Privacy Notice

1. Important information and who we are

This privacy notice sets out the privacy practices for SME HCI Limited, trading as ‘Perkbox’, a company incorporated in England & Wales with company number 05558651, and having its registered office at 3 Dorset Rise, London, EC4Y 8EN, United Kingdom, Vivup Financial Services Ltd also incorporated in England & Wales with company number 08347269, and Perkbox Limited, a foreign registered company in Australia (ARBN 631 404 174) (collectively referred to as “we”, “us” or “our” in this privacy notice). 

Purpose of this privacy notice 

Perkbox respects your privacy and is committed to protecting your personal data in accordance with all applicable data protection laws. 

This privacy notice aims to provide you information on how Perkbox collects and processes your personal data through your use of this web site, including any data you may provide through the web site when you sign up for information about services, when you accept your invitation or log into the Perkbox Platform, download or use the Perkbox app, or when you order any products provided as part of a Benefit. The privacy notice will tell you about your privacy rights and how the law protects you. 

This website is not intended for children (under the age of 18) and children are prohibited from registering as per our terms. 

It is important that you read this privacy notice together with any other privacy notice or fair processing policy 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 other notices and privacy policies and is not intended to override them. 

 

2. Our Role

Data Controller 

Perkbox is the controller and is responsible for your personal data. We will also oversee questions in relation to this privacy policy. 

Such personal data is processed by Perkbox as a data controller. This includes the following instances: 

1. Registering and administering your account on the Perkbox Platform; 
2. Webinars, workshops, and in-person events;  
3. verifying the Employer as a suitable IAR (and any individual as an Approved Person) and for procuring compliance with the FCA Regulations and the IAR Agreement; 
4. for Perkbox’s internal business management and financial purposes;     
5. Transactions via Perkbox Products and Services such as Orders for equipment or appliances and/or bicycles under the Cycle to Work Scheme (where acting as the lessor/supplier). 

We have appointed a data protection officer (“DPO”) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the DPO in Section 10 below. 

Data Processor 

Where your employer invites you to create a profile on the Perkbox platform (during the period between the receipt of end user set up data by an employer and the activation and acceptance of the End User Licence by the relevant end user) Perkbox acts as a Data Processor of the client/employer. 

Where your employer only offers the Cycle to Work Benefit up to the value of £1000, is a local authority, or holds FCA permissions relating to entering into a hire agreement Perkbox will be Data Processor and your employer Data Controller. This covers all activities relating to the Cycle to Work Benefit, including the Cycle to Work Benefit page on the Perkbox Platform, as well as the authorisation, checkout, and consumer agreement hire implementation. 

Third-party links

This website and/or the Perkbox App may include links to other third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit. 

 

3. The data we collect about you 

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). 

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows: 

• Identity data includes first name, last name, username or similar identifier, National Insurance Number, date of birth.
• Employment data includes start date, termination date, probation end date. 
• Contact data includes address, email address and telephone numbers. 
• Salary information includes salary bracket, benefit amount, and annual salary.
• Transaction data includes details about products and services you have ordered in connection with the Benefit. Information about specific items ordered is not visible to us. 
• Technical data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, operating system and platform, and other technology on the devices you use to access this website. 
• Profile data includes your username and password, orders made by you, your interests, preferences, feedback and survey responses. 
• Usage data includes information about how you use the Site, products and services. 
• Marketing and Communications data includes your preferences in receiving marketing from us and your communication preferences. 

We also collect, use and share with third parties Aggregated Data such as statistical or demographic. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific Site 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. 

We do not collect any Special Categories of Personal Data 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. 

If you fail to provide personal data 

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel an order you have with us, but we will notify you if this is the case at the time.

 

4. How your personal data is collected

We use different methods to collect data from and about you including through: 

• Information provided by your employer. Your employer will share Identity, employment, and contact data with Perkbox to send you an invitation to activate your account and create your user profile. 
• Direct interactions. You may give us your identity, profile, contact, salary, transaction, usage data through use of the Perkbox App or web site, by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you: 
  • create an account; 
  • receive points, rewards, and redeem benefits; 
  • make an order for products or services; 
  • request a demo; 
  • request marketing to be sent to you or subscribe to publications; 
  • enter a competition, promotion or survey; or 
  • give us feedback or contact us. 
• Automated technologies or interactions. As you interact with this web site and the Perkbox App, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy for further details. 
• Third parties or publicly available sources. When we wish to send you information about our services we may collect your Contact Data about you from various third parties such as advertising networks, and public sources such as LinkedIn or Facebook. We may also receive Technical Data about you from analytics providers such as Google. 

 

5. How we use your personal data 

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases: 

Contract: processing your data where it is necessary to perform the contract we are about to enter or have entered with you.  

Legitimate interests: necessary for the legitimate interests of Perkbox in conducting and managing our business to enable 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 activities where our legitimate interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).  

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

Purposes for which we will use your personal data 

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. 

Direct marketing

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which messages, products, services and offers may be relevant for you. 

You will receive communications from Perkbox if you have registered or make an order for any goods or services in connection with a Benefit from Perkbox and you have not opted out/unsubscribed of/from receiving such communications. 

Call recordings

We record calls made to our Customer Service team to help ensure quality of service, train our staff, and resolve any complaints or disputes. This is to ensure we provide a high standard of service and maintain a secure environment for our staff and customers. 

You have the right to request a copy of a call recording involving your personal data. If you do not wish for your call to be recorded, please inform the Customer Service team member, and you may be offered an alternative method of communication, such as email. 

Third-party communications

You will not receive any communications from a third party unless this is part of the fulfilment process relating to a specific order you have made or if you have given your express opt-in consent directly to that third party to receive communications. Any communication sent by Perkbox directly or on behalf of your employer are not treated as Third Party communications. 

Opting out of Marketing 

You can ask to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting at privacy@perkbox.com. 

Unsubscribing from communications will not apply to messages sent as a result of the fulfilment of an order or your registration into a Benefit or when we are required to notify you regarding other important developments or changes. 

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies used on the Site, please our Cookies Policy. 

Artificial Intelligence (AI) 

We ensure that any AI systems we use are subject to rigorous testing, oversight, and human review. We do not make solely automated decisions that have legal or similarly significant effects without human involvement. 

For further information as to how we use AI within our business please see our trust centre here. 

Change of purpose 

We will only use your personal data for the purposes for which it is collected, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. 

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. 

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 

6. Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table in Section 4 above. 

• Other legal parties within the Perkbox Group. 
• Internal Third Parties related to your Employer. 
• External Third Parties such as: 
  • Service and other benefits providers acting as data controllers or processors and their suppliers. 
  • Professional advisers acting as processors or joint controllers including lawyers, tax advisors and auditors. 
  • HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers who require reporting of processing activities in certain circumstances. 
• Other parties to whom we may choose to sell, transfer or merge parts of our organisation or our assets. Alternatively, we may seek to acquire other organisations or merge with them. If a change happens to our organisation, then the new owners may use your personal data in the same way as set out in this privacy notice. 

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

 

7. International transfers

The Perkbox Platform is held in UK and EU data centres.  However, we may transfer personal data to a third party that processes data outside the UK or European Economic Area (EEA).  To ensure that personal data receives the same protections as if it were being processed in the UK, we require that third parties comply with Data Protection Legislation; including the Standard Contractual Clauses and/or the International Data Transfer Agreement and International Data Addendum (as applicable). A schedule of suppliers is provided here. 

 

8. Data security

We have put in place appropriate security measures to prevent your personal data 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.

 

9. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you. 

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, regulatory, tax, accounting or other requirements. 

By law we must keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes. 

The data retention table can be found here. 

In some circumstances you can ask us to delete your data: see your legal rights below for further information. 

In some circumstances we will 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. 

 

10. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to: 

• 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 the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. 
• Request erasure (‘Right to Be Forgotten’) of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal 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. 
• Object to processing of your personal data where we are relying on legitimate interests (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see Section 4 for details of how to object to receiving direct marketing communications). 
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
  • If you want us to establish the data's accuracy. 
  • Where our use of the data is unlawful, but you do not want us to erase it. 
  • 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. 
  • 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 to 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 where 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 wish to exercise any of the rights set out above, please contact us. 

No fee 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 clearly unfounded, repetitive or excessive. Alternatively, we could 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 in relation to your request to speed up our response. 

Time limit to respond 

We try to respond to all legitimate requests within one month. Occasionally it could 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. 

 

11. Contact details

If you have any questions about this privacy notice, or about the use of your personal data, or wish to exercise your rights, please contact our Data Protection Officer in the following ways: 

Email address: dpo@perkbox.com

We have appointed IT Governance Europe Limited to act as our EU Representative for privacy matters relating to data subjects residing in the EU only. If you wish to exercise your rights under the EU General Data Protection Regulation (GDPR), or have any queries in relation to your rights or privacy matters generally please email our Representative at eurep@itgovernance.eu or post your request or query to:  

EU Representative, IT Governance Europe, The Mill Enterprise Hub, Stagreenan, Drogheda, Co. Louth, A92 CD3D, Ireland. 

When contacting our Representative please ensure you include our company name in any correspondence. 

 

12. Complaints

We encourage you to contact us with your concerns in the first instance. You 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. Australian customers can similarly contact the Office of the Australian Information Commissioner.  

 

13. Changes to the Privacy Notice and your duty to inform us of changes

We reserve the right to make changes to this Privacy Notice at any time and for any reason. We will notify you where changes to this privacy are made.  

This version was last updated on 1 October 2025. 

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