Privacy and cookies policy
Welcome to our website! The Compliance Office Ltd is a limited company registered in England and Wales. Our company number is 09133668. Our registered office is Forward House, 17 High Street, Henley-In-Arden, Warwickshire, B95 5AA. References to ‘we’, ‘us’ and similar terms means the Compliance Office Limited. ‘Our’ should be construed accordingly. The term ‘you’ refers to the user or viewer of the website. The terms ‘this website’ and ‘our website’ and similar terms means www.complianceoffice.co.uk.
Your agreement to these terms
These terms form part of our terms of sale but also by using this website (which includes browsing a page or pages on it and in particular making purchases or sending other communications via the website) you are agreeing to comply with and be bound by:
- this privacy and cookies policy, and in particular for your information to be used in the ways set out below; and
- our terms and conditions of use.
If you do not understand or do not agree to be bound by the whole of the terms and conditions and the privacy and cookies policy then you must not proceed to use the website or must not continue to use it.
This policy sets out how we use and protect any information that you give to us when you use our website and purchase goods and services from us. We may change this policy from time to time by updating this page. This policy is (and any amendments to it are) effective from the date of publication.
Information which we may collect from you
We may collect a variety of information from you or your staff including:
- your name, address, telephone number and payment details for goods and services purchased;
- your email address for goods and services purchased or for subscribing to a newsletter or other electronic service;
- information about your business, approach to compliance and compliance queries and needs generally;
- data which you upload to one of our web applications (such as our compliance registers or CPD web applications or e-learning platform) for the purposes of managing regulatory information about you, your business or your clients;
- Information about what you have done on our website (see ‘cookies’ below); and
- information on the products and services which you purchase from us.
How we use the information which you provide to us
We collect information from you primarily in order to provide goods and services to you and to improve the goods and services we provide more generally, including the content and facilities available on our website and through our web applications. We need to make use of the personal data provided to us in order to provide goods and services under our contract with you and this is permitted under data protection law. We are conscious of the need to deliver our services in a manner which is proportionate to our respective goals and interests and keep this under review as we determine the methods for delivering our goods and services to you.
For clients or those signing up to stay in touch with us we may also in the future send you a newsletter or similar. We rely upon the ‘legitimate interest’ we have in maintaining contact with former clients and contacts to do this in data protection law and your agreement for the purposes of the Privacy & Electronic Communications Regulations (which can be implied under these Regulations). However, we will never share your information with third parties to market to you and will not contact you about non-legal services. We will make it quick and easy to ‘opt out’ of future communications in every communication sent. If you already know that you don’t want to receive these messages then you can opt out now by emailing firstname.lastname@example.org.
We may also use the information provided to us for administration purposes, to publish anonymised statistical data about our users and to deal with or consider any communication received from you.
For some products we offer an option to receive training course recommendations from third parties in order to receive information about products which would be of interest to you. We would only do this with your express agreement. We require all such third parties to similarly offer a simple means of opting out of such communications. If you have any difficulty doing so or are receiving any information by virtue of our relationship which you do not believe that you should be receiving then please email us at email@example.com.
We do not use your personal information to make ‘automated decisions’ which affect you.
Storing your personal data
Application data will be stored inside of the EEA with carefully selected partners. Contact information may be stored outside of the EEA with carefully selected providers for other purposes such as email newsletters, email communications and word processed communications. We take care to ensure that we only work with reputable partners who adhere to good practice in terms of maintaining the security of your information including post ‘safe harbour’ agreements in respect of organisations based in the USA.
Information stored within our web applications will be destroyed at the end of our agreement with you and will not be used for any purpose other than that agreed between us. Contact details for anyone who has contracted directly with us or signed up to our newsletters may be retained for up to 5 years unless opted out for the purposes of keeping in touch.
Working with others
Generally speaking we will not share your information with third parties or use your information for any other purpose. If you are making use of a web application where your employer is the contracting party with us please bear in mind however that your employer will have access to all of the information which you submit. We do also work with some trusted contractors or consultants who may have access to your information such as those working in our data centres or consultants. All contractors have a contract with us which requires that your information is accessed appropriately and kept confidential (among other GDPR requirements). We reserve the right to disclose information if we have a legal obligation to disclose it but consider such a scenario highly unlikely in practice.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
- we may use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs.
Accessing and updating the personal data we hold and other data rights
Subject to certain exceptions, you as an individual may have the right without charge to:
- access your personal data (known as a subject access request);
- have mistakes rectified;
- have your personal data erased by us or restrict the way we process your personal data (subject to certain conditions);
- ‘port’ your personal data to another provider;
- object to us using your personal data for direct marketing;
- not be subject to ‘automated processing’ (often referred to as ‘profiling’).
If you wish exercise any of these rights just get in touch: firstname.lastname@example.org. In the case of marketing, there is always an ‘unsubscribe’ button in our marketing emails.
We want to make sure that any information which we do hold about you is accurate and up to date. If you believe that any information we are holding on you is incorrect or incomplete, please contact us via the website and we will endeavour to promptly correct any information found to be incorrect.
How to contact us
You can find our contact details on our www.complianceoffice.co.uk. Any request, notification, communication or notice under these terms and conditions may be made by The Compliance Office Ltd or on behalf of The Compliance Office Limited via any email address of the domain complianceoffice.co.uk (namely, ‘name or function @complianceoffice.co.uk) as well as by other means such as post. However the use of such an email address should not be relied upon as evidence that the communication has been sent by the Compliance Office Ltd.
Changes to this policy
We reserve the right to change this Privacy & Cookies policy at any time by posting revisions on our Site.