Privacy Policy

Data Protection Privacy Notice

This data protection policy explains how we use any personal information we collect about you when we engage in communications.
Why do we collect your personal information?

We take your privacy very seriously and, in order for us to keep you informed about relevant opportunities, we request to hold your personal data. If you do not allow us to do this, we could be legally obliged to remove you from our database and can no longer put forward opportunities.
What information do we collect?

We may collect the following information:

1. Name and job title
2. Address
3. Contact information including telephone/mobile numbers and email address
4. Demographic information such as postcode, preferences and interests
5. Other information relevant to customer surveys and/or offers
6. Data assets including imagery and other media associated files

We will store pertinent details of our business relationship, which could include records of communications and any relevant files.

It is worth noting that we are legally obligated to keep much of this data. It is unlikely we will require or process any data, which would be categorized as ‘special’ under the relevant data protection legislation, but should we need to do so we would contact you and get your explicit consent to do so.
Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Links to other websites

Our websites may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
What will we do with your personal information and the information we gather?

We will:
Use it for the purpose of identification
Use it for the fulfillment and ongoing management of a contract
To comply with our legal and regulatory obligations
Who will we share your personal information with?

We adhere to the Principles of data protection as set out in the Data Protection Act 1998 and observe the conditions relating to the fair and lawful processing of personal data.

We use 3rd parties for running some of our business processes. An example of this might be that we have email data or our database hosted in the Cloud. Whilst these Cloud providers would not typically have direct access to your information, storage is considered as ‘processing’ under the relevant data protection legislation.

If we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets;
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use which includes exchanging information with other companies and organizations for the purposes of fraud protection.
Using your information to keep in touch with you

In addition to our typical processing we may use the information we hold about you in order to contact you in the following circumstances:
-To advise you of changes to our terms
-To advise you of any security concerns
-Where permitted by law
-How long do we hold it for?

We will hold your data for no longer than 3 years before seeking confirmation that you are happy for us to continue to hold your data (based on “legitimate interest”). If we have placed you either with one of our clients or you have been employed directly by us, or have a contract with us, we are required by law to hold your data for 7 years (this is held under a legal or contractual basis).
Secure collection and storing of your information

All information that you provide to us, or we collect about you is stored on our secure servers. We understand that this includes confidential information and we have put in place a range of suitable physical, electronic and managerial procedures to safeguard and secure your information.

Our staffs have the minimum required access to your data, and are trained to ensure that it is protected, and kept secure. We treat the information as confidential and will not let your employer know if you contact us.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access.

We do not store your information for longer than is necessary to provide the service, and to ensure that we have appropriate auditable records for business purposes.
Marketing

We would like to send you information and updates about products and services that we offer on a quarterly basis. If you have consented to receive marketing material, you may opt out at a later date. If you no longer wish to be contacted for marketing purposes, please contact us below.
Automated Decision Making

A real person reads every email that is sent to us, but we do use semi-automated tools to assist, but this is never completely automated and is always reviewed by a human.
Your rights

You have the right to request from us access to your own personal information. This is sometimes known as a ‘Subject Access Request’.

Additionally, you have the right to request from us:
• that any inaccurate information we hold about you is corrected
• that information about you is deleted in certain situations
• that we stop using your personal information for certain purposes
• that your member profile is provided to you in a portable format
• that decisions about you are not made by wholly automated means.

Many of the rights listed above are limited to certain defined circumstances and we may not always be able to comply with your request. We will tell you if this is the case.

If you choose to make a request to us to exercise any of these rights, we will aim to respond to you as soon as we reasonably can but no later than one month. We will not charge a fee for dealing with any reasonable request.

If you are unhappy with how we are using your personal information or if you wish to complain about how we have handled a request, then please contact the general manager responsible for data protection (details below) and we will try to resolve your concerns.

You also have the right to complain to your local Data Protection Authority. In the UK this is the Information commissioner and their website is: https://ico.org.uk/
Law and Jurisdiction

This privacy information notice is subject to the laws of England, and the non-exclusive jurisdiction of the English Courts. If you are domiciled in Scotland, Wales or Northern Ireland it can be enforced in your local court system.
How to get in touch

If you would like to contact the us in relation to any of the points raised in this notice, please contact info@thomaswoodmanpovey.com