Terms and Conditions

At The Distance, we are committed to protecting your privacy.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and any of its subdomains, mobile applications, and related services. By accessing and/or using any of our services, you consent to the practices described in this Privacy Policy.

We may collect personal information that you voluntarily provide to us when you register on the website, express interest in obtaining information about us or our products and services, participate in activities on the website, or otherwise contact us.

The personal information we collect may include:

• Name
• Email Address
• Phone Number
• Job Title
• Company Name
• Any other personal information you choose to provide, for example, details you provide about your business

We are aware that your information may be confidential and we will protect the confidentiality of your information following our normal procedures and legal requirements. We will not contact you with marketing information unless you have opted into receiving this kind of information.

We may collect information about your computer, tablet or mobile, including where available, your IP address, operating system and browser type for system administration. This is only statistical data and does not identify any individual.

We also collect details of your visits to our website in the form of analytics, this could include places and resources you access on our site, time spent on our site and where you are directed to our site from.

We may use this data to respond appropriately to website enquiries or transactions; to save your website preferences. We may also occasionally use your details to contact you with information relevant to your activity on-site, for example, to email our account holder about changes to operational information.

We may also collect information that your browser sends whenever you visit our website or when you access the website by or through a mobile device.

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

Cookies are small files comprised of letters and numbers that are downloaded onto your desktop computer, mobile or tablet when you access certain websites. Cookies allow a website to recognise a user’s device and help your browser navigate through the website by remembering the settings you selected during earlier visits, amongst other functions. Cookies do not harm your device.

We use cookies on our website for one purpose, to collect statistical information about how visitors use our website, so we can improve the way this website works and measure our success. By recording such statistics as browser usage, visitor location, operating system etc. Cookies help us to provide you with a good experience when you browse this website and allow you to make full use of the features available on this website. We do not use cookies to collect or record information such as your name, address or personal details.

By continuing to use the Site and/or by accepting our Privacy Policy you are agreeing to the use of such cookies.

We use cookies for the following purposes:

• Analytical/Performance Cookies: to analyse the use of the Site by recognising and counting the number of visitors and how they move around the Site. This helps us to see what parts of the site are popular and which sections need improving to make the experience better for users
• Functionality Cookies: to recognise you when you return to the Site so that content can be personalised for you, for example, by remembering your country and site preferences.
• Tracking Cookies: to record your visit to the Site and the pages you have visited and links you have followed. We may use this to make the Site more relevant to your interests.

Our website may from time to time contain links to and from other websites. If you were to follow a link to any of these sites please note that these websites have their own privacy policies and we do accept any responsibility or liability for these policies. Please make sure to check these policies before you submit any personal data to any of these websites.

We operate on a need-to-know basis, both within our company and also with our relationships with our website manager and hosting provider. We collect your information to understand your needs and provide a better service.

We will never sell, lease or otherwise distribute your information to third parties unless we have your explicit permission and/or are required to do so by law. For development purposes, relevant members of staff within the website agency have access to our administration area and analytics data; our hosting provider does not have access to this data but has systems access to website and database files to diagnose and optimise performance.

We may use your data in the following ways:

• To ensure that the site’s content is presented as effectively as possible for you and/or to customise the Site according to your interests
• To carry out any requests or obligations arising from any contact you may have with us;
• To consider any job applicants;
• For our internal purposes, such as Internal record keeping, quality control or to improve our products and services, site performance, system administration and to evaluate the use of the Site, so that we can provide you with enhanced services.
• To notify you about changes to our services
• To provide you with information, products or services that you request from us, or which we feel may interest you (provided of course that you agree);
• To create reports to assist with future marketing
• To carry out our obligations arising from any contracts with you and for billing and delivery purposes; and to enable you to participate in the features of the Site, when you choose to do so.
• We may monitor your use of the Site and record your IP address, operating system and browser type, for system administration. This is statistical information about our users’ browsing actions and patterns and does not identify any individual
• We collect statistics data about Visitors to the Site and sales and traffic patterns.

We will only use your data for our own marketing and advertising purposes and do not transfer any personal data to third parties for marketing purposes.

However, there may be unlikely cases that we will share your information, such as:

• If we sell or buy any business or assets (as we may share your data with the prospective seller or buyer)
• If we or substantially all of our company assets are acquired by another party, in which case your information will be one of the transferred assets
• With business partners, suppliers, and sub-contractors for the performance of any contract we enter with them or you
• If we have to share your information to comply with legal or regulatory requirements
• If we have to enforce any other agreements or to protect our rights, property or our customers, etc. This may involve exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Our website is hosted by Vercel and we hold your data with Hubspot. We remain responsible at all times for the security of your information, but if you want to know more about how we interact with Hubspot you can view the Hubspot privacy policy here.
Usage Data from analytic providers Google Analytics. Based on your cookie consent, Google will analyse your usage of the website. The information collected by Google when you use our website (for example the referring URL, which web pages you visited, your browser type, your language settings, your operating system, your screen resolution) will be transferred to one of Google’s servers, where they are stored and analysed. Results and reports are available to us in anonymised form. In this process, user data will not be linked to your full IP address. Read more about Google’s Privacy and Terms

We take the security of your personal data very seriously and have policies and procedures in place to ensure our compliance with the DPA and GDPR.
We limit access to your personal data to those employees, 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.
Although we do our very best to protect your personal details, transmission of information via the internet is not completely secure and we can not and do not guarantee the absolute security and protection of your data. Any transmission is at the risk of the site user. Once we have received any information we will use strict procedures and security features to try and prevent unauthorised access.

We recognise the importance of security as related to your personal information. We follow industry-standard methods to protect both personal and anonymous data, both during transmission and once we receive it. Please contact us by email if you have any questions or comments relating to our security measures.

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.

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.

Although children are less likely to access our services, we are committed to protecting the privacy of children under the specific provisions outlined in the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 which sets the age of digital consent at 13.

The Distance does not knowingly collect personal information from children under 13 without verifiable parental consent. If we discover that we have inadvertently collected personal information from a child under 13, we will take steps to delete the information as soon as possible.

Parents/Guardians have the right to access, review, and delete their child's personal information. To exercise these rights, please contact us at hello@thedistance.co.uk

Should we have the need to collect personal information from children, we obtain verifiable parental consent. Parents can review, delete, and refuse the further collection of their child's personal information

You have the right to find out about what information we hold about you and you have the right to update any incorrect information. If you wish to access and/or request us to make corrections to the personal information that you have stored with us, please contact us via email at hello@thedistance.co.uk

You also have the right to ask for your information to be permanently deleted and withdraw your consent from our systems. Again if you would like to exercise this right then contact us at the email address above. There will be no charge for reasonable electronic access to your information or for your right to be forgotten and we will do so within 10 working days of you contacting us on the details above.

You have the right to ask us not to process your information (or pass your information to other companies or organisations) for marketing purposes. You can request this by contacting us on the above email.

You have a right to be notified of a personal data breach if it results in a high risk to your rights and freedoms

You also 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 (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Any changes we make to our Privacy Policy will be displayed on this page and where appropriate notified to you via email.

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

Date of last revision: 30th September 2024