Privacy notice
What this privacy notice is for
This privacy notice explains how we collect, hold and use personal information about our current, former and prospective clients.
This makes us a “data controller” (the one responsible and in charge of the processing of personal data) and data protection law gives you the right to understand how and why your information is processed, and what your rights are in respect of the data we hold about you.
Why we need to process your personal information
We need to process your personal information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
We may also collect or use your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests include:
- providing and improving products and services for clients;
- the operation of client accounts;
- for service and information updates; and
- dealing with queries, complaints or claims.
Types of personal information processed by us
This may include:
- names, addresses, telephone numbers, e-mail addresses and other contact details;
- technical data, including information about browser and operating systems;
- records of meetings and decisions;
- correspondence;
- client accounts and records;
- purchase or account history;
- information relating to compliments or complaints; and
- relevant information from previous investigations.
We respect your privacy, and limit the types and amount of data we collect and how that data gets used.
Where we get personal information from
Generally, we receive personal data directly from you. This may be via a form, or simply in the ordinary course of interaction or communication (such as face-to-face meetings, telephone conversations or emails).
However in some cases personal data will be supplied, with your consent, by third parties (for example other professionals or third party service providers), or collected from publicly available resources.
Who we share information with
We may need to share your information with third party suppliers or service providers when doing so is necessary to provide the information or services you require.
We will only share your information when we have received consent from you to do so.
How long we keep information
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Where you have requested we no longer keep in touch with you, we will need to keep a record of that fact in order to fulfil your wishes (this is called a “suppression record”).
Your rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the website of the Information Commissioner’s Office (ICO).
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
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Your right of access — You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
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Your right to rectification — You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
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Your right to erasure — You have the right to ask us to delete your personal information. Read more about the right to erasure.
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Your right to restriction of processing — You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
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Your right to object to processing — You have the right to object to the processing of your personal data. Read more about the right to object to processing.
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Your right to data portability — You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
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Your right to withdraw consent — When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us.
How to complain
If you have any questions or concerns about our use of your personal data, please contact us.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number:
0303 123 1113