How we collect your information
The information we hold is the information you provide to us directly, or though our website. We collect the information in a number of ways:
• directly from you, for example over the phone, or when you register with us;
• ask us to contact you;
• request goods, services or information;
• through our website:
Log files/IP addresses
When you visit our website, we automatically log your IP address (the unique address that identifies your computer on the internet) which is automatically recognised by our web server. We may use IP addresses to help us administer our website and to collect broad demographic information for aggregate use. We do not link IP addresses to personally identifiable information.
Cookies are small text files containing information sent by a web server to a web browser, and are stored on your computer, tablet or mobile phone, when you visit certain web pages. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
Our website uses the following categories of cookies:
‘Session Cookies’ – these keep track of you while you navigate our website, and will be deleted from your computer when you close your browser.
‘Persistent Cookies’ – these enable our website to recognise you when you visit, and they remain stored on your computer until deleted, or until they reach a specified expiry date. They enable us to remember details such as your preferences and enable us to give you a better service.
We use Google Analytics, a very popular tool used to analyse site usage and traffic, which utilises cookies. This helps us to refine the site content and give you the best experience on our website. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
If you prefer to restrict, block or delete cookies from our website, you can use your browser to do this. Each browser is different, so check the ‘Help’ menu of your particular browser (or your mobile phone’s manual) to learn how to change your cookie preferences. Most browsers allow you to reject cookies. Blocking cookies can have a negative impact upon the usability of many websites, including our website. If you block cookies, please note that some areas of our website may not work properly.
To find out more about cookies including further guidance on the laws governing cookies, please visit www.aboutcookies.org.
How we use your personal information
We record and use the following categories of personal data which may include: name, company name, address, telephone numbers, email address and fax number, in order to be able to provide the products, services or information that you have requested, wish to purchase or use.
We will use the information you have provided to fulfil our contractual obligations in relation to providing the goods or services you have requested or where no contract exists, our legitimate business interests in providing you with the information and services you have requested.
From time to time, where you have ‘opted in’ to receiving such information from us, we may contact you via e-mail, telephone, direct mail or other communication formats to provide you with information or services that we believe may be of interest to you. You may unsubscribe or opt out at any point which we will action as soon as is reasonably practicable.
Sharing your personal data
We will not share your details with any third party except as necessary for services that you have requested, with your explicit consent, or when we believe the law requires this. Where third parties are used by us to store your personal data, we ensure they are compliant with the data protection law and any such data is not stored outside the EU.
You are under no obligation to provide any information to us, but if you do not, then we may not be able to provide you with certain services or to personalise your experience and tailor our services to you.
Retaining your personal data
We keep your personal information securely for as long as we need it for legitimate business purposes, including for the purpose of satisfying any legal, accounting or reporting requirements.
In the instances below we will keep personal data for the following periods of time:
• Prospective client/customer – six months and then this is deleted if we have not heard from you.
• Client/Customer – for a minimum of six years after:
o the date of the last invoice issued to you;
o completion of your contract or our business with you.
Sometimes we need your consent to use your personal information (for example for marketing). We won’t always need consent to use personal information – for example if we need it to meet regulatory requirements or to perform a contract with you. Where you have given us consent, you have the right to withdraw it at any time.
As we process your personal data, you have certain rights. These include:
(a) the right to request a copy of the information we hold about you;
(b) a right to correct data that we hold about you that is inaccurate or incomplete;
(c) in certain circumstances, a right to request that we erase the data from our records;
(d) in certain circumstances, the right to restrict our processing of the data;
(e) in certain circumstances a right to have the data we hold transferred to another organisation;
(f) a right to object to certain types of processing;
(g) a right to object to purely automated decision making, including profiling;
(h) a right to complain to the Information Commissioner’s Office or any other supervisory authority in an EU member state where any alleged breach of your rights has occurred
If you have any questions, concerns or comments about our Privacy Notice or wish to exercise one of your rights set out above please contact us in writing via email to: firstname.lastname@example.org.
Should you wish to complain
We are committed to ensuring that your personal data is processed lawfully, fairly and securely. If you have any questions or concerns about the way in which we process your data please contact email@example.com and we will attempt to resolve any issues you have.
If you remain unsatisfied you can contact the Information Commissioner’s Office via their website www.ico.org.uk.