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Edenred privacy policy

Version 5.4 (18/05/2022)

 

About Edenred

 

Edenred (UK Group) Limited & Childcare Vouchers Ltd, (together
"Edenred/we/us/our") are companies incorporated in England & Wales with a
registered office at 50 Vauxhall Bridge Road, London, SW1V 2RS. The registered
company number for Edenred UK (Group) Limited is 00540144. The registered
company number for Childcare Vouchers Limited is 02420196. 

 

This Privacy Policy describes how Edenred collects, processes and uses your
personal information.

 

We are committed to protecting the confidentiality and security of your personal
information in accordance with applicable data protection legislation. To
achieve this we have policies and procedures in place to comply with the General
Data Protection Regulation (also known as the GDPR) and other applicable UK and
EU regulations.

 

Edenred reserves the right to change its Privacy Policy at any time without
notice. We advise that you occasionally review the current version. Where
possible we will notify you if significant changes are made.

 

If you have any questions about this Privacy Policy please contact us by email
at dpo.uk@edenred.com or in writing to The Data Protection & Compliance Officer,
Edenred UK (Group), 50 Vauxhall Bridge Road, London, SW1V 2RS.

 

Why does Edenred need to collect and store your personal information?

 

Edenred collects, stores and processes your personal information on behalf of
our clients for the purpose of administering our various services such as:

 

 * Childcare Vouchers
 * Edenred Savings
 * Eyecare Vouchers
 * Flexible Benefits
 * Compliments Select
 * Connect Recognition
 * Connect Incentive
 * Incentive Award Cards
 * Compliments Card
 * Select Eat
 * Select Grocery

 

We are committed to ensuring that the information we collect and use is
appropriate for its proposed purpose and does not constitute an invasion of your
privacy. Edenred will only use the information you provide in a manner that is
compatible with applicable data protection legislation. At all times we will
endeavour to keep your information accurate and up to date.

 

If you do not have a commercial relationship with us, we may hold limited
personal information about you to communicate and promote our services.

 

Unless stated otherwise, our current Privacy Policy applies to all the personal
information we obtain from or about you.

 

Personal information collection, use & storage

 

When providing our services, we may obtain personal data when;

 

 * Your employer (or other organisation with which you are formally affiliated)
   passes your personal information to us for the provision of services they
   have purchased on your behalf; or
 * You provide your personal information to Edenred whilst using the service; or
 * You provide your personal information when requesting more information about
   becoming a client of Edenred

 

The personal information collected by Edenred is restricted to information
essential for service operation and does not include sensitive personal
information.

 

This information is collected to allow us to:

 * Create and manage your account to provide access to our online services
 * Deliver offline aspects of our services
 * Process your requests for accessing discreet elements of our service such as
   purchasing employee savings discounts; making flexible benefits choices; or
   redeeming incentive awards given to you by your employer or affiliated
   organisation
 * Comply with our legal obligation to implement strong customer authentication
   for our Edenred Mastercard products
 * Run marketing campaigns to communicate and promote our services
 * Conduct surveys to study customer needs and satisfaction to identify trends
   and improvement opportunities for the supply of our products and services
 * Service the contract we have with you, your employer or affiliated
   organisation

 

All personal information stored and processed by Edenred services are located
within the UK. Where Edenred share personal information with a third-party data
is stored within the UK and European Union. Edenred ensures that your personal
data will not be transferred outside of the European Union in the absence of an
adequacy decision by the European Commission or the establishment of appropriate
and adequate safeguards ensuring the security and protection of your personal
data.

 

Who has access to your personal information?

 

Your personal information will be only be accessible to authorised personnel who
have been granted access rights based on their need to perform their job role to
deliver the service. All authorised personnel are bound by a contractual
non-disclosure agreement.

 

Personal information data retention periods

 

We will not retain your personal information for longer than is necessary.
However, in some instances the law sets the maximum length of time personal data
must be retained to satisfy any legal, accounting, or reporting requirements.

 

After the retention period has elapsed, data is securely destroyed or anonymised
so that it can no longer be associated with you.

 

Our data retention periods are as follows:

 * Edenred Service data 6 years (generally from last data subject login)
 * Edenred Survey data 3 years

 

Lawful basis for processing your information

 

Wherever possible, your personal data will not be obtained, held, used or
disclosed unless you have been informed (and where required given your consent)
for it to be shared with Edenred. Your employer or affiliated organisation is
responsible for taking the necessary steps to achieve this.


We are generally a Data Controller in respect of the services we provide but in
certain limited circumstances operate as a Data Processor. If you have any
questions in respect of this please do not hesitate to get in touch at
dpo.uk@edenred.com.

 

Please see the table below which sets out our status.

 

Edenred UK service General status Childcare Vouchers Data controller Edenred
Savings Data controller Eyecare Vouchers Data controller Flexible Benefits Data
controller Compliments Select Data controller Connect Recognition Data
controller Connect Incentive Data controller Incentive Award card Data
controller Compliments card Data controller Select Eat Data controller Select
Grocery Data controller

Edenred will only use your personal information to perform our contractual
obligations with you, your employer or affiliated organisation and to pursue our
legitimate interests delivering, maintaining, improving and promoting the
required service. Should the need arise we may also be required to use your
personal information to comply with our legal and regulatory obligations.

 

Marketing & electronic communications

 

From time to time we may contact you via email or telephone with information
about Edenred products and services. As follows:

 

Existing users: Your employer or affiliated organisation will have determined
the initial extent to which Edenred can communicate with you using either your
business or personal contact information. This means that our lawful basis for
communicating with you can vary between;

 * Edenred performing our contractual obligations with you, your employer or
   affiliated organisation. For example, when sending you service notifications
   such as joining instructions; or
 * pursuing our legitimate interests. For example, when sending promotional
   emails to your work email address; or
 * relying on your consent. For example, when sending promotional emails to your
   personal email address.

 

Whichever method is used we will always provide you with the option to opt-out
of receiving future communications or surveys. With the following exception;
occasionally your employer or affiliated organisation will ask Edenred to
communicate with all its employees or scheme members providing a notice that is
required to be sent to all participants concerning essential information about
the provided service in accordance with our contractual obligations.

 

Direct marketing and communications with corporate clients and prospects: We
will communicate with you to pursue our legitimate interests in promoting our
products and services. We will always provide you with the option to opt-out of
receiving future communications. Where appropriate our business-to-business
communication process uses proposal tracking software, this will not be done
without your consent.

 

For business-to-business marketing activity and client business communications,
a limited amount of personal data is transferred to a third-party sub-processor
based in the US. Appropriate safeguards are in place; as required by the GDPR
the sub-processor Data Processing Agreement includes Standard Contractual
Clauses.

 

Please note the grounds and purposes for processing your personal information
may overlap which could result in several of those grounds justifying our usage.

 

Keeping you informed and conducting surveys

 

In the interest of continually improving our services, we may periodically wish
to contact you by email or telephone to inform you about services or offers
which might be of interest to you, or to obtain your feedback on our products
and services.

 

Our stated lawful basis for these processing activities is based on Edenred's
legitimate interest to conduct customer needs and satisfaction surveys to
identify improvement opportunities for the products and services to deliver
optimum customer experience.

 

Our Passion for Customers Program aims to improve the experience of Edenred's
customers and harness ongoing interactions through tools that allow Edenred to
conduct and manage surveys, mine and classify customer insights to fuel
continuous feedback, learning, improvement and drive strategies and actions to
deliver the best in class customer experience. To do so, this solution uses
profiling to determine what needs to be addressed by actions to increase
customer satisfaction. If you have received something in error, please contact
clientservicesdirector@edenred.com and we will remove you from our mailing
list(s). We will provide an unsubscribe option on all relevant marketing
communications.

 

Sharing personal information with third parties

 

Edenred may need to supply data to third parties for the purpose of providing
the service purchased by your employer or affiliated organisation and to promote
and improve our products and services to existing and potential new clients. For
example:

 

 * Employee benefits providers
 * Printing & mailing companies
 * Email service providers
 * Website tracking & analytics providers
 * Edenred Group Companies
 * Survey tool providers (Survey Monkey and Medallia)

 

We require third parties to safeguard the security of your data in accordance
with applicable data protection laws. All Edenred third party service providers
are contractually required to take appropriate security measures to protect your
personal information. Edenred will only share the minimum personal information
required to provide the third-party service. Third parties are only allowed to
use your personal data for provision or promotion of that service.

 

Disclosure of personal information

 

Edenred will ensure that your personal information is not disclosed to
unauthorised third parties, including family members, friends, government
bodies, and in certain circumstances, the Police. Edenred will not sell, rent or
trade your personal data. Data protection legislation does however permit
certain disclosures without consent when the information is requested for one or
more of the following purposes:

 * To safeguard national security
 * Prevention or detection of crime including the apprehension or prosecution of
   offenders
 * Assessment or collection of tax duty
 * Discharge of regulatory functions (includes health, safety and welfare of
   persons at work)
 * To prevent serious harm to a third party
 * To protect the vital interests of the individual, this refers to life and
   death situations

 

All requests to provide personal data for one of the above reasons will be
specifically authorised by the Edenred Information Security & Compliance
Officer.

 

Rights of access to your personal information

 

Under the General Data Protection Regulation and subject to qualifying
circumstances you have the following rights:

 

 * You can request a copy of personal data which we hold about you (commonly
   known as a subject access request or SAR).
 * You can request to have any inaccuracies in your personal information
   corrected.
 * Under certain circumstances you can request to have your personal information
   removed.
 * You can object to the processing of your personal information if you have
   issues with the content of the information we hold or how we are processing
   it.
 * You can request that a restriction be placed on the processing of your
   personal information.

 

To exercise any of the above rights please use the form provided here.

 

Security of your personal information

 

We have implemented stringent security measures to ensure the integrity &
confidentiality of your personal information and to protect it from loss,
misuse, alteration or destruction. Wherever you communicate with our data
processing systems your connection will be encrypted using a minimum of TLS 1.2.

 

Edenred UK personnel who handle personal data are made aware of their
responsibilities and are trained in how to protect the data. Each Edenred UK
contract of employment specifically includes provision for the confidential
handling of customer information.

 

Edenred have procedures in place to investigate a suspected data security
breach. We will notify your employer or affiliated organisation if you have been
affected as well as assisting the data controller with reporting data breaches
to the relevant regulatory authority to comply with our legal obligations.

 

Where necessary Edenred UK will report data breaches to the ICO and impacted
data subjects within the time periods required.

 

Supplier and third party links


Edenred UK may provide you with hyperlinks from our websites to third party
websites. By following such hyperlinks, you become a customer of that
third-party supplier, in which case related transactions are subject to the
third party's own privacy policy. Please ensure you read the privacy policy
provided by any third party.

 

Edenred UK accepts no responsibility or liability for any third-party websites.

 

Complaints


If you have concerns about how we are processing your personal information or
you wish to make a complaint please contact us by emailing dpo.uk@edenred.com.
You are also entitled to contact the Information Commissioner Office's helpline
for advice on data protection and your information rights here
https://ico.org.uk/global/contact-us/ or call them on 0303 123 1113.

 

Cookie Policy

Version 4.5 (20/05/2019)

 

A cookie is a small piece of data containing a unique reference which is written
to a web-enabled user device such as a computer, smartphone, tablet and/or other
device running a web browser capable of connecting you to the internet. Cookies
are very useful and enable your experience on websites to be as smooth as
possible e.g. they remember your preferences and generally improve your web
experience. For more information on cookies visit: https://allaboutcookies.org/.

 

Edenred UK uses cookies, where necessary, for the provision or enhancement of
our web services.


What types of cookies do we use?

 

'Session cookie': This is a temporary cookie that remains active until you
sign-out of the website or the cookie expires due to a period of inactivity. The
session cookie is essential in the provision of certain services.

 

'Persistent cookies': These remain on your device for a longer period, dependent
upon their intended purpose. Our websites utilise two forms of persistent
cookie:

 * Stored on your device after you login to a website and expires after 60 days.
   This cookie is used to provide site branding and other website customisations
   where appropriate
 * Stored on your device if you have given your consent on that website to have
   the website remember your details

 

'Strictly necessary' cookies: These cookies are essential to navigate our
websites and support core features such as using a shopping cart.

 

'Functional cookies': These cookies allow websites and applications to provide
you with enhanced and more personal features by remembering choices you make. 
This enables us to identify your device using a unique user identifier, but
doesn't collect personal data such as your name and email address.

 

Some examples of how we do this include:

 * Remembering if you've visited the site before so you don't see messages
   intended for first time users.
 * Remembering if we've asked you if you want to complete a survey, so you're
   not asked the same questions again.

 

'Web beacons'. These are small transparent graphical images which are used only
where relevant to the related service.

 

'Analytics cookies': These cookies are used to collect information about how
visitors use our site. We use the information to compile reports and to help us
improve the site. The cookies collect information in an anonymous form,
including the number of visitors to the site, where visitors have come to the
site from and the pages they visited.

 

Our policy is to be open and honest with you about our use of cookies.

 

Cookie security

 * Our cookies never contain Personally Identifiable Information (PII)
 * Our cookies are always sent over an encrypted channel (SSL/TLS)
 * The values inside our cookies are encrypted when necessary
 * We never share or allow third parties to read our cookies

 

Third party cookies

 

Edenred UK may embed video or other content into our websites.

 

When you visit a web page with embedded content you may be presented with
cookies related to that content. Edenred UK does not control these cookies and
we recommend that you check the third party's own website for information about
them.

 

Video embedded into the website will not play automatically. By clicking on the
play button for any embedded video you consent to a cookie (if applicable) being
stored on your device.

 

How to control your cookies

 

There are various ways that you can control and manage your cookies. Please
remember that any settings you change will apply to all websites that you visit
(unless you choose to block cookies from particular sites). The settings you
change will also only apply to the device on which you change them and will not
apply across all your devices. If you want to opt out of cookies on all your
devices, you will need to change the settings on all your devices individually.

 

Managing cookies in your browser

 

Most modern browsers will enable you to:

 * Show you what cookies you've got and delete them on an individual basis.
 * Block third party cookies.
 * Block all cookies from being set.
 * Delete all cookies when you close your browser.

 

You should be aware that any preferences will be lost if you delete all cookies.
This includes where you have opted out from cookies, as this requires an opt-out
cookie to be set. So if you opt out from cookies and then delete all cookies,
your opt out will not be saved and you'll need to opt out again (which will
store a strictly necessary cookie so that your device can remember that you have
opted out).

 

If you block cookies completely, many websites will not work properly and some
functionality on these websites will not work at all. We don't recommend turning
cookies off when using our services for these reasons.

 

The links below take you to the 'help' sections for each of the major browsers
so that you can find out more about how to manage your cookies.

 

Google Chrome


Firefox


Safari


Safari iOS


Android


Microsoft Edge

 

 

It's possible to opt out of having your browsing activity recorded by analytics
cookies. Edenred UK uses the following analytics providers and you can opt out
of their cookies using the links above or as specified below. Please note that
this will take you to the relevant third party's website and generate a 'no
thanks' cookie, which will stop any further cookies being set by those third
parties.

 

Please remember by not allowing analytics cookies, this stops us from being able
to learn what people like or don't like about our services, so that we can make
them better.

 

Google Analytics