Background and overview
Our Data Protection Officer (DPO)
We have a dedicated Data Protection Officer (DPO), Nick Guest, who you can contact by emailing: email@example.com
What type of information do we process?
The company and personal information that we store and process is always related to our services. The information we hold includes:
- Company details: Company name; address; telephone number; email address; registration number; VAT number; bank details and IP address and location
- Personal details: Title; full name; telephone number; email address; contact details history and order history
- We store your information if you have expressed an interest in our services or have a legitimate interest in our services
- We occasionally obtain information about you from third parties, but only if it’s in the interest of our services and/or your legitimate interest
- We hold publicly available information and information which helps us to improve the relevance of our services to you
The sources of your personal and company information
We collect personal and company information from the following general sources:
- From you directly
- From anyone who refers you to us or whom you refer to us
- From sources such as publicly available directories and information (telephone; directories; social media; internet and news articles); fraud prevention agencies and credit reference agencies
What do we use your personal and company data for?
- To conduct our services and the internal processes related to those services
- To improve the operation of our business
- For management and auditing of our communications with you and our staff
- For market research, analysis and developing internal statistics
- To administer and comply with legal and regulatory obligations, requirements and guidance
- To share information, when needed, with third parties who require your data as part of providing and administering our services or operating our business
- To any providers of service to our business, such as hauliers and IT providers
Legal grounds for processing your information
We rely on the following legal bases to use your personal data:
- Where it is needed to provide you with our services, such as:
- Your company details including your personal business details
- Payment information including financial information (bank account, credit card information)
- We may collect information about your communications and any information you choose to provide to us
- Where it is a legitimate interest for us to do so, such as:
- To manage our services and update our records
- To perform and /or test the performance of our services and internal processes
- For management and auditing of our business operations, including accounting
- To carry out monitoring and to keep records of our communications between your staff and our staff
- Where we need to share your information with people or organisations to run our business or comply with any legal obligations
- To comply with all our legal obligations
How secure is my stored information?
Appropriate measures of security are in place to protect the data AHS Ltd store about you and your company. However, all publicly accessible websites are susceptible to malicious practices and we can accept no liability if security is breached.
We do not hold information about you which is excessive in respect of the purposes for which it is processed.
When do we share your information with other organisations?
We may share information with the following third parties for the purposes listed above:
- We may share your personal information with those who we use to enable us to provide our services to you and for the purpose of fulfilling those services
- Governmental and regulatory bodies such as HMRC
- Other organisations and businesses who provide services to us such as hauliers, IT software and maintenance providers and marketing platforms
How and when can you withdraw your consent?
We rely upon your consent to process personal data. You can withdraw this consent at any time by contacting us at firstname.lastname@example.org
Is your information transferred outside the UK or the EEA?
We’re based in the UK and therefore we do not foresee any reason why we should need to transfer any of your data outside of the UK. If for any reason your data does need to be transferred, we will ensure that all safeguards are in place.
What should you do if your personal or company details change?
You can update your details at any time. Please email email@example.com with any details you wish to update, and you will receive a confirmation shortly after once the update has taken place.
Do you have to provide us with your personal and/or company information?
We are unable to provide you with our services if you do not provide certain information to us. If you are unable or unwilling to provide us with information we consider necessary or useful for the better performance of the services, we may decline to continue to act for you, but this will constitute a decision by you to terminate your agreement with AHS Ltd.
Do we monitor any personal information?
The term monitoring refers to the: listening to; recording of; viewing of; intercepting of or taking and keeping records of calls; email; text messages; social media messages; in person meetings and other communications.
We may monitor where permitted by law and we’ll do this where the law requires it, or to comply with regulatory rules, to prevent or detect crime, in the interests of protecting the security of our communications systems and procedures and for quality control and staff training. This information may be shared for the purposes described above.
For how long is your personal information retained by us?
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:
- For as long as we have reasonable business needs, such as managing our relationship with you and managing our operations
- For as long as we provide services to you
- Retention periods in line with legal and regulatory requirements or guidance
What are your rights under data protection laws?
Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time If they are engaged or not.
- The right to be informed about the processing of your personal information
- The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
- The right to object to processing of your personal information
- The right to restrict processing of your personal information
- The right to have your personal information erased (the ‘right to be forgotten’)
- The right to request access to your personal information and to obtain information about how we process it
- The right to move, copy or transfer your personal information (‘data portability’)
- Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you
You have the right to complain to the Information Commissioner’s Office which enforces data protection laws. You can also contact us directly.
Your right to object
You have the right to object to certain purposes of processing, particularly data processed for direct marketing purposes and data processed for certain reasons based on our legitimate interests. You can exercise these rights by contacting us via the details at the end of this document.
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AHS Ltd, Coppards Lane, Northiam, East Sussex, TN31 6QN
Telephone: 01797 252 728