This is the privacy notice of My Staff Shop Limited (we or us). It applies to all users of My Staff Shop platform services either online or when you contact us by telephone.
We are a limited company registered in England and Wales number 7710593. Our registered office is at 2 Park Plaza, Battlefield Enterprise Park, Shrewsbury SY1 3AF.
We are the data controller and processor of any personal information provided to or gathered by us when you use our services or interact with us. You can contact us:
- At the above address
- By Telephone : 03300 242 281
- By Email: firstname.lastname@example.org
We are bound by the General Data Protection Regulations and the Data Protection Act  ("Data Protection Laws") as amended which govern how we may use your personal information and provides you with certain rights in respect of your information
We are committed to protecting your personal information. We keep your data safe, confidential, we use it only for the purposes we have told you about and we will never sell it.
Our website is not intended for children and we do not knowingly collect data relating to children.
This Privacy Notice tells you what data we collect and why, how we use your data and how we look after the data you have shared with us when you use our Services. It also tells you about the rights you have to make sure you can verify what we are doing.
And because we want to be clear why we will need your personal information before you give it to us, we have provided additional information throughout the site whenever you provide your personal information.
Third Party Websites
You can check the URL to see if you are on a third party website.
The majority of personal information we collect, receive and use is required to provide you with the Services you want to use. We will use your personal information for other purposes but only on the legal bases which are permitted by the Data Protection Laws. We'll tell you which one applies whenever we use your data.
Peer-2-Peer messaging (Fanmail)
If you use My Fanmail, a feature which allows you to send messages of recognition to colleagues in your workplace, you should note that any message you send or receive are stored and published on your Platform and are visible to other users of the Platform within your organisation for a period of time set by your organisation. We do not share, or make available, users email addresses.
The personal data we collect about you
We collect personal data directly from you and any devices (including mobile devices) you may use when you use our services or speak to us or contact us about our services.
We may also collect personal information about you from third parties.
Information you give to us
We receive and store any information you enter onto our Platform or give us in any other way, for example, when you contact us.
Information from other sources
We collect some information from other sources, for example your employer or another person who adds you to their My Staff Shop account
How and why we use your information : the legal basis and purpose
My Staff Shop collects and uses customers' personal data because it is necessary:
To provide our services
We mainly use your information to perform our contract with you: that is to facilitate your use of My Staff Shop and perform the services you request from us.
For our legitimate business interests
The Platform is provided at the request of employers who wish to make these benefits available to employees and who are also our clients. To ensure the Platform works well for those Clients and their employees we undertake promotional and monitoring work.
This is in both our and our clients legitimate business interests: before using your data in this way we have balanced our interests and yours and carefully considered the impact this processing may have on your privacy.
You can object to us processing your data in these ways at any time. Please refer to Your Rights below.
To comply with legal obligations
We may need to use your personal information to comply with legal obligations such as:
- the establishment and defence of legal claims: we may use your personal information to establish, exercise or defend our legal rights, for example when we are faced with any legal claims or where we want to pursue any legal claims ourselves; and
- fulfilling our duties to our customers.
Who do we share your personal data with?
Where your employer has asked us to provide our Services to you we will share certain information with your employer in order that we can administer the Services in accordance with your employers requirements. If we do not share this information your employer would be unable to monitor how we are performing the Services.
The information we share includes
Some identification information
When you register with us we may provide the identification information we ask from you - your surname, date of birth or employee number - to your employer so that they can confirm that you are an eligible employee.
Some usage information
Your employer will need to know that the Services are of benefit to employees and which Services are of the most value. In most cases we provide anonymised data to show how your Platform is being used but there are some situations when your employer may want more personalised data, for example to make sure that all employees enjoy similar access and communication opportunities.
Third party providers
We work with third parties including our own group companies (Gee 7 Wealth Management Limited) to provide you with some benefits on the My Staff Shop platform. You will be able to tell where this is the case. Where you submit information to those third parties on our website, our partners will collect this information and use it to respond to your requests e.g. to provide quotations or purchase a product.
We use third parties who provide us with services such as email distribution, package delivery and co-branded discount facilities.
We use Worldpay to process any payment we take from you and we will disclose the personal information you give us in order to collect payment. You give your card payment details directly to Worldpay. We neither store them, or have access to them.
We use live chat software on our website, this is provided by Click4Assistance, a 3rd party UK based Software Company. Information regarding how the data is processed and stored can be viewed here.
Publication on the Platform
We may publish some limited personal information when you win a competition. We will tell you this before you enter.
Our business interests
If we sell or buy any business or assets, we may disclose personal information held by us about our customers to the prospective seller or buyer. If we are acquired, or substantially all of our assets are acquired, by a third party (or subject to a reorganisation within our corporate group), personal information held by us about our customers will be one of the transferred assets and no further consent shall be sought in making such a transfer.
Retention of your personal data
We will store your personal data whilst your account is active, that is until either you or your employer has cancelled your account. Following cancellation:
- if you have no order history on your account we will generally delete your personal information within 6 months of cancellation.
- if you have order history we will keep your personal information as it is necessary to enable us to respond to queries or complaints; generally we will keep it for no longer than 12 months from the later of the last time your account was used, or from when all issues have been resolved.
You have the following rights (exercisable free of charge) under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018:
- A right of access: the right to ask what personal data that we hold about you at any time;
- The right to rectification: the right to ask us to update and correct any out-of-date or incorrect personal data that we hold about you free of charge;
- The right to erasure: the right to request deletion or removal of personal data where there is no compelling reason for its continued processing;
- The right to restrict processing: in certain circumstances you can ask us to stop processing your personal data, for example if you think the personal data is inaccurate or that we no longer need to your personal data.
- The right to portability: of the data we have collected directly from you where processing is carried out by automated means.
- The right not to be subject to a decision based on automated processing and which has a legal or similarly significant effect on you.
You may object to us processing any information which we carry out for our own legitimate interests.
Processing outside the UK
Our websites are hosted in England. Where we share Personal Data with a Service Provider and your Personal Data is transferred to countries outside the European Economic Area who may not have equivalent standards of data protection under their legislation we take other steps to protect the data as required under European data protection laws.
If you are not satisfied by our actions, you can seek recourse through our internal complaints procedure, the Information Commissioner or the courts.
If you remain dissatisfied, you have the right to refer the matter to the Information Commissioner. The Information Commissioner can be contacted at:
Information Commissioner's Office
Telephone: 01625 545 745
Fax: 01625 524 510