Privacy

Effective Date: 1st November 2024

Who are we?

In this Policy, references to “we”, “us”, or “The Solace” are references to Exit Here Limited, and any group companies existing from time to time that will have access to personal data covered by this Policy.

Exit Here Limited, is a company registered in the Republic of Ireland under company registration number 762905, with registered office at The Studio, Abbey Court, Abbey Road, Deansgrange, Blackrock, Dublin, Ireland is the data controller of your personal data, and is committed to protecting and respecting your privacy.

About this Policy

This Policy (together with our terms and conditions) sets out the basis on which we will process any personal data we collect from you, or that you provide to us when you use our website. Please read the following Policy carefully to understand how we will collect and treat your personal data.

For the purposes of data protection laws, the data controller is Exit Here Limited.

If you have any questions regarding the contents of this Policy, please contact legal@thesolace.com.

Whose personal data do we collect?

Personal data is any information which can (or could be used to) identify a living person.

This Policy covers our practices when using the personal data of:

1. Individuals who have a business relationship with us, such as our suppliers and charity partners (“business contacts”)
2. Individuals who may visit our websites or social media sites.

Where do we collect your data from as a business contact?

Directly from you: we may collect your personal data when you access our website and social media sites, communicate with us in the course of our business relationship, or otherwise through our normal communication channels.

From third parties, such as other organizations or our customers: your information may be shared with us by other third parties. For example, if you work for one of our suppliers, they may provide us with your personal information. If you are a next of kin planning a funeral, our customer may provide us with your name and contact information.

From publicly available sources: we may collect information from public sources, including:

1. Information which is publicly available on social media platforms like Instagram or Facebook, for example, content that you have posted on our pages or where you have interacted with our accounts. Please also review the privacy policies of the social media sites and ensure your privacy settings with them are up to date.
2. Information which is widely available in the public domain such as newspaper articles; the contents of Google searches; other websites such as company websites of our suppliers, or government registries.
3. Information which is collected when you visit our websites and social media pages. We collect technical information from your computer or device such as IP address, and we also collect data via cookies and similar technologies. Please see our Cookies Policy / below for more information.

We may combine your personal data from one or more of these sources for the purposes set out in this Privacy Policy.

What personal information do we collect from our customers or business contacts and how do we use it?

Information we collect and process about you may include:

·        Basic identifiers such as name, surname, date of birth, age, and gender.

·        Contact details such as address, email and / or telephone number.

• Financial and transactional information including payment card details (for example, for payments made to suppliers).
• Any further information that you have given us, for example through accessing our website.

How we use the personal information:

• To provide our services to our customers and to ensure the smooth and efficient running of the business operations of The Solace
• When we are deciding whether to enter into a partnership with any particular organization.
• To build our relationships with suitable suppliers and partners.
• To fulfill any transactions, process payments and to keep our financial records updated.
• To carry out audits of our records and to administer our accounts.
• To ensure the security of our systems and premises.
• To comply with our contractual, legal and regulatory obligations.
• In the event that we buy or sell any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets (at all times in accordance with all applicable data protection laws); or if Exit Here Limited or substantially all of its assets are acquired by a third party, in which case personal data held by The Solace about its customers will be one of the assets transferred to the purchaser.

Our legal basis for processing the personal information:

Where processing is necessary for the performance of a contract with a supplier or partner who is an individual or sole trader (or to take steps prior to entering into the contract).

Where it is necessary to comply with legal requirements (such as where we have obligations to share information with Revenue for VAT or other tax reasons).

Where processing is necessary for our legitimate interests (or a third party’s). Where we rely on this legal basis, we have to consider whether our legitimate interests are outweighed by your rights and interests in your personal data. We have the following legitimate interests to use your information:

• The running of our business and pursuing our business objectives.
• Providing our services to our customers through our suppliers.
• Building relationships with our customers and partners.
• Ensuring the security of our premises and systems.

If you require further information on our legitimate interests, please contact us by sending an email to legal@thesolace.com

How do we handle data from users of the website and social media?

Information we collect about our website and social media site users includes:

• Personal data collected in the course of browsing our website and social media pages by our cookies and similar technologies (see Cookies Policy / (below)
• Personal data provided in the content of communications posted through our contact forms and on our social media pages.
• Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.
• Information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our website (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call our customer service number.

How we use the personal information of our website and social media site users:

• To make our website more secure.
• To administer our website and for internal operations, including troubleshooting, data analysis, testing, research and statistical and survey purposes.
• To monitor and ensure the smooth running of The Solace website.
• To monitor activity about us on social media sites, including to respond to questions, complaints and feedback.
• To perform statistical analysis to monitor and improve the website user experience.
• To ensure the security of our website and network systems.
• To comply with our contractual, legal and regulatory obligations.
• In the event that we buy or sell any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets (at all times in accordance with all applicable data protection laws); or if Exit Here Limited or substantially all of its assets are acquired by a third party, in which case personal data held by The Solace about its customers will be one of the assets transferred to the purchaser.

Our legal basis for processing the personal information of our website and social media site users:

• Where it is necessary to comply with legal obligations for example, reporting criminal activity on our website.
• Where processing is necessary for our legitimate interests (or a third party’s). Where we rely on this legal basis, we have to consider whether our legitimate interests are outweighed by your rights and interests in your personal data. We have the following legitimate interests to use your information:some text
  • Conducting analysis on visitor numbers and profiles to better understand our customer demographics and use of our website.
  • Optimizing website visitor engagement and informing future content.
  • Monitoring and investigating any security risks to our website.
  • Managing the public profile of The Solace through the social media sites and responding promptly to any questions, complaints or feedback.

If you require further information on our legitimate interests, please contact us by sending an email to legal@thesolace.com.

Where do we store your personal data?

All information you provide to us is stored on secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. You must not share your password with anyone.

We do use third party suppliers to manage our IT systems, including cloud services providers. Your information will therefore be transferred outside of Ireland, for example, to the United States. Where we transfer your personal information outside of the Ireland we will make sure that safeguards are in place.

If you would like more information on our data transfers and the safeguards we have in place for your data, please contact us for further information.

How long we store your personal data for

We will retain any personal data that you provide for as long as is necessary for us to provide the relevant service and for our own legal and administrative purposes. If your data is required for a legal dispute, it will be held until the dispute is resolved.

You can also ask us to delete your data (make a data deletion request) in certain circumstances, see the section ‘Your rights under data protection laws’ below.

Where we have processed your personal data to provide you with marketing communications with your consent, we may contact you at least every 12 months to ensure you are happy to continue receiving such communications. If you tell us that you would like to stop receiving them, we will remove your personal data from our list.

Marketing

The Solace would like to send you information about products and services of ours that we think you might like, as well as those of our partner companies.

If you have agreed to receive marketing, you may always opt out at a later date.

You have the right at any time to stop The Solace from contacting you for marketing purposes.

If you no longer wish to be contacted for marketing purposes, please click here.

What are your data protection rights?

The Solace would like to make sure you are fully aware of all of your data protection rights.

Every user is entitled to the following:

The right to access – You have the right to request copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that The Solace correct any information you believe is inaccurate. You also have the right to request The Solace to complete the information you believe is incomplete.

The right to erasure – You have the right to request that The Solace erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that The Solace restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to The Solace’s processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that The Solace transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at legal@thesolace.com.

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our websites, we may collect information from you automatically through cookies or similar technology

For further information, visit here..

How do we use cookies?

The Solace uses cookies in a range of ways to improve your experience on our website, including:

• Keeping you signed in.
• Understanding how you use our website.

What types of cookies do we use?

There are a number of different types of cookies, however, our website uses:

• Functionality – The Solace uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.
• Business – The Solace uses cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. The Solace may share some limited aspects of this data with third parties for business purposes. We may also share online data collected through cookies with partners.

How to manage cookies

You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Privacy policies of other websites

The Solace website may from time to time contain links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy too.

Changes to our privacy policy

The Solace keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 18 October 2024.

How to contact us

If you have any questions about The Solace’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that The Solace has not addressed your concern in a satisfactory manner, you may contact the Data Protection Commission here.