We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.
Who we are
We collect, use and are responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
The personal information we collect and use
In the course of providing our services to you we collect the following personal information when you provide it to us:
- Your name, address and telephone number
- Your electronic contact details, eg your email address and mobile phone number
- Information relating to the matter in which you are seeking our services
- Your payment details when you purchase services from us
- Any other information you provide to us
This personal data is required from you to enable us to provide our services to you. If you do not provide the information we ask for, it may delay or prevent us from providing services to you.
Reasons we collect and use your personal information
Under data protection law, we can only use your personal data if we have a lawful reason for doing so, eg:
- to comply with our legal and regulatory obligations;
- for the performance of our contract with you or to take steps at your request before entering into a contract;
- for our legitimate interests or those of a third party; or
- you have given consent.
The table below explains what we use (process) your personal data for and our reasons for doing so:
|What we use your personal data for||Our reasons|
|To provide services to you||For the performance of our contract with you or to take steps at your request before entering into a contract|
|Ensuring safe working practices, staff administration and assessments||To comply with our legal and regulatory obligations
For our legitimate interests or those of a third party, eg to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you
|Operational reasons, such as improving efficiency, training and quality control||For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service for you at the best price|
|Updating and enhancing customer records||For the performance of our contract with you or to take steps at your request before entering into a contract
To comply with our legal and regulatory obligations
For our legitimate interests or those of a third party
|Statutory returns||To comply with our legal and regulatory obligations|
Who we share your personal information with
We routinely share personal information with:
- third parties we use to help deliver our services to you, eg payment service providers;
- other third parties we use to help us run our business, eg website hosts; and
- our banks.
We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We also impose contractual obligations on service providers relating to ensure they can only use your personal information to provide services to us and to you.
We will share personal information with law enforcement or other authorities if required by applicable law.
We will not share your personal information with any other third party.
How long your personal information will be kept
We will keep your personal information while you have an account with us or we are providing services to you. Thereafter, we will keep your personal information for as long as is necessary:
- to respond to any questions, complaints or claims made by you or on your behalf;
- to show that we treated you fairly;
- to keep records required by law.
We will not retain your personal information for longer than necessary for the purposes set out in this policy. After six years from the termination of the contract, we will delete or anonymise your file.
You have the following rights, which you can exercise free of charge:
- Access- the right to be provided with a copy of your personal data (the right of access)
- Rectification- The right to require us to correct any mistakes in your personal data
- To be forgotten- the right to require us to delete your personal data in certain situations
- Restriction of processing- the right to require us to restrict processing of your personal data in certain circumstances, eg if you contest the accuracy of the data
- Data portability- the right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party in certain situations
- To object- the right to object at any time to your personal data being processed for direct marketing (including profiling) and in certain other situations to our continued processing of your personal data, eg processing carried out for the purpose of our legitimate interests.
- Not to be subject to automated individual decision-making- the right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
For further information on each of those rights, including the circumstances in which they apply, please contact us or see the guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the GDPR.
If you would like to exercise any of the above rights, please:
- email, call or write to us
- let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
- let us know the information to which your request relates.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner.
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.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
The GDPR also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.
Changes to this privacy notice
This privacy notice was last updated on 31 May 2018.
We may change this privacy notice from time to time, when we do we will inform you.
How to contact us
Please contact us, if you have any questions about this privacy notice or the information we hold about you.
If you wish to contact us, our details are:
23 Sutherland Grove
Telephone: 01908 370451