Last updated: 29/08/2018
CONTACT INFORMATION FOR THE DATA CONTROLLER
2 Rear of Stonecroft
In order to protect your privacy we will not distribute your name, email address or any other personal information we may hold to third parties. In the event that recognised law enforcement agencies or an official court order requests information we do reserve the right to co-operate entirely with their wishes.
VISITORS TO OUR WEBSITE
When someone visits our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site.
This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
USE OF SERVICES BY MINORS
Our Services are not directed to individuals under the age of seventeen (17), and we request that they do not provide Personal Data through our website.
Please see our seperate Cookies Policy for further information.
If you send us a private or direct messages via social media the message will be stored for no more than 3 months. Your message and details will then be deleted.
Your information will not be shared with any other organisations within this timeframe unless we specifically have your consent to do so.
When you call our advertised telephone numbers we will collect information such as your name, address, email address and any other information we absolutely require in order to carry out your request.
We monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Our website contains a contact form which asks you for information which we require in order to reply to your enquiry. The personal information we collect from you consists of:
Your Name: We need your name to acknowledge who you are when we reply back.
Your Email Address: We require your email in order to communicate back to you via this method.
Your Telephone Number: We require your telephone number in order to communicate back to you via this method.
Any personal information we collect from you via email, telephone or social media will be removed after three months or earlier if it is deemed no longer necessary in relation to the purposes for which they were collected or otherwise processed. Should we require your information for longer than this we will inform you as to why this is required.
Any other information we hold for you will be destroyed after two years unless the information is legally required to maintain our records. You can contact us to obtain the criteria used to determine this period and our reasons as to why we require to hold your information for longer.
(SSL) SECURE SOCKETS LAYER
Our website uses SSL encryption.
The primary reason why SSL is used is to keep sensitive information sent across the Internet encrypted so that only the intended recipient can understand it. This is important because the information you send on the Internet is passed from computer to computer to get to the destination server.
Any computer in between you and the server can see your credit card numbers, usernames and passwords, and other sensitive information if it is not encrypted with an SSL certificate.
When an SSL certificate is used, the information becomes unreadable to everyone except for the server you are sending the information to. This protects it from hackers and identity thieves.
Your personal information (not including credit/debit card information) is sent to servers located in the North West of the United Kingdom and is never sent out of the United Kingdom. If you require more specific information regarding the location of this data please contact us.
The connection to our website is currently encrypted and authenticated using TLS 1.2, ECDHE_RSA with P-256, and AES_128_GCM
MAKING A COMPLAINT
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We may compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute.
If a complainant does not wish information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
YOUR RIGHTS UNDER THE GDPR
Under the General Data Protection Regulation (GDPR), you have rights as an individual which you can exercise in relation to the information we hold about you. These consist of:
Your right to be informed
- You are informed within this document on how your data is collected, stored and processed.
Your right of access
- You can request access to a copy of your data in electronic form and details of how it is processed. There is a £10 admin fee for this service. We will provide this to you within one month of your request.
Your right to rectification
Your right to erasure
Your right to restrict processing
Your right to data portability
Your right to object
Your rights to automated decision making including profiling
You can read more about Your Rights Under the GDPR
ACCESS TO PERSONAL INFORMATION
We try to be as open as we can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’. There is a £10 admin fee for this service. If we do hold information about you we will:
- Give you a description of it.
- Tell you why we are holding it.
- Tell you who it could be disclosed to.
- Let you have a copy of the information in an intelligible form.
To make a request to us for any personal information we may hold you need to put the request in writing and send it to the address at the top of this page.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting us.
LINKS TO OTHER WEBSITES
This privacy notice does not cover the links within this website linking to other websites. We encourage you to read the privacy notices on the other websites you visit.
We keep our privacy notice under regular review.
We try to meet the highest standards when collecting and using your personal information.
For this reason, we take any complaints we receive about this seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
We would also welcome any suggestions for improving our procedures.
We are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address at the top of this page.