Privacy Policy

Last updated November 30, 2023

Privacy Policy

1. About this privacy notice

This privacy notice aims to give you information on how mail.coop (Innovation Cooperative Limited) collects and processes your personal information through your use of this website, including any information you may provide through this website when you enquire about or purchase the services offered by Innovation Cooperative Limited.

This website is not intended for children and we do not knowingly collect information relating to children.

This privacy notice may supplement other notices published by Innovation Cooperative Limited and is not intended to override them.

What is mail.coop and what is Innovation Cooperative?

mail.coop is a service of Innovation Cooperative Limited, a new type of cooperative consortium bringing together cooperatives, third sector organisations, public bodies and private businesses. The members of Innovation Cooperative share a common set of values and principles about how to work together based on the internationally-agreed cooperative values and principles. You can read more about these here:

https://www.ica.coop/en/cooperatives/cooperative-identity

Who’s responsible for your personal information?

Innovation Cooperative Limited is responsible for this website and is the ‘data controller’ for your data.

How can you contact us?

If you have any questions, you can contact us using the methods described on the contact page of this website or by email to hello@innovation.coop

If you do not think that we have processed your data in accordance with this notice you should let us know as soon as possible.

Changes to the privacy notice and your duty to inform us of changes

We may change this privacy notice from time to time.

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.

Links to other websites

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you.

2. The kind of information we hold about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, last name, username or similar identifier.
  • Contact Data includes address, email address and telephone numbers.
  • Transaction Data includes details about payments to and from you relating to services purchased from us.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
  • Profile Data includes your username and password.
  • Usage Data includes information about how you use our website.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect and use Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. We will notify you if this is the case at the time.

3. How your personal information is collected

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity, Contact, Transaction and Financial Data by buying our services, filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

    • purchase our products and services;
    • create an account on our website;
    • subscribe to our service or publications;
    • request marketing to be sent to you;
    • give us some feedback.

  • Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see the section on cookies below for further details.
  • Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
    • Transaction Data from our payment provider Stripe 

4. How we use your personal information

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances 

  •  Where we need to perform the contract we are about to enter into or have entered into with you.

  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal information

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.

Purpose/ActivityType of dataLawful basis for processing including basis of legitimate interest
To manage our relationship with you which will include: Registering you as a customerNotifying you about changes to our terms (b) Asking you to leave a review or take a survey(a) Identity (b) Contact (c) Profile (d) Marketing and Communications(a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how members/customers use our products/services)
To administer and protect our business and this website (including monitoring and recording communications, troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)(a) Identity (b) Contact (c) Technical(a) Necessary for our legitimate interests (for running our business, quality assurance, training, provision of administration and IT services, network security, to prevent fraud (b) Necessary to comply with a legal obligation
To use data analytics to improve our website, products/services, marketing, member/customer relationships and experiences(a) Technical (b) Usage (c) Financial (d) TransactionNecessary for our legitimate interests (to define types of members/customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

Opting out of marketing messages

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Sharing your personal information

We may have to share your personal data with the parties set out below for the purposes and set out in the table in paragraph 4 above.

  • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
  • HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

We do not transfer your personal data outside the European Economic Area (EEA).

Email Content and Privacy

When you utilise our email services, the content of your emails is stored on our secure servers. The retention of your emails on our servers is contingent upon the type of email client you use and your chosen settings. Typically, emails may remain stored until you elect to delete them or transfer them to your personal device.

We regard the content of your emails as private and confidential. Our standard practice is to not access, read, or utilise your email content for any purposes other than to facilitate the sending and receiving of emails, as directed by you.

However, it is important for users to understand that as an email service provider operating under UK law, we are subject to certain legal obligations. If compelled by government authority under the Regulation of Investigatory Powers Act 2000 (RIPA), we may be required to disclose email content and related information to the extent necessary to comply with a legal order. Please be aware that RIPA may also prohibit us from disclosing to you the existence of such requests for access or surveillance.

We are committed to upholding our legal obligations while endeavouring to protect your privacy and data. Our policies are designed to be compliant with all applicable laws, including data protection regulations.

6. Keeping your information secure

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those colleagues, agents, contractors 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.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see Request erasure below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

8. Your rights

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us hello@innovation.coop.

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Complaints to the regulator

If you do not think that we have processed your data in accordance with this notice you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. You can contact them by going to their website at ico.org.uk, phoning them on 0303 123 1113 or by post to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

Cookie policy

Use of cookies

This website uses cookies, as almost all websites do, to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.

The mail.coop website uses cookies to:

  • Make the website work as you’d expect 
  • Save you having to login every time you visit the site 
  • Remember your settings during and between visits 
  • Improve the speed and security of the site 

We do not use cookies:

  • For sharing pages with social networks like Facebook 
  • For marketing
  • To collect any personally identifiable information
  • Collect any sensitive information
  • Pass personally identifiable data to third parties 
  • Pay sales commissions 

Essential cookies

Essential cookies help make a website usable by visitors and provide information we need:

  • login access to subscriber-only areas of the website 
  • purchasing services
  • anonymised basic usage analytics
  • bot detection to prevent against spam (for example, on contact forms)

Our website only uses essential cookies so we won’t bother you with an ‘Accept all’ consent form.

If you don’t want essential cookies then please don’t use the site – or set your browser to block them – but remember if you change your settings to block cookies, our website may not function effectively.

The website may also use non-cookie technologies, such as statistical IDs. Please keep in mind that your web browser may not permit you to block the use of these non-cookie technologies, and those browser settings that block cookies may have no effect on such techniques.