable way:
-
Demographic information (gender, age, department and level) is used to
categorise the data, e.g. to compare engagement statistics for different
offices.
-
Device and technical characteristics to see the uptake of the
platform(s)across different mobile devices and releases.
-
Questionnaire scores to compare baseline and trends across different
business units and departments.
-
Usage to understand how many users signed up, and how many users are
returning to the platform(s)on a daily basis.
Third party data controllers and processors outside the EEA
In certain areas outlined below we share data with third party recipients who
may collect and/or process the data. We do not share data with countries that
are not considered “adequate” by EU standards.
-
Transactional email data- We use a third party provider called
SendGrid and APIs
to send emails. Information we share with the email provider includes the
email address, email analytics data and the content of the email.
-
Customer details – We use a third party provider called
ZOHO CRM and APIs to store
customer details. Information we share with the CRM provider includes name,
the email address, telephone, address job title and role.
-
Web analytics – We use specialised tools and services such as
Google Analytics for web
usage analytics.
We will not disclose any data to government agencies except where required by
law.
Security
Security is a priority for us when it comes to your personal data. We're
committed to protecting your personal data and have appropriate technical and
organisational measures in place to make sure that happens.
Any information users provide to us through our platforms, website or services
will be held in the United Kingdom.
We restrict access to the Data to those Robertson Cooper employees or other
parties who need access to such Data in order to provide the hosting services.
We maintain appropriate physical, electronic and procedural safeguards to
protect an individual's Data. This includes firewalls, individual passwords
and encryption. We take all appropriate measures to safeguard an individual's
data against unauthorised or unlawful processing and use, accidental loss,
destruction, damage, theft, disclosure or modification and to ensure its
integrity.
We do not share sensitive information to any third party without an
individual's specific consent or unless required by law.
Data storage
Your data is stored and processed in the United Kingdom.
Retention
The length of time we keep your personal data depends on what it is and
whether we have an ongoing business need to retain it.
We'll retain your personal data for as long as we have a relationship with you
and for a period of time afterwards where we have an ongoing business need to
retain it, in accordance with our data retention policies and practices.
Following that period, we'll make sure it's deleted or anonymised.
Your data protection rights
It's your personal data and you have certain rights relating to it. When it
comes to marketing communications, you can ask us not to send you these at any
time – just follow the unsubscribe instructions contained in the marketing
communication, or send your request to
[email protected].
You also have rights to:
-
know what personal data we hold about you, and to make sure it's correct and
up to date
-
restrict the processing of your personal data where you have a particular
reason for wanting the restriction e.g. while you wait for your data to be
corrected. Please let us know by emailing us.
-
withdraw from our products and services or wish to remove the information
which we hold about you, Please let us know by emailing us.
-
request a copy of your personal data, or ask us to restrict processing your
personal data or delete it
-
object to our continued processing of your personal data
You can exercise these rights at any time by sending an email to
[email protected].
If you're not happy with how we are processing your personal data, please let
us know by sending an email to
[email protected].
We will review and investigate your complaint, and try to get back to you
within a reasonable time frame. You can also complain to your local data
protection authority. They will be able to advise you how to submit a
complaint.
In provision of the services provided by Robertson Cooper Limited, we are
represented in the EU by the DPO Centre Ltd:
For Individuals in the EU: Please contact our EU Representative at
[email protected].
Alternatively, they can be reached by post The DPO Centre Europe Ltd,
Friedrichstraße 88, Berlin, 10117, Germany, +49 30 408 17 3072,
https://www.dpocentre.com/contact-us/
Changes
Robertson Cooper reserves the right to change or update this policy at any
time by updating this page. We will also notify users of our product and
services via email (registered email address). We encourage individuals to
periodically review this page for the latest information on our privacy
practices. If the ownership or control of all or part of our Products or their
assets changes, we may transfer your information to the new owner.
Contact
Questions, comments and requests regarding this privacy policy are welcomed
and should be addressed to
[email protected]
or mail Robertson Cooper, Speed Medical House, Matrix Park, Chorley, England, PR7 7NA, United Kingdom.
The name of our Data Protection Officer is Matt Liggins who can be contacted using
the above details.
This Privacy Policy is effective and was last updated on 4th April 2025.
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