Your personal information
1. Where we collect your personal information from
We may collect personal information about you in the following ways:
Data you give to us:
- Data you give to us when you become a client of the company and use our services, or when we work with you in connection with a particular service
- When you talk to us on the phone or in person
- When you use our website
- In emails or letters to us
- If you take part in our events or promotions
- When you give us feedback
Data from third parties we work with:
- Companies and individuals that introduce you to us
- Public information sources, such as Companies House
- Agents working on our behalf
- Government and law enforcement agencies
- Professional intermediaries including accountants, lawyers, property agents, architects, building contractors, planning consultants, banks and expert witnesses
2. Data we may collect about you
- Identity data – name, marital status, title, date of birth and gender
- Contact data – billing address, home address, email address or telephone numbers
- Financial data – bank account and payment card details
- Transaction data – details about payments to and from you and other details of services you have purchased from us
- Technical data – internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website
- Usage data – information about how you use our website, products and services
- Marketing and communications data – your preferences in receiving marketing from us and our third parties and your communication preferences
- Open Data and Public Records – information about you that is in public records, such as Companies House or the Land Registry, and information that is openly available on the internet
Special Categories of Personal Data
This includes details about race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, genetic and biometric data, and information about criminal convictions and offences.
However, we will only process these special categories of personal data in the following exceptional circumstances:
3. How we use your personal information
We use your personal information:
- to fulfil a contract we have with you; or
- when it is our legal duty; or
- when it is in our legitimate interest; or
- when you consent to it.
A legitimate interest is when we have a business or commercial reason to use your information which, when balanced against your rights, is justifiable.
4. Who we share your personal information with
We may share your personal information with any of the following organisations, for the purposes of providing the services which you have requested from us. Please note we would never sell or widely distribute your personal data:
- Agents and advisers that we use
- HM Revenue & Customs and other regulators or authorities
- Companies, organisations and individuals that introduce us to you
- Companies, organisations and individuals that we introduce you to
- Companies, organisations and individuals that you ask us to share your information with
- To our bankers to the extent necessary to comply with anti-money laundering or terrorist financing legislation
- Third party organisations that provide applications/functionality, data processing or IT services to us.
You can find details of how these third parties use your personal information by looking at their privacy policies, all of which should be available on the relevant websites, or on request.
This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
5. Third party links
Our website may include links to 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 notice or policy of every website you visit.
6. Transferring your personal information outside the European Economic Area (EEA)
If we transfer your personal information outside the EEA we have to tell you. We will only send your data outside the EEA to:
- follow your instructions to us to do so
- comply with a legal duty
- work with our agents and advisers whom we use to help provide our services to you
7. 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.
8. How long do we keep your personal information?
We will keep your personal information for as long as you are our client and/or we believe you will be interested in our services.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for one or more of the following reasons:
- To respond to any questions or complaints from you
- To maintain our records
- To comply with laws and rules applicable to us
- To provide you with updates on our services
Where you have asked us not to send you direct marketing, we keep a record of that fact to ensure we respect your request in future.
We may use your personal information to tell you about relevant services.
We will only use your personal information to send you marketing messages if we have either your consent or a legitimate interest to do so.
You can ask us to stop sending you marketing messages at any time – you just need to contact us, or use the opt-out links on any marketing message sent to you.
10. Your rights
You have certain rights which are set out in the law relating to your personal information. The most important rights are set out below:
Getting a copy of the information we hold
You can ask us for a copy of the personal information which we hold about you. This is known as a data subject access request.
Telling us if information we hold is incorrect
You have the right to question any information we hold about you that you think is wrong or incomplete.
Telling us if you want us to stop using your personal information
You have the right to:
- object to our use of your personal information; or
- ask us to delete the personal information; or
- request the restriction of processing; or
- ask us to stop using it if there is no need for us to use it.
You can withdraw your consent to us using your personal information at any time. If you withdraw your consent, we may not be able to provide you with certain services.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
Request a transfer of data
You may ask us to transfer your personal information to a third party.
11. Making a complaint
Please let us know if you are unhappy with how we have used your personal information by contacting Chris McNeillie, Director at firstname.lastname@example.org