Send Me a Sample Privacy & Cookie Notice
1. Who are we?
Send Me A Sample Limited, trading as Send Me a Sample, is a company registered in England and Wales under registration number 11344586 and registered address of 650 Wharfedale Road, Winnersh Triangle, Wokingham, Berkshire, England, RG41 5TP. We are the data controller for the purposes of this Privacy Notice. This Privacy Notice relates to this website https://www.sendmeasample.com, part of the Advantage Smollan Group.
2. What is this Privacy Notice for?
This Privacy Notice gives you information about how we will use personal data and other private information collected by or provided by you to Send Me a Sample. When we refer to ‘personal data’ in this Privacy Notice it means any information that relates to you from which you can be identified. This Privacy Notice governs the processing of your personal data, including in connection with your use of our Site, so please read it carefully.
3. What Personal Data may we collect?
We may collect the following personal data about you:
The personal details you provide (such as full name and title, postal address (including billing and shipping addresses), email address, date of birth) when creating an account with Send Me A Sample.
Personal details including your name, contact details, CV, and any other information you choose to provide, when corresponding with us by phone, email, online job applications.
Client and Supplier work contact details to allow business to business communication.
Any other personal or private information about you that you choose to submit to this Site or any other websites we operate.
Information about your preferences (e.g. cookie data, clickstream data, browsing history, responses to direct marketing, and opt-outs from direct marketing) and any information provided to us by third parties.
4. How we collect your Personal Data
From you: We may collect Personal Data that you provide to us when interacting with our company or when we are providing a service to you.
From Other Sources: We may receive your Personal Data from other sources, such as public databases, joint marketing partners, social media platforms (including from people with whom you are friends or otherwise connected) and from other third parties.
5. How we use your Personal Data
We may use your personal data in the following ways:
To operate our business and provide you with services you have requested.
To verify your identity.
To acknowledge, confirm and deal with your enquiry, job application, brief or order.
Where we are asked to deal with any other enquiries or complaints you may make.
To notify you about any changes to this Site, or services provided through this Site.
Only where you have consented, to share your contact information with our business partners so that they may send you marketing communications in relation to their products and services.
To provide you, with information about our services. Any marketing email that you receive from us will allow you to unsubscribe to further email promotions.
To contact you in connection with user/customer/member surveys and use any information you choose to submit in response.
The management of job applications.
To administer our Site and ensure that our Site is presented in the most effective manner for you and your computer/device.
For internal business/technical operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes and as part of our efforts to keep our Site secure.
On an aggregate basis, to understand how individuals collectively use the features of our Site.
To give effect to your legal rights and your rights under this Privacy Notice.
To protect against fraud, identity theft, and other unlawful activity.
To establish or exercise any legal rights or claims.
To satisfy our obligations under applicable law, this Privacy Notice, and any other policies or terms that are applicable to our relationship with you.
For other purposes to which you have consented, and we may combine personal data that you provided to us with other information we collect about you for the purposes set out in this Privacy Notice.
6. Disclosure of your personal data
We may share your personal data with third parties in the following situations:
| Organisation Name | Purpose | Location |
|---|---|---|
| Companies affiliated with Send Me A Sample, including its parent companies Advantage Smollan Limited and Smollan Pty | In connection with the administration and running of the business. | EU, UK and South Africa |
| Amazon Web Services | Storage of Consumer information | Ireland |
| Hubspot | Customer Relationship Management and business management | Germany |
| Mailchimp | Email communication tool | USA |
| Zapier | Business automation | USA |
| Dolphin Haley | Platform development and testing | UK |
| Fox Marketing Solutions, Fosdick Fulfilment, CCG Marketing Solutions, Dialog Direct, Qualfon. | Suppliers used for warehouse packing and distribution | Various |
| Our brand partners – Reckitt Benckiser, Shiseido, General Mills, MARS, Alcon, L’Oreal, Dollar Shave Club, Weleda, Nespresso. | To permit our brand partners to send you marketing communications if you have opted into such sharingn | Various |
| To other third parties in line with applicable legal requirements | To comply with legal obligations that we are subject to | Various |
Other disclosures:
We may disclose your personal data to our employees and agents to the extent necessary to provide you with the services you have requested.
To our third party service providers who provide services such as sample fulfilment, data analysis, payment processing, information technology and related infrastructure provision, email delivery, postal delivery, auditing and other services.
If we sell or transfer all, or any portion, of our business or our company assets to any third party, personal data held by us from you may be one of the transferred assets.
To protect us or contractors against loss or damage (including without limitation, exchanging information with the police, courts or law enforcement organisations).
To the extent necessary to establish, exercise or defend legal rights or claims, or for the purposes of investigating actual or suspected unlawful activity.
7. Security
We take the security of our customer and clients’ data very seriously and we use appropriate measures to protect all personal information collected in a secure, controlled environment consistent with data protection legislation.
8. International transfers
Send Me A Sample uses some third parties who are based outside of the UK, as shown in Section 6, and so your personal data may be transferred internationally. Where your data is shared to a country outside of the UK, we will ensure that necessary arrangements are in place to provide appropriate safeguards for your information. These arrangements may involve the use of an Adequacy Decision, Standard Contractual Clauses, the UK International Data Transfer Agreement or other permitted mechanisms.
9. Lawful basis for processing
The UK and EU General Data Protection Regulation (GDPR) requires that we must have a lawful basis when processing (using) your information. We may rely upon one of the following lawful bases for the processing that we carry out:
| Lawful Basis | Relevant Processing Activity |
|---|---|
| The processing activity is carried out with your consent. | • Placing cookies and other similar technologies on your device (subject to certain exceptions) • Sending marketing communications to you. |
| The processing activity is necessary for the performance of a contract | • We will process your personal data in connection with the contract which you enter with us. |
| The processing activity is in our legitimate interests | • To further our marketing activities and to help spread awareness of Send Me A Sample and our services. • Job application management • To ensure that we are providing you with quality services and to allow us to improve our services where possible. • To enable business management and forecasting. • To process general enquiries. |
| The processing activity is necessary for compliance with a legal obligation | • We may need to process your personal data to comply with relevant laws, regulatory requirements and to respond to lawful requests, court orders and legal process. |
10. Data Retention
We will only retain your personal data for as long as we require the personal data in connection with the purposes set out in this Privacy Notice, except where we are required, or permitted, under applicable law, to retain your personal data for additional periods of time.
11. Business to Business Marketing
As a part of our marketing practice, we make unsolicited contact with companies, including individual employees of such company, by telephone or email to inform them of our services that could result in a mutual commercial interest. We obtain the contact details for such companies and its employees from public information including company websites, business and social media, sector news and industry conferences. We also may have obtained such contact details directly from you or your company if you or your company have previously contacted us using a corporate phone number or corporate email address. Any personal data collected and processed for our business-to-business marketing practice as detailed herein is done so pursuant to our legitimate interest to market our services to you.
12. Your Data Protection Rights
Subject to applicable law, you may have the following rights in relation to your personal data:
the right to request access to or copies of the Personal Data that we process
the right to rectification of any inaccuracies in your Personal Data
the right to erasure of your Personal Data
the right to restrict processing
the right to object to processing
the right to data portability
rights in relation to automated decision making and profiling; please note that Send Me A Sample does not undertake any automated decision making or profiling.
If you wish to exercise any of these rights please select this LINK and complete the online form. We may also need to ask you for further information to verify your identity before we can respond to any request.
If you wish to delete your Send Me A Sample profile, click here
13. Cookies and Analytics
We may collect the following types of information that does not directly identify you:
Certain browser and device information.
Certain app usage data.
Information collected through cookies, pixel tags and other technologies
Demographic information and other information provided by you that does not reveal your specific identity.
Information that has been aggregated in a manner that it no longer reveals your specific identity.
We and our service providers may collect the above in a variety of ways, including:
Through your browser or device: Certain information is collected by most browsers or automatically through your device, such as your computer type (Windows or Macintosh), screen resolution, operating system name and version, device manufacturer and model, language, Internet browser type and version and the name and version of the Services (such as the App) you are using. We use this information to ensure that the Services function properly.
Through your use of the App: When you download and use the App, we and our service providers may track and collect App usage data, such as the date and time the App on your device accesses our servers and what information and files have been downloaded to the App based on your device number.
Using cookies: Cookies are pieces of information stored directly on the computer that you are using. Cookies allow us to collect information such as browser type, time spent on the Services, pages visited, language preferences, and other anonymous traffic data. We and our service providers use the information for security purposes, to facilitate navigation, to display information more effectively, and to personalise your experience. We also gather statistical information about use of the Services in order to continually improve their design and functionality, understand how they are used and assist us with resolving questions regarding them. If you do not want information collected through the use of cookies, you can decline their use through our cookie banner, or change your cookie settings by using the at the bottom left of this website footer.
IP Address: Your IP address is automatically assigned to your computer by your Internet Service Provider. An IP address may be identified and logged automatically in our server log files whenever a user accesses the Services, along with the time of the visit and the page(s) that were visited. Collecting IP addresses is standard practice and is done automatically by many websites, applications and other services. We use IP addresses for purposes such as calculating usage levels, diagnosing server problems and administering the Services. We may also derive your approximate location from your IP address.
Analytics. We use Google Analytics, which uses cookies and similar technologies to collect and analyse information about use of the Services and report on activities and trends. This service may also collect information regarding the use of other websites, apps and online resources. You can learn about Google’s practices by going to google.com/policies/privacy/partners/, and opt out of them by downloading the Google Analytics opt-out browser add-on, available at https://tools.google.com/dlpage/gaoptout.
14. Change to our Privacy Notice
If we change this Privacy Notice, we will let you know about the changes by publishing the updated version on our website, https://www.sendmeasample.com . We are committed to protecting and respecting your privacy and will continue to do so in any future changes we make to this Privacy Notice.
15. Contact
Questions, comments or requests regarding this Privacy Notice or any of our processing should be made to our Data Protection Team by completing the form available via this LINK or post at: Data Privacy, Send Me A Sample, 14 – 16 Well Court Farringdon Lane London EC1R 3AU
16. The right to lodge a complaint with a supervisory authority
You have the right to complain to the Supervisory Authority
UK:
You can contact the Information Commissioner’s Office using this link: https://ico.org.uk/global/contact-us/contact-us-public/
EU:
You can find your Supervisory Authority using this link: https://www.edpb.europa.eu/about-edpb/about-edpb/members_en