Privacy and cookies policy

Privacy notice

Background

The Compliance Office Limited understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our clients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

1. Information About Us

The Compliance Office Limited

A private limited company registered in England under company number 09133668

Registered address: Forward House 17 High Street, Henley-In-Arden, Warwickshire, England, B95 5AA

VAT number: 197 1067 86.

Data Protection Officer: Andrew Donovan

Email address: andrew.donovan@complianceoffice.co.uk

Telephone number: 01789 868444

Postal address: Forward House 17 High Street, Henley-In-Arden, Warwickshire, England, B95 5AA

2. What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

3. What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below.

4. What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

  1. The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
  2. The right to access the personal data we hold about you. Part 10 will tell you how to do this.
  3. The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
  4. The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 11 to find out more.
  5. The right to restrict (i.e. prevent) the processing of your personal data.
  6. The right to object to us using your personal data for a particular purpose or purposes.
  7. The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
  8. The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
  9. Rights relating to automated decision-making and profiling. Part 6 explains more about how we use your personal data, including automated decision-making AND/OR

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we  have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 11.

5. What Personal Data Do You Collect and How?

We may collect and hold some or all of the personal and non-personal data set out in the table below, using the methods also set out in the table. We do not collect any ‘special category’ or ‘sensitive’ personal data and personal data relating to children and data relating to criminal convictions and/or offences.

 

Data Collected How We Collect the Data
Identity Information including name, title and date of birth. You may give us your identity by corresponding with us by post, phone, email or otherwise.
Contact information including address, email address and telephone number. You may give us your contact information when you apply for our services or if you complete our ‘Contact’ page on our website.
Business information including business name, job, title and profession. You may give us your business information and professional status if we are providing our services for the company you work for.
Payment information including bank account details and card numbers. You may give us banking information when making payments to us following the services we provide you.
Profile information including preferences, interests or purchase history. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive technical data about you if you visit other websites employing our cookies.
Data from third parties including contact information and profile information. We may receive personal data about you from various third parties and public sources as set out below:

(a)     Analytics providers such as Google.

6. How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:

What We Do What Data We Use Our Lawful Basis
Administering our business. All personal data and personal information necessary to assist in providing service and response. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Supplying our products and/or services to you. This may include communications between you and our staff regarding the services. We collect this information in order to monitor the quality of supplying our products and services to you. Where we need to perform the contract that we are about you to enter with you.
Managing payments for our products and/or services. Payment information including card details and bank account numbers. This processing activity is necessary to comply with legal and regulatory obligations.
Personalising and tailoring our products and services for you. Marketing and Communications data, this includes your preferences in receiving marketing from us and our third parties and your communication preferences. This processing is necessary for our Legitimate interests.
Communicating with you. Identity Data which includes first name and last name as well as your Contact Data which would include your billing address, home address, insured address, email address and telephone numbers. We collect this information in order to provide you with access to certain features of our services and to inform you about relevant information concerning your use of our services. Where we need to perform the contract that we have entered with you.
Supplying you with information by email and/or post that you have opted-in-to (you may opt-out at any time by notifying us by email). Email address and Postal address. You have given clear consent to process this personal data for these specific purposes.

 

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone and post with information, news, and offers on our products and services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. We will always obtain your express opt-in consent before sharing your personal data with third parties for marketing purposes and you will be able to opt-out at any time.

We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 11.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

7. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. The following factors will be used to determine how long it is kept:

Type of Data
Identity Information including name, title and date of birth.
Contact information including address, email address and telephone number.
Business information including business name, job title and profession.
Payment information including card details and bank account numbers.
Profile information including preferences, interests and purchase history.
  • We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
  • To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

8. How and Where Do You Store or Transfer My Personal Data?

We will store your personal data in the UK. This means that it will be fully protected under the Data Protection Legislation.

We will use specific approved contracts which ensure the same levels of personal data protection that apply under the Data Protection Legislation. For further information, please refer to the Information Commissioner’s Office.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

  • limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
  • procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so;
  • staff training on cyber security risks;
  • utilising law firm grade case management systems for information security and back up purposes.

9. Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions.

If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

We may share your personal data with other companies in our group for continuation of business. This includes subsidiaries.

We may sometimes contract with third parties to supply products and services to you such as for storing data on our software suppliers’ servers, for receiving IT support on hardware, administrative support, legal and other professional advice, bookkeeping and accountancy services.

If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.

If any personal data is transferred outside of the UK, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation, as explained above in Part 8.

If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

10. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

11. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Andrew Donovan)

Email address: contact@complianceoffice.co.uk

Telephone number: 01789 868444

Postal Address: Forward House 17 High Street, Henley-In-Arden, Warwickshire, England, B95 5AA

12. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available on our website. This Privacy Notice was last updated in January 2022.

 


 

Cookie Policy

1. This cookie policy relates to your use of our website, https://complianceoffice.co.uk/

2. Throughout our website we may link to other websites owned and operated by certain trusted third parties to [insert details (eg make additional products and services available to you). These other third-party websites may also use cookies or similar technologies in accordance with their own separate policies. For privacy information relating to these other third-party websites, please consult their policies as appropriate.
3. What are Cookies? A cookie is a small text file which is placed onto your device (eg. computer, smartphone or other electronic device) when you use our website. We use cookies on our website. These help us recognise you and your device and store some information about your preferences or past action.

For example, we may monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of your internet service provider. This information helps us to build a profile of our users. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.

For further information on our use of cookies, including a detailed list of your information which we and others may collect through cookies, please see below.

For further information on cookies generally, including how to control and manage them, visit the guidance on cookies published by the UK Information Commissioner’s Office, www.aboutcookies.org or www.allaboutcookies.org

4. Our use of cookies

Where necessary, we will ask for your consent to place cookies or other similar technologies on your device, except where they are essential for us to provide you with a service that you have.

5. How to turn off all cookies and consequences of doing so

If you do not want to accept any cookies, you may be able to change your browser settings so that cookies (including those which are essential to the services requested) are not accepted. If you do this, please be aware that you may lose some of the functionality of our website.

For further information about cookies and how to disable them please go to the guidance on cookies published by the UK Information Commissioner’s Office, www.aboutcookies.org or www.allaboutcookies.org.

6. How to contact us

Please contact us if you have any questions about this cookie policy or the information we hold about you.

Email address: contact@complianceoffice.co.uk

Telephone number: 01789 868444

Postal Address: Forward House 17 High Street, Henley-In-Arden, Warwickshire, England, B95 5AA

7. Changes to this policy

This policy was last updated in February 2022.

We may change this policy from time to time, when we do we will publish it here.