Information About Us:
Our Site is owned by Charmwood Risk Management Ltd, a Limited Company registered in England & Wales under company number: 10408308
Registered address: Henstaff Court, Llantrisant Road, Cardiff, South Wales, UK, CF72 8NG
Main trading address: Henstaff Court, Llantrisant Road, Cardiff, South Wales, UK, CF72 8NG
VAT number: 258291284
Data Protection Officer: The Managing Director
Email address: firstname.lastname@example.org
Telephone number: +44 (0) 7810 505 955
Postal address: Henstaff Court, Llantrisant Road, Cardiff, South Wales, UK, CF72 8NG
What Does This Policy Cover?
What Is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “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.
What Are My Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
- The right to access the personal data we hold about you. Part 9 will tell you how to do this.
- 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 10 to find out more.
- 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 10 to find out more.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- 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.
- 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.
- 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 10.
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] OR [myself], however, so please contact us first, using the details in Part 10.
What Personal Data Do You Collect and How?
Subject to the following, we do not collect any personal data from you. we do not place cookies on your computer or device, nor do we use any other means of data collection.
Our Site collects certain information automatically, including your IP address, the type of browser you are using, and certain other non-personal data about your computer or device such as your operating system type or version, and display resolution.
If you send us an email, we may collect your name, your email address, and any other information which you choose to give us. For the purposes of the Data Protection Legislation, we are the data controller responsible for such personal data.
The lawful basis under the Data Protection Legislation that allows us to use such information is article 6(1)(f) of the GDPR which allows us to process personal data when it is necessary for the purposes of our legitimate interests, in this case, the proper operation and functionality of our Site. If you contact us as described above, you will be required to consent to our use of your personal data to contact you. In this case, our lawful basis for using your personal data will be article 6(1)(a) of the GDPR, which allows us to use your personal data with your consent for a particular purpose or purposes.
How Do You Use My Personal Data?
Where we collect any personal data, it will be processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with our obligations and safeguard your rights under the Data Protection Legislation at all times. For more details on security see Part 7, below.
As stated above, we do not generally collect any personal data directly from you, but if you contact us and we obtain your personal details from your email, we may use them to respond to your email. The other technical data referred to above is necessary for the technical operation of our Site and will not normally be used in any way to personally identify you.
Any and all emails containing your personal data will be deleted no later than after the subject the matter of your email has been resolved and no other personal data will be retained for any longer than is necessary.
We will not share any of your personal data with any third parties for any purposes other than storage on an email and/or web hosting server.
How and Where Do You Store My Data?
We may store your personal data on:
- Cloud-based email services
- Cloud -based document storage services
- Cloud-based Customer Relationship Management (CRM) services
- Cloud-based accountancy services
In using these services, the data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”) and transferred from such destination to another destination outside the EEA. Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring our suppliers are compliant with the GDPR legislation.
Do You Share My Personal Data?
We do not share client personal data with third parties unless there is a legal requirement to do so or to ensure the successful delivery of services to you. Examples of legitimate business purposes for the sharing of your personal data include: –
- Engagement of subcontractors to deliver a service to you as agreed under our terms and conditions;
- The use of professional services such as accountants or solicitors associated with the ongoing operation of our company;
- External third parties who, acting as data processors, provide IT, application and telephony services.
We do not sell your personal data to any other organisations.
Retention of data?
Personal data is only retained for as long as we need it to deliver our services to you or to meet our legal obligations as outlined above. Once personal data collected is no longer required it will be deleted from our storage facilities. Our data retention policy is available on request.
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, by phone or email and sent to the email, telephone number or postal addresses shown in Part 10. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
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 within the required period under the GDPR and, in any case, 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.
How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details [(for the attention of: The Managing Director
Email address: Support@charmwood.net
Postal Address: Henstaff Court, Llantrisant Road, Cardiff, South Wales, UK, CF72 8NG
we may change this Privacy Notice from time to 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.