privacy
Privacy Policy
Introduction
Business Admin SOS Limited understands that your privacy is important to you and that you care about how your personal data is used.
We respect and value the privacy of all of our Clients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Information about us
Business Admin SOS Limited
Registered in England under company number 12231259
Registered address: C/O Nash Reid Accountancy, 11 Nash Court Road, Margate, Kent, CT9 4DJ.
Main trading address: 156, Sandy Lane, Upton, Dorset, BH16 5LY.
Data Protection Officer: Gerry Hall
Email address: gerry@businessadminsos.co.uk
Telephone number: 01202 985016
Postal address: 156, Sandy Lane, Upton, Dorset, BH16 5LY
We are regulated by:
Registered in England under company number 12231259
Registered address: C/O Nash Reid Accountancy, 11 Nash Court Road, Margate, Kent, CT9 4DJ.
Main trading address: 156, Sandy Lane, Upton, Dorset, BH16 5LY.
Data Protection Officer: Gerry Hall
Email address: gerry@businessadminsos.co.uk
Telephone number: 01202 985016
Postal address: 156, Sandy Lane, Upton, Dorset, BH16 5LY
We are regulated by:
Information Commissioner’s Office (ICO)
2. What does this notice cover?
This privacy policy explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What is personal data?
Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
4. What are my rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
a) The right to be informed about our collection and use of your personal data. This privacy policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 15.
b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 15 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 15 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
h) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
i) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 15.
It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, so please contact us first using the details in Part 15.
5. What personal data do we collect and how?
We may collect and hold some or all of the personal data set out below, using the methods also set out below.
We may collect the following data:
• Identity information including: name, title and date of birth
• Contact information including: postal addresses, email addresses, telephone numbers
• Business information including: business name and contact details
• Financial information and bank account details
• Records of communications and interactions we have had with you
• Information relevant to our provision of the services we offer you
We may collect this data when:
• You complete the ‘send us a message’ form on our website
• You email or call us directly with an enquiry about our services
• You book our services
• We contact you requesting the information to carry out the services you have requested
6. How do you use my personal data?
Under the Data Protection Legislation, we must always have a lawful basis for using personal data. Please see below for how we will use your personal data, and our lawful basis for doing so:
What we use your personal data for:
• To deliver the services to you which you have agreed to
• To answer enquiries you may have
• Managing payments for our services to you
• Where we need to comply with a legal or regulatory obligation
Our lawful basis is:
• Our contract with you
• Our legitimate interest in taking payment from you for our services
With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. We do not share your personal data with third parties for marketing purposes.
We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 15.
If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.
In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.
7. How long will you keep my personal data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. This includes for the purposes of complying with legal, regulatory, accounting or reporting requirements, which is usually 6 years.
8. How and where do you store or transfer my personal data?
Your personal data will be held at our offices, by our service providers and in our IT service provider’s data centres. We will try to ensure these data centres are based in the UK where possible. This means that it will be fully protected under the Data Protection Legislation.
In order for us to provide our services to you, we may have to store some of your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the EU GDPR and/or to equivalent standards by law. Transfers of personal data to the EEA from the UK are permitted without additional safeguards.
We may store some of your personal data in countries outside of the UK, for example IT cloud services. These are known as “third countries”. We will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows:
• We will only store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data. For further information about adequacy decisions and adequacy regulations, please refer to the Information Commissioner’s Office.
Please contact us using the details below in Part 15 for further information about the particular data protection safeguards used by us when transferring your personal data to a third country.
The security of your personal data is essential to us and to protect your data, we take a number of important measures, including the following:
• limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality.
• procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.
9. Do you share my personal data?
We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions:
• If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this privacy policy.
• In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.
If any personal data is transferred outside of the UK, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation, as explained above in Part 8.
10. How can I access my personal data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 15.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request as quickly as possible, but not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
11. Cookies
Our website businessadminsos.co.uk uses cookies and similar technologies in order to distinguish you from other users. By using cookies, we are able to provide you with a better experience and to improve our website by better understanding how you use it. Your acceptance of our use of cookies is deemed to occur when you press the “accept all” button on our cookie pop-up.
Unless the context otherwise requires, the following expressions have the following meanings:
“Cookie” means a small file placed on your computer or device by our website when you visit certain parts or and/or when you use certain features of our website.
“Cookie Law” means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003 and, where applicable, the UK GDPR.
“Personal data” means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data, as defined by the UK GDPR and the Data Protection Act 2018 (the “Data Protection Legislation”).
12. How does your website use cookies?
We may place and access certain first party cookies on your computer or device. First party cookies are those placed directly by us and are used only by us. We use cookies to facilitate and improve your experience of our website and to provide and improve our services. We have carefully chosen these cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.
By using our website, you may also receive certain third party cookies on your computer or device. Third party cookies are those placed by websites, services, and/or parties other than us. Third party cookies are used on our website to make our website work more efficiently and to provide information to the operator of this site. For more details, please refer to section 13 below.
All cookies used by and on our website are used in accordance with current Cookie Law. We may use some or all of the following types of cookie:
Analytics cookies:
It is important for us to understand how you use our website, for example, how efficiently you are able to navigate around it and what features you use. Analytics cookies enable us to gather this information, helping us to improve our website and your experience of it.
Functionality cookies:
Functionality cookies enable us to provide additional functions to you on our website such as personalisation and remembering your saved preferences. Some functionality cookies may also be strictly necessary cookies, but not all necessarily fall into that category.
Third Party Cookies:
Third party cookies are not placed by us. Instead, they are placed by third parties that provide services to us and/or to you. Third party cookies may be used to provide analytic services to us.
Persistent Cookies
Any of the above types of cookie may be a persistent cookie. Persistent cookies are those which remain on your computer or device for a predetermined period and are activated each time you visit our website.
Session Cookies:
Any of the above types of cookie may be a session cookie. Session cookies are temporary and only remain on your computer or device from the point at which you visit our website until you close your browser. Session cookies are deleted when you close your browser.
13. What cookies does your website use?
The following third party cookies may be placed on your computer or device:
• Google Analytics: uses the information from the cookies to provide details of how our website is being used and for analytic reports for our website
• Usercentrics Consent Management Platform: used to provide information that cookies are being used on our website and to capture consent for these cookies to be used.
• Google Webfonts: used for site performance and presentation.
14. How do I consent to and control the use of cookies?
Before cookies are placed on your computer or device, you will be shown a pop-up requesting your consent to set those cookies. By giving your consent to the placing of cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of cookies, however certain features of our website may not function fully or as intended.
In addition to the controls that we provide, you can choose to enable or disable cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all cookies or only third party cookies. By default, most internet browsers accept cookies but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
15. How do I contact you?
To contact us about anything to do with your personal data and data protection, how we use cookies and how to make a subject access request, please use the following details:
Contact name: Gerry Hall
Email address: gerry@businessadminsos.co.uk.
Telephone number: 01202 985016.
Address: 156, Sandy Lane, Upton, Dorset, BH16 5LY
16. Changes to this privacy notice
We may change this privacy policy at any time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any amended privacy policy is effective
upon posting to our website: businessadminsos.co.uk.
This privacy policy was last updated on 22nd April 2021.