Privacy policy

What information do we collect?

Information that we collect includes, but is not limited to:

· Personal details (e.g. name, address, date of birth, National Insurance number, phone number, email address, bank account details, employer details, personal tax details)

· Details of contact regarding enquiries of services.

· Details of services provided.

· Correspondence and communication with you.

· Information we receive from other sources such as publicly available information, information provided by your employer or our clients, information provided by your previous provider.

How do we get your personal data

We collect personal information when:

· You contact us by email, telephone, post or website enquiry form.

· You, as a client, engage us to provide services and during the provision of services.

· From third parties and/or publicly available resources (such as your employer, HMRC, Companies House)

How we use your information

We may process your personal data for purposes necessary in the performance of our contract. We may also process your data to comply with our legal obligations.

We may process your personal data for the purposes necessary for the performance of our contract with our clients where you are an employee, subcontractor, supplier, or customer of our client.

We may use your personal data to provide you with information related to our services that you request from us, or which we feel may interest you, provided you have consented to be contacted for such purposes. We may also use your personal data to notify you about any changes to our services.

If you refuse to provide us with certain information when requested, we may not be able to perform the services which you have contracted us to complete, or to comply with our legal or regulatory obligations.

We may also process your personal data without your knowledge or consent where we are legally required or permitted to do so.

What legal basis do we have for processing your personal data?

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

§ Your consent. You can remove your consent at any time. Please see contact details below.

§ We have a contractual obligation.

§ We have a legal obligation.

§ We have a legitimate interest.

How do we share your data?

We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us, or where we have another legitimate interest in doing so.

“Third parties” includes third-party service providers. The following activities are carried out by third-party service providers: IT and cloud services, banking services.

All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in line with our instructions.

We do not share any personal information we hold about you with any other organisations or individuals without your express permission.

Some examples of when we may ask permission to share information are: if you are due a refund from HMRC, if HMRC launch an enquiry and request information, to appeal penalties with HMRC.

How we store your personal information

Your information is securely stored.

We have implemented commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way. Much of our correspondence with you is by post or email and we cannot be responsible for loss or misuse of personal data, which is intercepted on its way to us. We therefore exclude all liability for this.

We are committed to complying with EU and U.K. data protection laws to the extent that they apply to our use of personal information.

Access to your personal data is limited to employees, agents, contractors and other third parties who have a business need to know. Your data will only be processed on our instruction and they are subject to a duty of confidentiality.

Your personal data will be stored until you tell us otherwise, or until it is deemed no longer necessary. For example, the legal requirement for storing information has expired.

Your data protection rights in relation to personal data

Under data protection law, you have rights including:

· Your right of access – you have the right to ask us for copies of your personal information

· Your right to rectification – you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

· Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

· Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

· Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

How to contact us

§ Online: please use the enquiry form on our website www.figures4u.uk

§ Email: helen@figures4u.uk

§ Phone: 01462 629861

§ Post: Figures 4U Limited, 36 Dents Close, Letchworth, SG6 2TP

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us using the above details.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House