Shareholder Privacy Notice

1 – IMPORTANT NOTICE

1.1 This is the Privacy Notice of Rentokil Initial plc whose registered office is at Riverbank, Meadows Business Park, Camberley GU17 9AB (“we”, “us” or “our”) and sets out how we collect and process your personal data, together with information about your rights in relation to your personal data.

1.2 This Privacy Notice relates to information that identifies “you” as an individual where you are a current or former shareholder.

1.3 We refer to this information throughout this Privacy Notice as “personal data” and section 3 sets out further detail of what this includes.

1.4 Please read this Privacy Notice to understand how we may use your personal data.

1.5 This Privacy Notice may vary from time to time so please check it regularly.

2 – HOW TO CONTACT US

2.1 Data controller and contact details

2.1.1 For the purposes of relevant data protection legislation, we are a controller of your personal data and as a controller we use the personal data we hold about you in accordance with this Privacy Notice. 

2.1.2 If you need to contact us in connection with our processing of your personal data, you can contact the Data Protection Officer directly using the details at paragraph 2.2 of this notice.

2.2 Data Protection Officer

2.2.1 You can contact our Data Protection Officer:

(a) by email at: dpo@rentokil-initial.com; or

(b) by post to: Data Protection Officer, Rentokil Initial 1927 plc, Riverbank, Meadows Business Park, Blackwater, Camberley, Surrey GU17 9AB.

3 – CATEGORIES AND TYPES OF PERSONAL DATA WE PROCESS AND WHERE WE COLLECT IT FROM

3.1 Personal data is any data which enables us to identify you, either directly or indirectly, such as your name, address or contact details.    

3.2 The categories and types of personal data about you that we may process are: 

3.2.1 your contact details and other information required to enable us to confirm your identity and your communications with us, such as your date of birth, your name, address, telephone number and email address; and

3.2.2 your bank details for dividend payments.

3.3 We may collect your personal data either directly from you or in some cases from other sources, such as credit reference agencies or fraud prevention agencies. 

3.4 It is important that you notify us of any changes to your personal details (such as a change of address) so that your record on the shareholder register can be kept up-to-date by contacting the Company’s registrar.

4 – HOW WE USE YOUR PERSONAL DATA & OUR BASIS FOR USING IT

4.1 Your personal data is processed to:

4.1.1 allow us to comply with our legal obligations; or 

4.1.2 to enable us to fulfil contractual obligations with you; or 

4.1.3 where we have a legitimate interest to do so in order to manage the shareholding administration service responsibly, efficiently and effectively.

4.2 We process your personal data to:

4.2.1 manage your shareholdings;

4.2.2 include you on our shareholder register and keep your record up-to-date;

4.2.3 pay dividends to you;

4.2.4 complete any transactions that you instruct us to undertake;

4.2.5 correspond with you, including sending you information about your shareholdings, changes to our services, voting instructions and shareholder meeting materials;

4.2.6 identify you;

4.2.7 make efforts to trace you if we lose contact with you and to reunite you with your assets;

4.2.8 run credit and fraud prevention checks; and

4.2.9 collect debt, bring or defend claims.

5 – WHO RECEIVES YOUR PERSONAL DATA

5.1 We may share your personal data with other companies within the Rentokil Initial group and with other service providers who we work with to provide the shareholding administration service.  Examples include:

5.1.1 Equiniti Limited and other Equiniti Group entities such as Equiniti Financial Service Limited and Equiniti India (Equiniti), who maintain our shareholder register and process your personal data on our behalf;

5.1.2 Global Shares who act as our shareplan administrators;

5.1.3 banks and other payment service providers who process your payments;

5.1.4 printers in order to supply you with documentation and statements;

5.1.5 service suppliers to facilitate email, IT and administration services; and

5.1.6 fraud detection agencies as part of our identification procedures.

6 – INTERNATIONAL TRANSFERS OF PERSONAL DATA

6.1 If we need to transfer your personal data to a country that is not listed as ‘adequate’ by the European Commission, we shall only do so if we have in place the standard contractual clauses or other appropriate safeguards.

7 – HOW LONG WILL WE STORE YOUR PERSONAL DATA FOR

7.1 We will store your personal data for the time period which is appropriate to the original purposes for which your personal data was collected and in accordance with our data retention policy.  The length of time set out in our retention policy is determined by one or more of the following criteria:

7.1.1 we are required to retain your personal data in order to comply with any legal requirements, such as tax law;

7.1.2 where retention of your personal data is necessary to facilitate and support the original purpose for processing your personal data; 

7.1.3 protection against any potential claims arising from the original purpose of processing.

7.2 Your record on the shareholder register will be maintained while you are a shareholder of Rentokil Initial plc. If you cease to hold Rentokil Initial plc shares, your information will be kept for a period of up to 12 years following the last update to your record on the shareholder register, or for as long as is necessary to resolve any outstanding matters relating to your shareholding or to meet legal, regulatory or tax requirements.

8 – YOUR RIGHTS IN RELATION TO YOUR PERSONAL DATA

8.1 Subject to applicable law including relevant data protection laws you may have a number of rights in connection with the processing of your personal data, including:

8.1.1 the right to request access to your personal data that we process or control; 

8.1.2 the right to request rectification of any inaccuracies in your personal data or, taking into account the purposes of our processing, to request that incomplete data is completed;

8.1.3 the right to request, on legitimate grounds as specified in law:

(a) erasure of your personal data that we process or control; or

(b) restriction of processing of your personal data that we process or control;

8.1.4 the right to object, on legitimate grounds as specified in law, to the processing of your personal data; 

8.1.5 the right to receive your personal data in a structured, commonly used and machine-readable format and to have your personal data transferred to another controller, to the extent applicable in law; and

8.1.6 the right to lodge complaints regarding the processing of your personal data with the Information Commissioner’s Office or other relevant supervisory body. Please see https://ico.org.uk/concerns/ for how to do this.

8.2 If you would like to exercise any of the rights set out above, please contact us using the contact details set out in section 2.2.

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