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Group Privacy Policies – Websites

 

SJD Accountancy

Your privacy is extremely important to us and we are committed to protecting your personal data. This privacy notice will inform you how we look after your personal data when you visit our website and tell you about your privacy rights and how the law protects you.

PURPOSE OF THIS PRIVACY POLICY

This privacy policy aims to give you information on how SJD Accountancy collects and processes your personal data through your use of this website, including any data you may provide through this website when you request a call back to discuss the services that we may offer you or by filling out forms on our site at sjdaccountancy.com or corresponding with us by phone, email or otherwise.

We do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide of specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

CONTROLLER

SJD Accountancy is the controller and responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).

We have appointed a data protection officer (“DPO”) who is responsible for overseeing questions in relation to this privacy policy.

Our full details are:

SJD Accountancy

Email: data@optionis.co.uk

Address: Data Protection Officer, Optionis House, 840 Ibis Court, Centre Park, Warrington, Cheshire, WA1 1RL

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

THIRD PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, you should read the privacy notice of every website you visit.

THE INFORMATION WE COLLECT

Personal data means any information about an individual from which that person can be identified. We may collect and process the following data about you:

  • Technical data: includes IP address, browser type and version, time zone setting and location, operating system and platform and other technology on the devices you use to access this website.
  • Usage data: include details of your visits to our website, web server statistics, traffic data, location data and details of the web pages and resources that you access. Marketing and communications data: includes your preferences in receiving marketing from us and our third parties and your communication preference.
  • Identity data: includes first name, last name, username.
  • Contact data: includes email address and telephone numbers.

We collect, use and share Aggregated Data for any purpose. This is statistical data about our users’ browsing actions and patterns and does not directly or indirectly identify any individual and as such is not considered personal data in law.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

HOW DO WE COLLECT YOUR PERSONAL DATA?

We use different methods to collect data from and about you including:

Direct interaction: you may provide us with your identity and contact data by filling in forms through this website or by corresponding with us via post, email or telephone. This will include personal data you provide when you:

  • Request more information about our services.
  • Request marketing to be sent to you.
  • Give us feedback.
  • Sign up for our services.

Automated technologies or interactions: when you use our website, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

  • To estimate our audience size and usage pattern.
  • To store information about your preferences, and so allow us to customise our site according to user needs.
  • To speed up your searches.
  • To recognise you when you return to our site.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly we will use your personal data in the following circumstances:

  • 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.
  • Where you have consented for us to do so.

We have set out below a description of all the ways we plan to use your personal data and which of the legal bases we rely on to do so. We may process your data on more than one lawful ground depending on the purpose for which we are using your data.

Purpose Type of data Lawful basis for processing
To contact you after you have requested that we do so (a) Identity

(b) Contact

Consent
To provide you with further information about our services or marketing materials (a) Identity

(b) Contact

Consent
To deliver relevant website content to you and measure or understand the effectiveness of the content we serve to you (a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

(f) Technical

Necessary for our legitimate interests (to study how clients use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, client relationships and experiences (a) Technical

(b) Usage

Necessary for our legitimate interests (to define types of clients for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

MARKETING

We may use your personal information to tell you about relevant products and services that we think may be of interest to you. We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

We can only use your personal information to send you marketing messages if we have either your consent (which we will ask for via an opt-in or soft opt-in) or a legitimate interest. A legitimate interest is when we have a business or commercial reason to use your information taking into consideration your interests. A soft opt-in is a specific type of consent that applies when we have previously provided services to you and we are marketing other related services.

We will get your express opt-in consent before we share your personal data with any company outside the Optionis group of companies for marketing purposes.

You can ask us or third parties to stop sending you marketing messages at any time by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences or by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to communications between us necessary to carry out any services required by you or any other important notice in relation to our service offering and changes to your existing services.

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

COOKIES

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

WHO WE SHARE YOUR PERSONAL DATA WITH

We may have to share your personal data with the third parties set out below for the purposes set out in the table above.

  • Companies within the Optionis Group.
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

INTERNATIONAL TRANSFERS

We will only send your data outside of the European Economic Area (“EEA”):

  • In accordance with your instructions.
  • To comply with a legal obligation.
  • Work with any agents or advisers who we may use to offer support services.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
  • Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
  • Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

We will only retain your personal data for as long as necessary to fulfil 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 unauthorised 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.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal information.

Access to your personal information

You are entitled to make a data subject access request to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of personal information

This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal information

This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data

where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing your personal data

This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request transfer of your personal data

We will provide to you, or a third party you have chosen, your personal data in a commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Right to withdraw consent

You have a right to withdraw your consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.


Please note that you will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

 


 

Nixon Williams

Your privacy is extremely important to us and we are committed to protecting your personal data. This privacy notice will inform you how we look after your personal data when you visit our website and tell you about your privacy rights and how the law protects you.

PURPOSE OF THIS PRIVACY POLICY

This privacy policy aims to give you information on how Nixon Williams collects and processes your personal data through your use of this website, including any data you may provide through this website when you request a call back to discuss the services that we may offer you or by filling out forms on our site at nixonwilliams.com or corresponding with us by phone, email or otherwise.

We do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide of specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

CONTROLLER

Nixon Williams is the controller and responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).

We have appointed a data protection officer (“DPO”) who is responsible for overseeing questions in relation to this privacy policy.

Our full details are:

Nixon Williams Limited

Email: data@optionis.co.uk

Address: Optionis House, 840 Ibis Court, Centre Park, Warrington, Cheshire, WA1 1RL

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

THIRD PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, you should read the privacy notice of every website you visit.

THE INFORMATION WE COLLECT

Personal data means any information about an individual from which that person can be identified. We may collect and process the following data about you:

  • Technical data: includes IP address, browser type and version, time zone setting and location, operating system and platform and other technology on the devices you use to access this website.
  • Usage data: include details of your visits to our website, web server statistics, traffic data, location data and details of the web pages and resources that you access. Marketing and communications data: includes your preferences in receiving marketing from us and our third parties and your communication preference.
  • Identity data: includes first name, last name, username
  • Contact data: includes email address and telephone numbers.

We collect, use and share Aggregated Data for any purpose. This is statistical data about our users’ browsing actions and patterns and does not directly or indirectly identify any individual and as such is not considered personal data in law.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

How do we collect your personal data?

We use different methods to collect data from and about you including:

Direct interaction: you may provide us with your identity and contact data by filling in forms through this website or by corresponding with us via post, email or telephone. This will include personal data you provide when you:

  • Request more information about our services
  • Request marketing to be sent to you
  • Give us feedback
  • Sign up for our services

Automated technologies or interactions: when you use our website, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

  • To estimate our audience size and usage pattern.
  • To store information about your preferences, and so allow us to customise our site according to user needs.
  • To speed up your searches.
  • To recognise you when you return to our site.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

How we use your personal data

We will only use your personal data when the law allows us to. Most commonly we will use your personal data in the following circumstances:

  • 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.
  • Where you have consented for us to do so.

We have set out below a description of all the ways we plan to use your personal data and which of the legal bases we rely on to do so. We may process your data on more than one lawful ground depending on the purpose for which we are using your data.

Purpose Type of data Lawful basis for processing
To contact you after you have requested that we do so (a)Identity

 

(b)contact

Consent.
To provide you with further information about our services or marketing materials. (a)Identity

 

(b)contact

Consent
To deliver relevant website content to you and measure or understand the effectiveness of the content we serve to you. (a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

(f) Technical

 

Necessary for our legitimate interests (to study how clients use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, client relationships and experiences (a) Technical

(b) Usage

 

Necessary for our legitimate interests (to define types of clients for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

MARKETING

We may use your personal information to tell you about relevant products and services that we think may be of interest to you. We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

We can only use your personal information to send you marketing messages if we have either your consent (which we will ask for via an opt-in or soft-opt-in) or legitimate interest. A legitimate interest is when we have a business or commercial reason to use your information taking into consideration your interests. A soft opt-in is a specific type of consent that applies when we have previously provided services to you and we are marketing other related services.

We will get your express opt-in consent before we share your personal data with any company outside the Optionis group of companies for marketing purposes.

You can ask us or third parties to stop sending you marketing messages at any time by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences or by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to communications between us necessary to carry out any services required by you or any other important notice in relation to our service offering and changes to your existing services.

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

COOKIES

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

WHO WE SHARE YOUR PERSONAL DATA WITH

We may have to share your personal data with the third parties set out below for the purposes set out in the table above.

  • Companies within the Optionis Group
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

INTERNATIONAL TRANSFERS

We will only send your data outside of the European Economic Area (“EEA”):

  • In accordance with your instructions
  • To comply with a legal obligation
  • Work with any agents or advisers who we may use to offer support services

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
  • Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
  • Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

We will only retain your personal data for as long as necessary to fulfil 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 unauthorised 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.

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal information.

Access to your personal information

You are entitled to make a data subject access request to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of personal information

This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal information

This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data

where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms

Request restriction of processing your personal data

This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it

Request transfer of your personal data

We will provide to you, or a third party you have chosen, your personal data in a commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Right to withdraw consent

You have a right to withdraw your consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent

Please note that you will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated


 

ClearSky Accounting

Your privacy is extremely important to us and we are committed to protecting your personal data. This privacy notice will inform you how we look after your personal data when you visit our website and tell you about your privacy rights and how the law protects you.

PURPOSE OF THIS PRIVACY POLICY

This privacy policy aims to give you information on how ClearSky Contractor Accounting collects and processes your personal data through your use of this website, including any data you may provide through this website when you request a call back to discuss the services that we may offer you or by filling out forms on our site at clearskyaccounting.co.uk or corresponding with us by phone, email or otherwise.

We do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide of specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

CONTROLLER

ClearSky Contractor Accounting is the controller and responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).

We have appointed a data protection officer (“DPO”) who is responsible for overseeing questions in relation to this privacy policy.

Our full details are:

ClearSky Contractor Accounting Limited

Email: data@optionis.co.uk

Address: Data Protection Officer, Optionis House, 840 Ibis Court, Centre Park, Warrington, Cheshire, WA1 1RL

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

THIRD PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, you should read the privacy notice of every website you visit.

THE INFORMATION WE COLLECT

Personal data means any information about an individual from which that person can be identified. We may collect and process the following data about you:

  • Technical data: includes IP address, browser type and version, time zone setting and location, operating system and platform and other technology on the devices you use to access this website.
  • Usage data: include details of your visits to our website, web server statistics, traffic data, location data and details of the web pages and resources that you access. Marketing and communications data: includes your preferences in receiving marketing from us and our third parties and your communication preference.
  • Identity data: includes first name, last name, username.
  • Contact data: includes email address and telephone numbers.

We collect, use and share Aggregated Data for any purpose. This is statistical data about our users’ browsing actions and patterns and does not directly or indirectly identify any individual and as such is not considered personal data in law.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

How do we collect your personal data?

We use different methods to collect data from and about you including:

Direct interaction: you may provide us with your identity and contact data by filling in forms through this website or by corresponding with us via post, email or telephone. This will include personal data you provide when you:

  • Request more information about our services.
  • Request marketing to be sent to you.
  • Give us feedback.
  • Sign up for our services.

Automated technologies or interactions: when you use our website, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

  • To estimate our audience size and usage pattern.
  • To store information about your preferences, and so allow us to customise our site according to user needs.
  • To speed up your searches.
  • To recognise you when you return to our site.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

How we use your personal data

We will only use your personal data when the law allows us to. Most commonly we will use your personal data in the following circumstances:

  • 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.
  • Where you have consented for us to do so.

We have set out below a description of all the ways we plan to use your personal data and which of the legal bases we rely on to do so. We may process your data on more than one lawful ground depending on the purpose for which we are using your data.

Purpose Type of data Lawful basis for processing
To contact you after you have requested that we do so (a) Identity

(b) Contact

Consent
To provide you with further information about our services or marketing materials (a) Identity

(b) Contact

Consent
To deliver relevant website content to you and measure or understand the effectiveness of the content we serve to you (a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

(f) Technical

Necessary for our legitimate interests (to study how clients use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, client relationships and experiences (a) Technical

(b) Usage

Necessary for our legitimate interests (to define types of clients for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

 

MARKETING

We may use your personal information to tell you about relevant products and services that we think may be of interest to you. We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

We can only use your personal information to send you marketing messages if we have either your consent (which we will ask for via an opt-in or soft opt-in) or a legitimate interest. A legitimate interest is when we have a business or commercial reason to use your information taking into consideration your interests. A soft opt-in is a specific type of consent that applies when we have previously provided services to you and we are marketing other related services.

We will get your express opt-in consent before we share your personal data with any company outside the Optionis group of companies for marketing purposes.

You can ask us or third parties to stop sending you marketing messages at any time by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences or by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to communications between us necessary to carry out any services required by you or any other important notice in relation to our service offering and changes to your existing services.

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

COOKIES

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

WHO WE SHARE YOUR PERSONAL DATA WITH

We may have to share your personal data with the third parties set out below for the purposes set out in the table above.

  • Companies within the Optionis Group
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
  • Any party that we have partnered with to offer you services you may be interested in (i.e. CMME, Contractor Wealth, AXA and Hiscox).
  • If you choose a service package which includes an IPSE membership/package, we will pass on your details to IPSE. IPSE’s privacy policy can be viewed here.
  • If you choose a service package which includes the Rewards portal, we will pass on your details to Remus Rewards.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

INTERNATIONAL TRANSFERS

We will only send your data outside of the European Economic Area (“EEA”):

  • In accordance with your instructions.
  • To comply with a legal obligation.
  • Work with any agents or advisers who we may use to offer support services.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
  • Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
  • Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

We will only retain your personal data for as long as necessary to fulfil 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 unauthorised 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.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal information.

Access to your personal information

You are entitled to make a data subject access request to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of personal information

This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal information

This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data

Where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing your personal data

This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request transfer of your personal data

We will provide to you, or a third party you have chosen, your personal data in a commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Right to withdraw consent

You have a right to withdraw your consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.

Please note that you will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.


 

Parasol Group

WHAT IS THE PURPOSE OF THIS DOCUMENT?

Parasol Limited is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the UK General Data Protection Regulation (“UK GDPR”).

Parasol is a “data controller” under the UK GDPR and the Data Protection Act 2018. This means that we are responsible for deciding how we hold and use personal information about you. Parasol is part of the Optionis Limited group of companies (“Group”) and your information is gathered, shared and used by the Group as set out in this privacy notice. We are required under data protection legislation to notify you of the information contained in this privacy notice. Any reference to “we” or “us” means Parasol and our Group.

This privacy notice applies to all prospective, new, current and former employees, workers and contractors. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

DATA PROTECTION PRINCIPLES

We will comply with data protection law. This says that the personal information we hold about you must be:

  1. Used lawfully, fairly and in a transparent way.
  2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  3. Relevant to the purposes we have told you about and limited only to those purposes.
  4. Accurate and kept up to date.
  5. Kept only as long as necessary for the purposes we have told you about.
  6. Kept securely.

THE KIND OF INFORMATION WE HOLD ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

There are special categories of more sensitive personal data which require a higher level of protection.

We may collect, store, and use the following categories of personal information about you:

  • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
  • Date of birth.
  • Gender.
  • Marital status.
  • Next of kin and emergency contact information.
  • National Insurance number.
  • Bank account details, payroll records and tax status information.
  • Salary, annual leave, pension and benefits information.
  • Start and end date.
  • Location of employment or workplace.
  • Copy of driving licence or passport.
  • Nationality.
  • Copy of visa (if applicable), any other immigration information, European Settlement Status or Pre-Settlement Status.
  • Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter as part of the application process.
  • Employment records (including job titles, work history, working hours, working pattern, training records and professional memberships).
  • Compensation history.
  • Performance information.
  • Time and attendance records.
  • Disciplinary and grievance information.
  • Information about your use of our information and communication systems.
  • Calls may be recorded for training and quality purposes.

We may also collect, store and use the following special categories of more sensitive personal information:

  • Trade union membership.
  • Information about your health, including any medical condition, health and sickness records.

HOW IS YOUR PERSONAL INFORMATION COLLECTED?

We collect most of this personal information from you either directly or via our secure online client portal (My Parasol). However, we may also collect information from recruitment agencies, end-clients, personnel records, pension administrators, our portal, consultants and other professionals we may engage, e.g., to advise us generally and/or in relation to any grievance, conduct appraisal or performance review procedure voicemail verification sources and background check provider.

We will collect additional personal information in the course of job-related activities, such as email and phone correspondence, throughout the period of you working.

 

HOW WE WILL USE INFORMATION ABOUT YOU

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

  1. Where we need to perform the contract we have entered into with you.
  2. Where we need to comply with a legal obligation.
  3. 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.

We may also use your personal information in the following situations, which are likely to be rare:

  1. Where we need to protect your interests (or someone else’s interests).
  2. Where it is needed in the public interest or for official purposes.

Situations in which we will use your personal information

We need all the categories of information in the list above (see The kind of information we hold about you) primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below.

  • Verifying your identity.
  • Determining the terms on which you enter into a contract of employment with us.
  • Checking you are legally entitled to work in the UK.
  • Paying you and, if you are an employee, deducting tax and National Insurance contributions.
  • Providing pension benefits to you.
  • Liaising with your pension provider.
  • Performing the contract we have entered into with you.
  • Business management and planning, including accounting and auditing.
  • Gathering evidence for possible grievance or disciplinary hearings.
  • Making decisions about your continued employment or engagement.
  • Making arrangements for the termination of our working relationship.
  • Dealing with legal disputes involving you, or other employees, workers and contractors, including accidents at work.
  • Ascertaining your fitness to work.
  • Managing sickness absence.
  • Complying with health and safety obligations.
  • To prevent fraud.
  • To conduct data analytics studies to review and better understand employee retention and attrition rates.
  • To send you information relevant to your employment.
  • To send you engagement emails to communicate information regarding offers, benefits, rewards, competitions and prizes; and information regarding other services within the Group that may be of interest or benefit to you.
  • Equal opportunities monitoring.
  • Gender pay gap reporting.
  • To contact you within a 12-month period of you leaving our employment to ask you whether you wish to re-join us.

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

If you fail to provide personal information

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION

Special categories of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:

  1. In limited circumstances, with your explicit written consent.
  2. Where we need to carry out our legal obligations and in line with our data protection policy.
  3. Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme, and in line with our data protection policy.
  4. Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public. We may also process such information about employees or former employees in the course of legitimate business activities with the appropriate safeguards.

Our obligations as an employer

We will use your particularly sensitive personal information in the following ways:

  • We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other laws.
  • We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work and to monitor and manage sickness absence.

Do we need your consent?

We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.

DATA SHARING

We may have to share your data with third parties, including third-party service providers, professional advisers, agencies and end-clients to whom we provide services to, potential purchasers of some or all of our business or on a re-structuring and other entities in the Group. We require third parties to respect the security of your data and to treat it in accordance with the law. We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.

Why might you share my personal information with third parties?

We may share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

Which third-party service provider process my personal information?

“Third Parties” includes third-party service providers (including contractors and designated agents) and other entities within our Group. The following activities are carried out by third-party service providers: pension administration, IT, payroll software and marketing services including use of cookies and trackers and benefit, reward and loyalty providers.

How secure is my information with third-party service providers and other entities in our Group?

All our third-party service providers and other entities in the Group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

When might you share my personal information with other entities in the Group?

Internal staff who support and administer your employment are employed by Optionis Group Limited. We will also share your personal information with other entities in our Group as part of our regular reporting activities on company performance, for system maintenance support and hosting of data and when you request to receive services or information about any of our other entities in our Group.

What about third parties?

We may share your personal information with other third parties, for example we may need to share your personal information with a regulator or to otherwise comply with the law.

The table set out in the schedule summarises the information we collect and hold, how and why we do so, how we use it and with whom it may be shared.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

Transferring information outside the EU

 We may transfer the personal information we collect about you outside the EU in order to perform our contract with you. There is an adequacy decision by the European Commission in respect of that country. This means that the country to which we transfer your data is deemed to provide an adequate level of protection for your personal information.

However, to ensure that your personal information does receive an adequate level of protection we have put in place the following appropriate measures to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects the EU and UK laws on data protection:

  • Agreements have been put in place and current agreements have been updated in order to ensure a certain level of security is applied to personal information at all times.
  • Systems have been reviewed to ensure compliance with the GDPR.

 

DATA SECURITY

We have put in place measures to protect the security of your information. Details of these measures are available upon request.

Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

 

DATA RETENTION

How long will you use my information for?

We will only retain your personal information for as long as necessary to fulfil 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 unauthorised 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.

In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee, worker or contractor of the company we will retain and securely destroy your personal information in accordance with applicable laws and regulations.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.
  • If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Data Team by emailing data@optionis.co.uk.
  • No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

RIGHT TO WITHDRAW CONSENT

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Data Team by emailing data@optionis.co.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

DATA PROTECTION TEAM

We have appointed a Data Team as our privacy advisers to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the Data Team by emailing data@optionis.co.uk. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

CHANGES TO THIS PRIVACY NOTICE

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

If you have any questions about this privacy notice, please contact data@optionis.co.uk.

The Schedule about the information we collect and hold

The information we collect Why we collect the information How we use and may share the information
Your name, contact details (ie address, home and mobile phone numbers, email address) and emergency contacts (ie name, relationship and home and mobile phone numbers). To enter into/perform the employment contract and to comply with our legal obligations to maintain employment records.

Legitimate interest: to maintain our accreditations so we can demonstrate we operate at the highest standards; to keep in touch with you within a 12- month period once you have left our employment; to provide you with offers and benefits and invite you to partake in competitions and prizes; prior to you joining Parasol, to contact you within a 6-month period to encourage you to become an employee of Parasol.

To enter into/perform the employment contract.

Information shared with the agency and/or end client we have contracted with for you to supply services to the end-client, and with the FCSAwhen subject to an audit, and with our legal and tax advisers when necessary, the third party to whom provides or facilitates any offers or benefits, our insurance providers.

Details of your experience, qualifications, assignment and any other details required to determine your SDC status and the outcome of the assessment. To perform the employment contract.

To comply with our legal obligations.

Legitimate interests: to comply with legal, regulatory and corporate governance obligations and good employment practice, to comply with audit requirements to confirm our continued compliance with our legal obligations and to maintain our accreditations so we can demonstrate we operate at the highest

standards.

To ensure you receive the correct pay.

Information shared with our payroll administrators, with HM Revenue & Customs(HMRC), with the agency we have contracted with for you to supply services to the end-client and with the FCSA.

Details of salary and benefits, payslips, bank/building society, National  Insurance and tax information, your age and date of birth. To perform the employment contract including payment of salary and benefits.

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice, to

comply with audit

To ensure you receive the correct pay and benefits. Information, including payslips, shared with our payroll administrators, with HM Revenue & Customs(HMRC), with the agency or client we have contracted with for you to supply services to the end-client and
requirements to confirm our continued compliance with our legal obligations and to maintain our accreditations so we can demonstrate we operate at the highest

standards.

with the FCSA, and our legal and tax advisers.
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information. To enter into/perform the employment contract.

To comply with our legal obligations.

Legitimate interest: to maintain employment records to carry out obligations and exercise rights in employment law.

For reasons of substantial public interest (preventing or detecting unlawful acts).

To carry out right to work checks.

Information may be shared with the Home Office.

Evidence of your right to work may be shared with the agency or end client.

Details of your pension arrangements, and all information included in these and necessary to implement and administer them. To perform the employment contract including employment-related benefits. To comply with our legal obligations.

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and

good employment practice.

To administer your pension benefits and to comply with our auto-enrolment pension obligations.

Information shared with our pension scheme administrators and NEST, our pension scheme managers(CMME) and with HMRC.

Information in your sickness and absence records (including sensitive personal information regarding your physical and/or mental health). To perform the employment contract including employment-related benefits. To comply with our legal obligations.

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice, to ensure safe working practices. To carry out and exercise obligations and rights in employment and social

security law.

To maintain employment records, to administer sick pay entitlement, to follow our policies and to facilitate employment-related health and sickness benefits.

To comply with our legal obligations to you as your employer.

Information shared with your doctors, with medical and occupational health professionals we engage and with our insurance providers.

Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs. To comply with our legal obligations and for reasons of substantial public interest(equality of opportunity or

treatment).

To comply with our equal opportunities monitoring obligations and to follow our policies.
Information on grievances raised by or involving you. To perform the employment contract.

To comply with our legal obligations.

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and

good employment practice.

For staff administration, to follow our policies and to deal with grievance matters.

Information shared with relevant managers, HR personnel and with consultants we may engage and legal advisers.

Information on conduct issues involving you To comply with our legal obligations.

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice, to ensure safe working practices.

For staff administration and assessments, to follow our policies, to monitor staff performance and conduct and to deal with disciplinary and grievance matters.

Information shared with relevant managers, HR personnel and with

consultants we may engage and legal advisers.

Details of your performance. To comply with our legal obligations

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice, to ensure safe working practices

For staff administration and assessments, to follow our policies, to monitor staff performance and conduct and to deal with disciplinary and grievance matters Information shared with relevant managers, HR personnel, with consultants

we may engage with our insurance providers.

Details of your timesheets. To perform the employment contract For payroll and staff administration, to follow our policies and to monitor staff performance and attendance information shared with relevant managers and with

our payroll administrators.

Information about your use of MyParasol. Legitimate interests:

to monitor and manage access to My Parasol

To protect and carry out our

legitimate interests (see adjacent column).

to protect My Parasol, and personal data of employees and customers/clients, against unauthorised access or data leakage

for operational reasons, such as maintaining employment records, recording transactions, training and quality control

to ensure that commercially sensitive information is kept confidential

to check that restrictions on your activity that apply after your employment has ended(post-termination restrictions or restrictive covenants) are being complied with

to prevent unauthorised access.

Details in references about you that we give to others. To perform the employment contract.

To comply with our legal obligations.Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and

good employment practice.

To provide you with the relevant reference.

To comply with legal/regulatory obligations Information shared with relevant managers, HR personnel and the recipient(s)of the reference.


Brian Alfred

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully. By visiting brianalfred.co.uk you are deemed to accept and consent to the terms of this policy.

For the purposes of the Data Protection Act 1998 (the “Act”) the data controller is Brian Alfred  Associates Limited of Optionis House, 840 Ibis Court, Centre Park, Warrington, Cheshire WA1 1RL. Our nominated representative for the purpose of the Act is Phoebe Campbell.

Summary of our Privacy Policy

Your privacy is extremely important to us so we only use the information you provide about yourself and your company when using this website to answer your enquiry or to help us to improve our service to you. We do not share this information with any third party except to the extent necessary to answer your enquiry if that enquiry requires the involvement of a third party. We use return email addresses to answer the email we receive. Such addresses are not used for any other purpose and are not shared with outside parties.

The information we collect

We may collect and process the following data about you:

  • information that you provide by filling in forms on our site at brianalfred.co.uk (our ‘Website’) or by corresponding with us  by phone, email or otherwise. This includes information provided when contacting us in relation to services or completing our enquiry form. This typically includes your name, your organisation’s name, your position, email address, business address and contact telephone number. We may also ask you for information when you report a problem with our site;
  • if you contact us, we may keep a record of that correspondence;
  • Brian Alfred may ask you to complete surveys that we use for research purposes, although you do not have to respond to them;
  • details of your visits to our site including, but not limited to, web server statistics, traffic data, location data and details of the web pages and resources that you access.

Our use of IP addresses and cookies

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to analyse aggregate information. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.

For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

  • to estimate our audience size and usage pattern;
  • to store information about your preferences, and so allow us to customise our site according to user needs;
  • to speed up your searches;
  • to recognise you when you return to our site.

For more information about cookies (including how to set browsers to reject cookies) please visit the website set up by the Interactive Advertising Bureau (Europe) at www.allaboutcookies.org.

How we protect your information

The data that we collect from you may be transferred to and/or stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for one of our suppliers. Such staff m may be engaged in amongst other things, the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share this password with anyone.

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 data that you transmit to our site; any transmission is therefore at your own risk. Once we have received your information, we will use strict internal procedures and security features to try to prevent unauthorised access.

We also keep your information confidential. The internal procedures of Brian Alfred cover the storage, access and disclosure of your information.

How we use your information

We use information held about you in the following ways:

  • to provide you with information or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
  • to carry out our obligations arising from any contracts entered into between you and us;
  • to allow you to access secure areas of our website when you choose to do so;
  • to notify you about changes to our services.

We may also use your data to provide you with information about services which may be of interest to you and we may contact you about these by email, SMS, post or telephone.

If you are an existing client, we will only contact you by electronic means (e-mail or SMS) with information about services similar to those which were the subject of a previous sale to you. If you are a new client we will contact you by electronic means only if you have consented to this.

If you do not want us to use your data in this way, please contact us.

When we might disclose your data to third parties

We may share your personal information with any member of our group, which means our ultimate holding company and its subsidiaries, as defined in section 119 of the Companies Act 2006.

We may share your personal information with selected third parties including:

  • business partners, suppliers and other third parties (for example, HMRC) for the performance of the services agreed to be provided to you or to provide information requested by you or where such third parties or suppliers are engaged to provide services directly to Brian Alfred;
  • in the event that 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 Brian Alfred or substantially all of its assets are acquired by a third party, in which case personal data held by it about its clients will be one of the transferred 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 and other agreements;
  • or to protect the rights, property, or safety of Brian Alfred, our clients, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Google Analytics Demographics and Interest reporting

Brian Alfred uses Google Analytics’s 1st party cookies with DoubleClick’s 3rd party cookies together to provide additional information on demographics and interests in our Google Analytics reporting.

We also uses Google Analytics features based on Display Advertising (Google Analytics Demographics and Interest Reporting). To opt out of Google Analytics for Display Advertising and customise Google Display Network ads using the Ads settings please see our Privacy Policy.

Your rights

The Act gives you the right to access information that we hold about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with the requested information.

You have the right to ask us not to process your personal data for marketing purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us.

Our site may, from time to time, contain links to and from the websites of our clients and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to such websites.

Your consent

By submitting your information you consent to the use of that information as set out in this policy. If we change our privacy policy we will post the changes on this page, and may place notices on other pages of the Website, so that you are aware of the information we collect and how we use it at all times. We will also e-mail you should we make any changes so that you may consent to our use of your information in that way. Continued use of the service will signify that you agree to this policy and any such changes.

Contact details

We welcome your views about our website and our privacy policy. If you have any queries or comments, or if any of the information that you have provided to Brian Alfred changes, please contact us.

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