Data Protection Principles

Under GDPR, all personal data collected and held by us must be processed in accordance with fundamental principles. We ensure that:

• Processing is fair, lawful, and transparent.
• Data is collected for specific, explicit, and legitimate purposes.
• Data collected is adequate, relevant, and limited to what is necessary for processing purposes.
• Data is kept accurate and up to date; any inaccuracies will be rectified or deleted promptly.
• Data is not retained longer than necessary for its intended purpose.
• Data is processed securely, protecting against unauthorized or unlawful processing, accidental loss, destruction, or damage through appropriate technical or organizational measures.
• We comply with relevant GDPR procedures for international transfers of personal data.

Types of Data Held

We maintain various categories of personal data to deliver our services effectively. Specifically, we collect the following types of data:

• Personal details such as your name, address, phone number, and email address.
• IP addresses, cookie strings, or mobile device IDs.
• Location data.
• If you contact us by phone, your call may be recorded.

How We Use Your Personal Data

In this section, we detail:

• The general categories of personal data we may process.
• The purposes for processing this data.
• The legal bases for the processing.

We may process data regarding your use of our website and services (“usage data”), which may include your IP address, geographical location, browser type, operating system, referral source, length of visit, page views, and navigation paths. This usage data helps us analyze website usage and services. The legal basis for this processing is our legitimate interests in monitoring and improving our offerings.

We may process your account data (“account data”), which may include your name and email address. The source of this data is you or your employer. Account data may be used for operating our website, providing services, ensuring security, maintaining backups, and communicating with you. The legal basis for this processing is our legitimate interests in performing a contract with you.

We may also process personal data provided during the use of our services (“service data”), which may include your name, address, phone number, and email address. The source remains you or your employer, and this data is used for similar purposes as account data, based on our legitimate interests.

Additionally, we may process information from any inquiries you submit regarding our goods and/or services (“inquiry data”), with the legal basis for this processing being your consent.

We may also process your personal data as necessary for establishing, exercising, or defending legal claims. The legal basis for this processing is our legitimate interests in protecting our rights and those of others.

Moreover, your personal data may be processed to comply with legal obligations or to protect vital interests.

Providing Your Personal Data to Others

We may share your personal data with our insurers, professional advisors, or financial institutions as needed for obtaining or maintaining insurance, managing risks, obtaining advice, or establishing legal claims. We may also share your name, address, phone number, and email address with suppliers or subcontractors as necessary to provide our services.

Retaining and Deleting Personal Data

This section outlines our data retention policies, designed to ensure compliance with legal obligations regarding data retention and deletion.

Personal data processed for any purpose shall not be retained longer than necessary. We will retain your personal data as follows:

• Service data and account data will be retained for a minimum of 12 months and a maximum of 6 years.

In cases where we cannot specify retention periods in advance, we will base retention on specific criteria. Notwithstanding other provisions, we may retain your data as necessary for compliance with legal obligations or to protect vital interests.

Your Rights

You have the following rights regarding your personal data:

• The right to be informed about the data we hold and its usage.
• The right to access the data we hold on you, in accordance with our Subject Access Request policy.
• The right to correct inaccuracies in your data, known as ‘rectification.’
• The right to have your data deleted in certain circumstances, known as ‘erasure.’
• The right to restrict processing of your data.
• The right to transfer your data to another party, known as ‘portability.’
• The right to object to any information inclusion.
• The right to regulate automated decision-making and profiling of personal data.

Additionally, you have the unrestricted right to withdraw your consent for data processing at any time. Withdrawing consent means we will cease processing your data unless we have a legitimate reason to continue doing so.

To exercise any of these rights, please contact the Data Protection Officer.

How We Use Cookies

A cookie is a small file that requests permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyze web traffic or alerts you when you visit a particular site. Cookies enable web applications to respond to you as an individual, tailoring operations to your preferences.

We use traffic log cookies to identify which pages are being accessed, helping us analyze data and improve our website to meet customer needs. This information is used solely for statistical analysis and is subsequently removed from the system.

Overall, cookies enhance your website experience by helping us understand which pages are useful. A cookie does not provide access to your computer or any personal information beyond what you choose to share.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can modify your settings to decline cookies if you prefer. However, this may prevent you from fully utilizing the website.

Links to Other Websites

Our website may contain links to other sites of interest. However, once you leave our site using these links, we have no control over those websites. We cannot be held responsible for the protection and privacy of any information you provide while visiting such sites, which are not governed by this privacy statement. Please exercise caution and review the privacy statements applicable to the websites in question.

Making a Complaint

If you believe your data rights have been violated, you can file a complaint with the Information Commissioner (ICO). You can contact the ICO at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or by phone at 0303 123 1113 (local rate) or 01625 545 745.

Our Details

We are registered in England and Wales under registration number [insert number] and our registered office is [insert address].

You can contact us:

• By post at the above address.
• Through our website contact form.
• By telephone or email as published on our website.

Data Protection Officer

Our Data Protection Officer can be contacted at our registered office.