Privacy policy

1. Introduction

Ride Shotgun is committed to keeping your personal data safe and secure. Our Privacy Policy is intended to inform you how we collect, disclose and use your personal data in compliance with the General Data Protection Regulation (GDPR).

Please take a few moments to read and understand this policy in conjunction with our Cookie Policy.

If we change our Policy and/or procedures, we will update this Policy to keep you aware of what Information we collect, how we use it and under what circumstances we may disclose it.

This privacy policy belongs to Ride Shotgun, The Grain Warehouse, Victoria Quays, Sheffield S2 5SY.

2. What information is being collected?

You may provide or we may collect this Information in a number of ways:

2.1 Information you voluntarily provide to us

When you visit you may be asked to provide certain information about yourself via our ‘Contact us’ form or via our email subscription forms. The information we request will be the minimum amount required for us to process your enquiry and respond accordingly.

We may also collect information about your usage of our website as well as information about you from emails or letters you send to us. We use and analyse the information we collect so that we can administer, support, improve and develop our business.

2.2 Information we collect through your use of our website

As you use our website, Information may also be passively collected by us through our use of cookies, log files, and other technologies. This Information allows us to deliver more helpful Information and services. Please see our Cookie Policy for more Information.

2.3 Information we receive from third parties

We may also combine online and/or offline Information received from third parties with your Information. The third party Information is used for a variety of purposes including to verify other Information about you (e.g. to enhance the content we provide to you). We use and analyse the information we collect so that we can administer, support, improve and develop our business.

3. How is it collected?

We collect information via forms on our website and by public social media accounts including Facebook, LinkedIn, Twitter and Instagram.

We collect anonymous information on our website via Google Analytics and Hotjar. We collect some information on how you interact with our website, for example using cookies or device IDs.

We may also collect information about you from emails or letters you send to us and from phone calls.

4. Why is it being collected?

We collect data in order to personalise your experience on this website and to ensure that communications from Ride Shotgun are relevant and under legitimate interest.

5. How will it be used?

Your information will enable us to provide you with access to all relevant parts of our website and to supply the services you have requested. When you use this website, certain limited information (such as your browser type and IP address) will be collected by us automatically. We will also collect and store personal information where:

  • you apply for a job
  • you contact us with a general enquiry (website, post, email and telephone)
  • you subscribe to our mailing list

We use the personal information we collect to send you marketing communications via email, post or telephone and improve our services to you and this website.

You can use the “unsubscribe” option which will be included in our marketing email communications to opt out of our marketing emails.

The information you provide is used solely by Ride Shotgun. We will not share the information you provide with any outside organisations.

Ride Shotgun is registered under the Data Protection Act 1998, registration number ZA232201.

6. Who will it be shared with?

The data we collect via the methods identified above is used by Ride Shotgun only. Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

7. Transfer to third parties

Ride Shotgun is the data controller and processor of your personal data. We may use Google and Microsoft as a data processor. Information on their commitment to compliance with GDPR can be found here:

8. Lawful right to process data

Our lawful rights for data processing are:

  • Consent of the data subject
  • Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
  • Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations)
  • Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject

9. Legitimate interests

We process personal information for certain legitimate business purposes, which include some or all of the following:

  • where the processing enables us to enhance, modify, personalise or otherwise improve services, communications for the benefit of our customers
  • to better understand how people interact with our website
  • to provide postal communications which we think may be of interest to you
  • to determine the effectiveness of promotional campaigns and advertising
  • to protect the wellbeing and employment of our staff

Whenever we process data for these purposes, we will ensure that we always take into account your personal data rights. You have the right to object to this processing if you wish, and if you wish to do so, please contact us.

Please bear in mind that if you object this may affect our ability to carry out tasks above for your benefit.

10. Security and retention period

We employ security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. We will retain your information for a reasonable period or as long as the law requires.

We invest appropriate resources to protect your personal information from loss, misuse, unauthorised access, modification or disclosure. However, no internet-based site can be 100% secure and we cannot be held responsible for unauthorised or unintended access that is beyond our control.

We keep records for as long as required for operational purposes and in accordance with legal, tax and accounting requirements.

You have the right to request copies of your personal information within our custody and control and details of how we use that information. If you think any of the personal information we hold about you is inaccurate, you may also request it is corrected. You also have a right, in certain circumstances, to require us to stop processing your personal information. In relation to all of these rights, please write to us at Ride Shotgun, The Grain Warehouse, Victoria Quays, Sheffield S2 5SY and we will make the changes within 40 calendar days of receipt of your request.

Please note that we may, where permitted under applicable law, charge a small administrative fee and / or request proof of identity. We will respond to your requests within all applicable timeframes.

11. The right to withdraw consent

You can withdraw your consent at any time. You are entitled to see the information held about you and you may ask us to make any necessary changes to ensure that it is accurate, kept up to date or removed if there is no legitimate reason for keeping it. If you wish to do this, please write to us at Ride Shotgun, The Grain Warehouse, Victoria Quays, Sheffield S2 5SY and we will make the changes within 40 calendar days of receipt of your request.

We are entitled by law to charge a fee of £10 to meet our costs in providing you with details of the information we hold about you, but we will not charge you for amending or removing the data held.

12. The right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, every data subject shall have the right to lodge a complaint with a supervisory authority, in particular in the Member State of his or her habitual residence, place of work or place of the alleged infringement if the data subject considers that the processing of personal data relating to him or her infringes this Regulation. The supervisory authority with which the complaint has been lodged shall inform the complainant on the progress and the outcome of the complaint including the possibility of a judicial remedy pursuant to Article 78.

13. Links

Our website contains links to other websites. Please note that we are not responsible for the privacy practices of other websites. This Privacy Policy applies solely to information collected by this website and all other methods as identified above.