Please take a moment to read the following privacy policy rights and how the law protects you. We take your privacy very seriously and we are committed to protecting it, as well as to understanding your rights in respect of your personal data. We believe that you should know what personal data we collect and how use it.  

Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice. This Global Privacy Notice applies to the personal information we obtain via your transactions and interactions with Rubyta. This including when you complete our client information collection cards, and when you connect with us via telephone, at our events and through surveys (“Offline Channels”), and through our third-party sources, including advertising and social media networks. 

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them. 

This Privacy Policy is designed so that you can click through and easily reach the section you are interested in.

“Rubyta”, “we” “us” and “our” refer to Rubyta.com as the controllers of your personal data, except otherwise stated in this Privacy Policy. Rubyta is the controller and responsible for this website. Rubyta will be the controller for your data when you purchase a product or service with us. This privacy notice is issued on behalf of Rubyta so when we mention Rubyta, “we”, “us” or “our” in this privacy notice, we are referring to the relevant company in Rubyta responsible for processing your data. This website is not intended for children and we do not knowingly collect data relating to children. 

This privacy notice aims to give you information on how Rubyta collects and processes your personal data through your use of this website, including any data you may provide through this website when you sign up for our newsletter, purchase a product or service or take part in a competition. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the details below.

Rubyta principal office:
Social Innovation Hub
1st Floor Ballymun Civic Centre
Dublin 9, D09 C8P5
Ireland.

Personal information, or personal data, means any information about an individual from which the person can be identified. It does not include data where the identity has been removed (anonymous data). You should easily know what personal information we collect and use, as well as understand your rights in respect of your personal information. We may collect, use, store and transfer different kinds of personal information about you which we have grouped as follows:

– Contact Information regarding your personal or professional interests (this identity data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender, image, nationality, demographics, and experiences with our products and contact preferences);

– Profile Data (includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses);

– Photographs, comments and other content you provide;

– Your preferences (including your size);

– Contact Data details (includes billing address, delivery address, email address and phone number/s);

– Transaction Data (includes details about payments to and from you, purchase history and other details of products and services you have purchased from us);

– Certain payment information (including billing information, payment type or method, charge or credit card number);

– Technical Data (details of your visits to our website, including but not limited to, how you access it, how you use it, HTTP protocol elements, search terms, HTTP cookies, IP address, your login data, browser type and version, traffic data, location data, web blogs, operating system and platform and other technology on the devices you use to access this website);

– Usage Data (includes information about how you use our website, products and services);

– Marketing and Communications Data (includes your preferences in receiving marketing from us and our third parties and your communication preferences, social media information, photographs, comments and other content you provide);

We do not collect any Special Categories of Personal Information about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

We may collect information when you use our website, such as your IP address or other browsing information (including browser, operating system, and device model), through cookies or similar technologies placed on your device. We use different methods to collect and use your personal information based on one or many of the following legal basis including through direct interactions. We use cookies, web beacons (including pixels and tags), web server logs and other technologies that collect certain information about you by automated means through our Online Channels, including when you visit our websites, interact with our emails, use our apps, or interact with Rubyta-related ads, content, tools, widgets or plug-ins.

The providers of third-party apps, tools, widgets and plug-ins on our Online Channels, such as Facebook “Like” buttons, also may use automated means to collect information regarding your interactions with these features. This information is collected directly by the providers of the features and is subject to the privacy policies or notices of these providers. To the extent permitted by applicable law, Rubyta is not responsible for these providers’ information practices.

Some cookies are required for the proper functioning of our Digital Platforms and other are used for analytics purposes which help us to provide you with more personalised and customised services and a better digital experience. For more information about cookies and to learn more about these technologies and how to manage your preferences and edit your preferences, please read our Cookie Policy.

You may give us your Identity and Contact details by filling in forms or by corresponding with us by post, phone, email or otherwise. We will inform you when your information is required to process your request, respond to your queries or provide you with our products and services. If you do not provide this information, it may delay or prevent us from processing your request, responding to your query, or providing products or services.

You may also provide us with information when:
– You create an account online
– You subscribe to our newsletter;
– You use our Digital Platforms;
– You purchase products or services on our Digital Platforms;
– You comments on our website note the data which WordPress collects by default;
– You participate in one of our events;
– You contact our customer services.

We may also collect information about you from third parties, such as a spouse who contacts us on your behalf or from your friends who provide us with your information to invite you to events you may be interested in.

If you provide personal data to us about someone else, you must ensure that you are entitled to disclose that information to us and that, without us taking any further steps required by data protection laws, we may collect, use and disclose such information for the purposes described in our Privacy Policy. For example, you should ensure the individual concerned is aware of the various matters detailed in our Privacy Policy. The individual must also provide the consent set out in this Privacy Policy in respect of how we will deal with their personal information.

We recommend that you only provide the data requested or necessary for your query, to ensure that the personal information we possess is accurate at all times and therefore we encourage you to update your information in case any changes have occurred. We also may ask you to update your information from time to time.

We use your personal information when the law allows us to. Most commonly, we 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 (“Contract Reason”). This processing is necessary in connection with any agreement between Rubyta and you (for example, when you make a purchase);
– We have a legitimate business interest in carrying out the processing and that legitimate interest is not overridden by your interests, fundamental rights, or freedoms (for example, to prevent payment fraud);
– We have to process your personal information to comply with applicable laws and regulations;
– To provide client support (including repairs, alterations, cleaning and other services); and
– Your consent to the processing, which you can revoke at any time.

In relation to any processing activity, we use the information we obtain to perform a contract with you or to take steps at your request prior to entering into a contract, including to:
– Create and manage your account with Rubyta;
– Transact with you and provide various products and services to you;
– Process and fulfil orders in connection with our products and services and keep you informed about the status of your order;
– Where we need to obtain your prior consent (for example, when you subscribe to our newsletter). 

Please note that for this specific legal basis, you have the right to withdraw your consent at any time (see below “What rights do you have on your personal information?”); 

– Manage career opportunities, including for recruitment purposes, employee onboarding and other Human Resources purposes;

We use the information we obtain on the basis of our legitimate interests, which we can describe further upon request, including to:
– Respond to your inquiries, suggestions and requests, including your data subjects’ rights exercises;
– Verify your identity and protect against, identify, and prevent fraud and other unlawful activity, claims, and other liabilities;
– Operate, evaluate and improve our business (including developing new products and services; enhancing and improving our services; managing our communications; analyzing our products and client base; performing data analytics; and performing accounting, auditing and other internal functions);
– Send you promotional materials and other communications (including thank you notes, special occasion reminders and other communications from sales professionals with whom you’ve engaged);
– Provide client support after-sale services and manage refunds; (including repairs, alterations, cleaning and other services);
– Manage the events you registered and/or participated in;
– Communicate with you via email, postal mail, phone and other means about, and administer your participation in, special events, contests, sweepstakes, programs, offers, surveys and market research;

We do not use your personal information for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us (using the details set out at the beginning of this privacy policy).

We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal information but is not considered personal information 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. 

When you use our website, we may ask you to confirm or update your preferences regarding “Promotional Communications” if you instruct us to provide further products and/or services in the future, or if there are changes in the law, regulation, or structure of our business. We and certain third parties (such as advertising networks, digital advertising partners and social media platforms) collect information about your online activities, over time and across third-party websites (such as on websites that serve our ads). We may use such information to provide you with advertising about products and services tailored to your individual interests. We also may obtain information for this purpose from third-party websites on which our ads are served. You may see certain ads on other websites because we engage third-party ad-buying networks (such as Meta and Twitter).

With your express prior consent (usually obtained by ticking a specific box in a form), you may receive information concerning offers, services, products, promotional communications or events sent by Rubyta. In such a case we keep contact form submissions for a certain period of time for customer service purposes, you also accept that your contact information is shared with another third party for this purpose. Please visit www.Rubyta.com for details about companies access the list of Rubyta partner entities and their locations and contact us upon request.

We rely on your consent to process the personal information you provide to us for this purpose. Therefore, if you no longer wish to receive such information, you can withdraw your consent at any time (see below “What rights do you have on your personal information?”).

We do not disclose your personal information, except as described and set out in no. 4 and 5 above. We share personal information with service providers who perform services on our behalf based on our instructions. We do not authorise these service providers to use or disclose the information except as necessary to perform services on our behalf or comply with legal requirements. These service providers include entities that complete orders, process credit card payments, manage and reduce our credit risk, verify information, web hosting, analytics and marketing services.

We may disclose your personal information only to the parties indicated below and for the following reasons:
– We disclose your personal information to Rubyta employees that need to have access to your personal information and are authorized to process them to achieve the purposes and who are committed to confidentiality.
– We may disclose information about you (a) if we are required to do so by law or legal process, (b) to law enforcement authorities or other government officials, and (c) when we believe disclosure is necessary or appropriate to prevent physical harm or financial loss, or in connection with an investigation of suspected or actual fraudulent or illegal activity.
– We may also disclose personal information to third-party providers acting on behalf of Rubyta and approved by Rubyta.

All such processing is based on our prior instructions set out in a binding contract that is compliant with the requirements of applicable law. Such disclosures are made for different purposes including:

– IT development and support;

– Hosting and carrying out marketing and business studies and marketing campaigns;

– Verifying your information, authenticating payments and processing orders and payments, to third parties that provide credit reporting, payment or order fulfilment services;

– Delivery services

– Data quality management services (standardisation, deduplication…)…

These providers are committed to confidentiality and are not permitted to use your data for any other purposes. We also require them to use appropriate security measures to protect your data.

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.

By law, we have to keep basic information about our customers for 7 years as this is a legal requirement which we have to meet. It is anticipated that we will hold your information for this 7-year period.

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.

We put in place any necessary and appropriate security measures to prevent your personal information 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 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.

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

We also require those parties to whom we transfer your personal data to comply with the same. However, unfortunately, the transmission of information via the internet is not completely secure. So, we cannot ensure the security of your personal data transmitted by you to us via the internet. Any such transmission is at your own risk and you acknowledge and agree that we shall not be responsible for any unauthorised use, distribution, damage or destruction of your information, except to the extent we are required to accept such responsibility under the law. Once we have received your personal data, we will use the security measures abovementioned.

Subject to applicable law, you have the right to receive, in a structured, commonly used and machine-readable format, the personal information that you have provided to us about you, with your consent or based on a contract to which you are a party. You have the right to have this information transmitted to another company, where it is technically feasible, these rights are provided below:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of your personal data: the right to require us to correct any mistakes in your data or to complete your information.

Your right to be forgotten: you have the right to ask us to delete or remove your data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Request restriction of processing of your data: This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or a third party: we will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent: at any time when we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you no longer wish to receive our marketing/promotional information, we remind you that you may withdraw your consent to direct marketing at any time directly from the unsubscribe link included in each electronic promotional message we send to you. If you do so, we will promptly update our databases and will take all reasonable steps to meet your request at the earliest possible opportunity, but we may continue to contact you to the extent necessary for any products or services you have requested.

If you wish to exercise any of the rights set out above, please contact us.

No fee is usually required.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these 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 your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information about your request to speed up our response.

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 several requests. In this case, we will notify you and keep you updated.

This Privacy Policy reflects our current practices with subject to change and update from time to time. If we change this Privacy Policy in a material way, you should check through our website.

Legitimate Interest: the interest of our business in conducting and managing our business which enables us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for any activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract: processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation: processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

External Third Parties: Service providers who provide IT and system administration services. Professional advisers including lawyers, bankers, auditors and insurers based who provide consultancy, banking, legal, insurance and accounting services.
The Revenue Commissioners, regulators and other authorities based in Ireland require reporting of processing activities in certain circumstances.
Third-party processors of online customer data including Realex, and Paypal.

If you would like us to update the information we have about you or your preferences, please contact us by email at: Info@rubyta.com

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the details set out below.

Rubyta principal office on:
Social Innovation Hub
1st Floor Ballymun Civic Centre
Dublin 9, D09 C8P5
Ireland.