PRIVACY POLICY

Purpose

The privacy of your personal information is very important to us so we have developed this Privacy Statement so you know how we collect, use, share and store your personal information.  We process all personal information in line with data protection laws applicable in the UK.

 

This policy is designed to clarify and provide guidance on the responsibilities of the organisation in terms of our privacy policy.  A summary of areas covered by this policy is detailed below:

  • What is personal information?
  • What information do we collect from you?
  • How will we use the information we collect about you?
  • Who might we share this information with?
  • How long do we keep hold of your information?
  • What are your rights in relation to the personal information we hold about you?
  • Changes to our Data Privacy Notice
  • How to contact us

What is Personal Information?

“Personal Information” is information that, either alone or in combination with other information collected, identifies an individual. When we combine other information (i.e., information that does not, on its own, identify an individual) with Personal Information, we treat the combined information as Personal Information.

What information do we collect from you?

The information we collect, hold and process about you comes from the way you engage with us, such as:

  • By filling in forms, in applications, when you request any products or services
  • Through your communications with us, including if you contact us by post, email, telephone, in person or by any other means, and
  • From the way you contractually interact with us.

We may also receive information about you from third parties who provide services to you or us, and research, credit reference and fraud prevention agencies.

The information we collect from you or receive from any of the third parties listed above may include:

  • Your name, address, email address, phone number and other contact information
  • Financial information about your assets, credit position and the products you have invested in
  • Details of any payments you make or receive
  • Information about your health

The Data Protection Law sets apart certain personal information as special categories, e.g. racial or ethnic origin, religious beliefs, physical or mental health, sexual life.  We will only process these special categories of your personal information with your explicit consent or where we have other legal grounds to do so when it will help us fulfil our obligations to you. If at any time you wish us to stop processing these special categories of your personal information, please contact us using the contact details below.

How will we use the information we collect about you?

We use the personal information you provide us in a number of ways, including:

  • To provide you with products and services
  • To develop new products and services
  • To inform you of other products and services by email, telephone, letter and other digital methods unless you ask us not to – you can determine the extent of our communication to you through the links in any email we send you or by contacting us using the details below
  • For security, identity verification and training purposes
  • To communicate with you
  • To comply with the law and regulations
  • To prepare research and anonymised statistical reports
  • In particular we may use your information to monitor or record telephone conversations or other communications between you and us. We use these recordings (or transcripts of them):
    • To check your instructions to us
    • To analyse, assess and improve our services to customers
    • For training and quality purposes
    • To help us investigate any complaint you may make
    • As evidence in any dispute or anticipated dispute between you and us
    • Recordings of telephone conversations may take place without the use of a warning tone.

If you change your mind about how you wish us to contact you or no longer wish to receive this information or our marketing communications, you can let us know by using the contact details below.

Cookies

What are Cookies?

Cookies are small text files which a website may put on your computer or mobile device when you first visit a site or page. The cookie will help the website to recognise your device the next time you visit. We use the term “cookies” in this policy to refer to all files that collect information in this way.

We may use cookies and similar technologies on our websites and in our emails. These technologies do many different things, such as letting you navigate between web pages efficiently and remembering your preferences. In emails they help us to understand whether you have opened the email and how you have interacted with it. Our website does not store any information that would, on its own, allow us to identify individual users without their permission. Any cookies that may be used by our website are used either solely on a per session basis or to maintain user preferences or analytics.

Marketing

We would, from time to time, like to send you information about products and services of ours which we consider may be of interest to you. You may decline to receive these at the point when we collect your personal information.  If you have previously consented to receiving such communications, you may opt out of receiving this information at any point by contacting us using the details below, or by opting to unsubscribe from email and SMS communications by using the method contained in any marketing email or SMS we send to you.

Who might we share this information with?

We will keep your personal information confidential, but we may share it with:

  • Waller Associates Limited group companies;
  • Our service providers and agents (including their sub-contractors);
  • Third parties providing services to you;
  • Law enforcement agencies and other authorities to comply with legal obligations.

We will take appropriate steps to both store and send the information you provide us with securely and employees are trained on and are aware of their responsibility to maintain your privacy. We will ensure that all third parties we use to help us provide services to you are also compliant with Data Protection Law.

How long do we keep hold of your information?

We only hold your personal information for as long as we require it to provide you with the services you have asked for or for as long as we are legally required under various business and financial laws.  Further information can be provided to you by getting in touch with us using the contact details below. Once we no longer need your personal information, we will securely destroy it.

What are your rights in relation to the personal information we hold about you?

This section explains the rights you have under Data Protection Law with respect to how your personal information is held and used by us. If you wish to request to exercise any of these rights or if you would like further information about them, you can contact us using the details set out in the ‘How to Contact Us’ section below. We will grant your request only to the extent that it follows from our assessment of your request that we are allowed and required to do so under Data Protection Law:

  • You have the right to withdraw your consent to us processing special categories of your personal information at any time. This will not affect the lawfulness of any processing of these special categories of your personal information that we carried out before your withdrawal. If you choose to withdraw your consent to us processing these special categories of your personal information, we may not be able to provide you with certain products and services.
  • You have the right to ask for a copy of the personal information we hold about you in a written format, free of charge.
  • You also have the right, at no cost, to require us, and any third parties who we have shared your personal information with, to correct any inaccuracies in your personal information. In order for us to do so, you must inform us of any changes to your personal information so that we can keep it up to date.
  • In some cases, you have the right to restrict or suppress further use of your personal information. When you have exercised this right, we can still store your personal information but may not use it further unless you provide your consent for us to do so or as otherwise permitted by law.
  • You have the right to have the personal information we hold about you erased in certain circumstances unless it prevents us from carrying out the services you have requested or prevents us from meeting our legal obligations. We may not be able to provide our products and services to you if you ask us to erase your personal information.
  • You have certain rights to obtain and reuse your personal information for your own purposes across different organisations. For example, if you wish to move to another contractor. This enables you to move, copy or transfer your personal information easily between our IT systems and another provider’s safely and securely, without affecting its usability.
  • Finally you have the right to lodge a complaint about how we collect, process and store your personal data, with us in writing to this address:

The Quality Manager, Waller Associates Limited, Pheasant Farm, Sheppey Way, Bobbing, Sittingbourne, Kent ME9 8QX

As well as with the supervisory authority:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to our Privacy Notice

We keep our Data Privacy Notice under regular review and we will update this document from time to time.

How to contact us

To discuss anything in this notice please write to: The Quality Manager, Waller Associates Limited, Pheasant Farm, Sheppey Way, Bobbing, Sittingbourne, Kent ME9 8QX

Alternatively you may contact us by email: sales@wallerservices.com.

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