Your privacy is important to us here at Simulate Roleplayers. So, we’ve developed a Privacy Notice that explains how we collect, record, use and store your information, in order to give you the best possible service. Please take a moment to familiarise yourself with our privacy practices and let us know if you have any questions.
- Who We Are
- Address
- Who this Notice applies to
- Data we collect from you
- Why we collect this data
- How we use your data and our lawful basis for processing
- Who we may share your data with
- How long we retain your data for
- What happens if you don’t provide us with the data
- How we keep your personal data safe
- Transferring data outside of the EU
- Your Rights
- Complaints
- Changes to this Privacy Notice
Who We Are
Simulate RolePlayers Limited (“Simulate Roleplayers”/“we”/“our”) provide in-field experiential support and learning opportunities, in real time, in the following areas:
- NHS Trusts
- CASCS
- OSCES- which are mock exams for Medical Doctors
- Medical Schools
- Residential Care Homes
- Mock Trials for Lawyers
- Banks
As well as individuals wishing to improve communication skills and/or practice for work presentations helping overcome those last-minute nerves. Collectively our “Services”.
Who this Notice applies to
This Privacy Notice tells you what to expect when we collect personal information from you as a data subject. It applies to information we collect about our clients, actors and website users.
Data we collect from you
We may collect, store and use the following personal data about you:
- Client specific booking details
- Contact information including email address and telephone number
- Full name
- Address/location of session
- Website usage data including Cookies
- Other information relevant to client enquiries
- Bank details – When bookings are made
- [Accident/incident investigation records]
Why we collect this data
The personal data we collect will be used for the following purposes:
- Sending you quotations, booking confirmations, receipts or invoices.
- Replying to enquiries about our Services.
- Legal obligations. (e.g. for tax purposes)
- Resolving disputes, calculating and collecting fees, and troubleshooting problems.
- Customising your experience, analyse usage of our website, improve and measure interest in our products and Services, and inform you about updates to our Services.
- Providing you with information that may improve your use of our website.
- Providing client service.
- For the professional fulfilment of our Services as instructed by you including working with any partner companies on your behalf.
- To refer our actors to our clients and to enable us to assess casting options for new roles and bookings.
- For our own internal records.
- Customising our website for you.
- Providing you with information on similar Services.
- Processing payments from our clients.
- Processing invoices from our highly skilled workforce and/or actors.
How we use your data and our lawful basis for processing
Clients:
We securely process the contact details of our clients, in order to fulfil our client obligations and provide ongoing support for our Services, where appropriate and/or necessary as well as being able to manage the relationship with our clients, such as billing and other management information. Occasionally, at your request and where appropriate, prior to entering into a contact with you, we may share these with trusted companies working in partnership with Simulate Roleplayers in order to continue to deliver a consistently high-quality Service to you. Please see below under the heading “Who we may share your data with” for more information.
The legal basis for this processing is the performance of a contract between us and our client and/or taking steps, at a client’s request, to enter into such a contract.
We use details of your payments to us and your booking confirmations for the book and record keeping and for tax purposes. The legal basis for this processing is to comply with our legal obligations.
Website users:
Website users can submit enquiries online via the “Contact” tab on our website (https://simulateroleplay.com/contact-us/). We will use the personal data that you provide us with to respond to your query, this will initially be via email using the email address you have provided us with.
Website users can submit enquiries about actors for their upcoming sessions via the “Booking” tab on our website (https://simulateroleplay.com/booking/). We will then use the personal data provided to respond to your query via telephone or email using the email address or contact number that you have provided us with.
The legal basis for the above processing is the performance of a contract and/or taking steps, at a website user’s request, to enter into such a contract.
Cookies are small text files that are placed on your computer when you visit a website. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
Our website uses cookies. If you are concerned about security, you can modify your browser to prevent cookies being stored on your machine. You can adjust the settings on your computer to decline any cookies if you wish. This can be done within the “settings” section of your web browser. From there you can block all cookies from this website and its external serving vendors or use the cookie control system if available upon your first visit.
Such data may be processed for the purposes of analysing the use of our website and Services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and Services.
Marketing
Upon receipt of any marketing type of communication that is not for use in our commercial relationship and general communication, you will have the opportunity to opt-out of future communications by clicking an unsubscribe link or by following the unsubscribe instructions described within the communication or otherwise notifying us at via email using the following email address: info@simulateroleplay.com.
Who we may share your data with
We treat your personal data confidentially. In certain circumstances it may be necessary to share your information in order to complete, process or deliver a Service to you such as providing actors you have booked with a contact number for you to ensure the smooth running and prompt arrival of actors. In certain circumstances, we may need to disclose or share your data in order to provide our Services or conduct our business operations, as outlined in our purposes for processing. The following parties may receive your personal data for the following purpose(s):
- If you are a client, we may share your data with actors and/or subcontractors where necessary to fulfill our Services and agreement with you. Please let us know at time of booking if you do not wish us to do this.
- If you are an actor, we may share your data with our clients where necessary to allow them to contact you directly and to ensure that they have all of the necessary details for their booking.
- We may share your basic personal details with our workforce and your subcontractors to ensure the smooth running of our sessions.
- Service providers who provide IT and system administration services for the purpose for IT support and administration.
- Professional advisers including lawyers, bankers, auditors and insurers if and when required for legal reasons.
- Government bodies that require us to report processing activities.
We also sometimes use Dropbox. Their Privacy Notice can be found here: https://www.dropbox.com/privacy.
How long we retain your data for
We will only retain your personal data for so long as is necessary to fulfil the purposes we collected it for, including for the purposes of contract/booking and satisfying any legal, accounting, or reporting requirements.
For tax purposes the law requires us to keep basic information about our clients and actors (including contact details, identity, financial and transaction data) for seven years after they are no longer our clients/actors.
We will retain details of your booking for a period of seven years after the date of the last session.
What happens if you don’t provide us with the data
If the provision of personal data is deemed necessary for the contract/agreement between us and you there may be possible consequences of failing to provide the personal data. For example, if we do not have the personal data requested from you we may be unable to communicate with you or provide Services you have requested.
How we keep your personal data safe
We have technical and organisational measures in place to ensure that your personal data has the appropriate security, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
Our systems are password protected and we maintain up to date antivirus software. In addition, we limit access to your personal data to those employees, actors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
Transferring data outside of the EU
Dropbox may transfer your personal data outside of the EU in certain circumstances. However, Dropbox complies with the EU-US and Swiss-US Privacy Shield Frameworks as set forth by the US Department of Commerce regarding the collection, use and retention of personal information transferred from the European Union, the European Economic Area and Switzerland to the United States. You can find Dropbox’s Privacy Shield certification here. You can also find out more about Privacy Shield at https://www.privacyshield.gov.
Your Rights
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:
- Right of access – You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. You have the right to request a copy of the information that we hold about you and providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data within one month of your written request.
- Right of rectification – you have a right to correct data that we hold about you if it is inaccurate or incomplete. The information we hold will be accurate and up to date. You can check the information that we hold about you by sending us an email. If you find any inaccuracies we will delete or correct it promptly.
- Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records. Those circumstances include: any personal data that is no longer relevant or needed in relation to the purposes for which they were originally collected or otherwise processed; you can withdraw consent to consent-based processing; the processing is for direct marketing purposes; and the personal data has been unlawfully processed. However, there are certain general exclusions of the right to erasure. Those general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
- Right to restriction of processing – where certain conditions apply to have a right to restrict the processing. Those conditions are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
- Right of portability – you have the right to have the data we hold about you transferred to another organisation. This right only applies to personal information you have provided us with, where the processing is based on your consent or for the performance of the contract and when processing is carried out by automated means.
- Right to object – you have the right to object to certain types of processing only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims. If you object to direct marketing, we will then cease to process your personal data for this purpose.
If you wish to enforce any of your rights listed above, please feel free to email or write to us using the Contact Us form under the “Who we are” tab on our website.
All of the above requests will also be forwarded on should there be a third party involved in the processing of your personal data (as identified under “Who we may share your data with”).
Complaints
In the event that you wish to make a complaint about how your personal data is being processed by us, or how your complaint has been handled, in the first instance please contact us by email so any issue can be swiftly rectified by us. You do also have the right to lodge a complaint directly with the supervisory authority using the contact details below.
UK’s Supervisory Authority:
Address: Customer Contact
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF
Email: casework@ico.org.uk
Changes to this Privacy Notice
We reserve the right to update this Privacy Notice at any time. You should check this page occasionally to ensure you are happy with any changes to this Notice.
We may notify you of changes to this Notice by providing you with a new Privacy Notice when we make any substantial updates.
We may also notify you in other ways from time to time about the processing of your personal information