Privacy Policy

1. Who We Are

Data Controller: YTY LTD (company number 11880920), trading as Rewards Pilot. Email: privacy@rewardspilot.co.uk Website: www.rewardspilot.co.uk If you have any questions regarding this Privacy Policy or your personal information, please contact us using the above details.

2. The Information We Collect

Depending upon the services you use, we may collect:

Business Information

• Business name
• Registered office
• Trading address
• Company number
• VAT number
• Industry
• Turnover information
• Number of employees

Personal Information

• Name
• Job title
• Email address
• Telephone number
• Date of birth
• Residential address
• Nationality
• Identification documents
• Photographic ID
• Proof of address

Financial Information

Where required to provide our services we may collect:

• Bank account details
• Payment account information
• Transaction history
• Card usage
• Payroll information
• HMRC payment information
• Spending data
• Reward balances

Rewards Pilot does not store full payment card details unless required by a regulated Payment Partner.

Technical Information

When you visit our website we may collect:

• IP address
• Browser type
• Operating system
• Device identifiers
• Login history
• Pages viewed
• Website usage
• Cookie identifiers

Agreement Records

When you accept our Terms of Business we record the date and time of acceptance, the version of each document you accepted, the IP address and device you accepted from, and any signature you provide. We keep these records as evidence of the agreement between us, and we may need to produce them if the terms of that agreement are ever questioned.

3. How We Collect Information

Information may be collected:

• directly from you;
• during onboarding;
• through our website;
• through the customer portal;
• through Payment Partners;
• through identity verification providers;
• through Companies House;
• through credit reference agencies where permitted;
• through fraud prevention agencies;
• from publicly available sources.

4. Why We Process Your Information

We process your personal information to:

• provide our services;
• create customer accounts;
• verify identity;
• prevent fraud;
• comply with anti-money laundering legislation;
• administer reward programmes;
• process transactions;
• provide customer support;
• improve our services;
• communicate with you;
• comply with legal obligations.

5. Legal Basis for Processing

Depending upon the activity, our legal basis includes:

• performance of a contract;
• compliance with legal obligations;
• legitimate business interests;
• your consent (where required).

Where consent is relied upon, you may withdraw it at any time.

6. Identity Verification

To comply with legal and regulatory obligations we may carry out:

• Know Your Customer (KYC)
• Anti-Money Laundering (AML)
• Politically Exposed Person (PEP) checks
• Sanctions screening
• Fraud prevention checks

These checks may be carried out using specialist third-party providers.

7. Sharing Your Information

We may share information with:

• regulated Payment Partners;
• banks;
• Electronic Money Institutions;
• payroll providers;
• identity verification providers;
• fraud prevention agencies;
• law enforcement authorities;
• HM Revenue & Customs where legally required;
• professional advisers;
• insurers;
• auditors;
• regulators.

We do not sell your personal information.

8. International Transfers

Some of our suppliers may process information outside the United Kingdom. Where this occurs we ensure appropriate safeguards are in place, including:

• UK International Data Transfer Agreements (IDTA);
• adequacy regulations;
• approved contractual clauses;
• equivalent legal protections.

9. Data Security

Rewards Pilot maintains appropriate technical and organisational measures including:

• encryption in transit;
• encrypted storage where appropriate;
• multi-factor authentication;
• restricted staff access;
• access logging;
• secure hosting;
• vulnerability monitoring.

While we take reasonable precautions, no internet-based service can be guaranteed to be completely secure.

10. Data Retention

We retain information only for as long as necessary to:

• provide services;
• comply with legal obligations;
• resolve disputes;
• enforce agreements.

Where regulatory obligations apply, records may be retained for a minimum of six years following the end of the customer relationship, or longer where required by law.

11. Marketing

With your consent, or where permitted by law, we may send information about:

• new services;
• promotions;
• reward opportunities;
• product updates;
• newsletters.

You may unsubscribe at any time by using the unsubscribe link in our communications or by contacting us directly.

12. Automated Decision Making

Rewards Pilot may use automated systems to assist with:

• fraud detection;
• identity verification;
• transaction monitoring;
• eligibility assessments.

Significant decisions affecting your legal rights will not be based solely on automated processing unless permitted by law.

13. Your Rights

Under UK data protection legislation you may have the right to:

• access your personal data;
• correct inaccurate information;
• request deletion of information;
• restrict processing;
• object to certain processing;
• request portability of your data;
• withdraw consent where processing relies upon consent.

Requests should be sent to privacy@rewardspilot.co.uk.

14. Complaints

If you are unhappy with how we process your information, please contact us first so we have the opportunity to resolve your concerns. You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your data protection rights have been breached.

15. Children's Privacy

Rewards Pilot services are intended for businesses and are not directed at individuals under the age of 18. We do not knowingly collect personal information from children.

16. Third-Party Websites

Our website may contain links to third-party websites. Rewards Pilot is not responsible for the privacy practices or content of external websites. Users should review the privacy policies of those websites before providing personal information.

17. Changes to this Privacy Policy

We may amend this Privacy Policy from time to time to reflect changes in legislation, regulation or our business operations. The latest version will always be published on our website with the updated effective date.

18. Contact Details

YTY LTD trading as Rewards Pilot Email: privacy@rewardspilot.co.uk Website: www.rewardspilot.co.uk For data protection enquiries, subject access requests or other privacy-related matters, please contact us using the details above.