Use of private information policy
Last updated: 24th May 2018
We respect the EU’s General Data Protection Regulations (GDPR) and this policy explains how we collect and treat any information you give us. You won’t find any complicated legal terms or long passages of unreadable text. We’ve no desire to trick you into agreeing to something you might later regret.
Why we value your privacy
We value your privacy as much as we do our own, so we’re committed to keeping your personal and business information safe. We’re uncomfortable with the information companies, governments, and other organisations keep on file, so we ask for only the bare minimum from our customers. We’ll never use your personal information for any reason other than why you gave it, and we’ll never give anyone access to it unless we’re forced to by law.
How we collect information
We ask for contact information including your name, email address, and telephone number, on our website so that we can reply to your enquiry.
We ask for your billing and contact information when you purchase a service from us through a Service Order Form.
What information we hold
When you contact us by email or through our website, we collect your name, email address, phone number and the company you work for, if you’ve given us that.
When you buy a service from us, we collect your name, email address, phone number, and any other personal data you provide us in order to action the work.
If you do business with us, we also collect your business name and bank details and keep records of the invoices we send you and the payments you make.
Using a Service Order Form, we collect the organisation name, telephone number, email address and address for both the customer and billing contact. We will also require a signature from the customer.
Where we store your information
When you contact us by email or through our website, we store your your information in Front (our email support software) as well as the mailboxes used to deliver the email. When you buy a service from us, your information may be stored in Asana, Google Drive and FreeAgent – these services help us manage our client’s contact data, user account information and accounting information. We chose these systems partly for their commitment to security.
What we use your information for
We might email or phone you about our products and services, but if you tell us not to, we won’t get in touch again. If you do any business with us, we will use your information to contact you regarding ongoing work, we may also use your information to achieve the work agreed. We will use your information to send you invoices, statements, or reminders.
Who’s responsible for your information at our company
Phil Shackleton, our Digital Director, is responsible for the security of your information. You can contact them by email at firstname.lastname@example.org or by phone on 0113 4333152 if you have any concerns about the information we store.
Who has access to information about you
When we store information in our own systems, only the people who need it have access. Our management team have access to everything you’ve provided, but individual employees have access to only what they need to do their job.
The steps we take to keep your information private
Where we store your information in third-party services, we restrict access only to people who need it. We store passwords using a secure service of our choice, which is locked down to appropriate staff members and protected by two-factor authentication.
The computers we use are all encrypted using hard drive level encryption and are protected by strong, unique passwords. These computers ask for authentication whenever they’re started.
How to complain
We take complaints very seriously. If you’ve any reason to complain about the ways we handle your privacy, please contact Phil Shackleton by email at email@example.com or by phone on 0113 4333152. If you’re the letter writing type, send your envelope to:
The Leeming Building,
Links to other websites
Changes to the policy
If we change the contents of this policy, those changes will become effective the moment we publish them on our website.