We know that you might be tempted to simply copy-and-paste this Policy to your own site. Don't worry. We know some people copy our work (we're used to it).
But if you do decide to copy what follows, make sure you read it carefully and change it so it reads correctly and is relevant to you and your Practice.
Who are Privacy4?
In relation to Data Protection, we are Data Controllers(!) Sounds scary right?!... Don't worry, it just means we're the ones collecting your Data and setting the rules of how it will be processed. Of course we are committed to complying with the UK’s Data Protection Law and the General Data Protection Regulation (GDPR) for the protection of Personal Data, as well as the principles of data security in the configuration of our services, so you have nothing to worry about! But if you are, simply contact us to answer all your questions on Data Protection.
What Data is being collected and processed?
The purpose for processing your personal information is to allow us to contact you (why else would you give us your details?!) The lawful basis for processing of this Personal Data is deemed to be in your ‘Legitimate Interests’, as we will only be in contact with you (via our website or email) to discuss Privacy4 services. Like humans do, when we're in contact with each other it's customary to give SOME personal details about yourself, and this should include:
• Your Title;
• First name(s), surname or company name;
• Email address;
• Telephone and/or mobile number;
We will then process your details through our internal systems (that's the computer systems, not internal organs. That would be strange!) to enable us to send you relevant communications, about matters which we believe you're interested in. Any email communications we send will however comply with the Privacy and E-communications Regulation ("PECR" - Stop giggling!) But no direct marketing activity will be undertaken.
How long will the Data be stored for?
Are you still reading this? Ok... if you are then you're probably interested in knowing that where possible, we will take steps to erase any Personal Data that is no longer necessary for the purposes for which it is collected or otherwise processed.
Sharing of Data with other Data Controllers/Processors
We do not share your Personal Data with any third parties (or any parties of any kind... unless we're both invited to the same party then yeah, maybe). Of course if this does change we will notify you prior to that processing and advice the categories of recipients who we will send your information to. We will also advise if the information is to be sent to third countries and what safeguards exist (i.e. existence of an Adequacy agreement in place with the Commission). Still with me? Shall we continue? Ok...
Under the GDPR you have a number of rights, which you are free to exercise at any time. Namely these rights are;
• Right of Access by the Data Subject (Subject Access Request)
• Right to rectification
• Right to erasure (‘right to be forgotten’)
• Right to restriction of processing
• Notification obligation regarding rectification or erasure of personal data or restriction of processing
(Apparently you also have the right to remain silent, but I think that's a different set of rights so let's move on).
What personal data we hold about you;
Now this has nothing to do with all the 'dirt' that we hold on people, it's just related to the information we mentioned above. That's all we hold... and of course you were paying attention and read it right?! If you didn't, go back to the start... do not collect £200 and do not pass Go!.
But seriously (because this is the serious section) you can contact us directly and we'll tell you everything we have on you. There will be no charge for this 'Subject Access Request' but if you log multiple requests, or the request is seen as excessive in nature, then there may be nominal charge which we will request to cover the administration of your request.
How You Can Access And Update Your Information
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to correct it as quickly as possible. After all there's not much point in us having your contact details if we can't contact you! So if you think it's wrong please get in touch and let us know.
Right to Complain
You have a Right to Complain, but doesn't everyone?! But if you have a complaint about anything we're doing with your Data, and any aspect of Data Protection (related to us please, not Data Protection in General - We can't be held responsible for the law!) or if you feel your privacy has been breached by us, we would like to hear from you. To help us investigate and resolve your concerns as quickly as possible, please contact us directly. But if you are unhappy with my response you, you have the right to complain to the Supervisory Authority, the Information Commissioner’s Office (ICO). You can call the ICO on 0303 123 1113 or by visiting their website www.ico.co.uk They're lovely people and we know they would to tell you how they love this Privacy Notice (because we asked them if they did! :-) ).
(Are you STILL reading?! Ok... that's great. Good to know you're interested! And i you like 'legal bits', you're going to love this next section ...
Links to other Third-Party websites
Please note that this Privacy Notice only applies to us and we are not responsible for, and have no control over, information that is submitted to or collected by third parties, such as those where our website may provide links and banner advertisements to third party sites. Since we do not control these websites, you are responsible for reviewing and abiding by the Privacy Policies of those third-party sites to ensure they comply with the applicable Data Protection Regulations.
Security Precautions In Place To Protect The Loss, Misuse Or Alteration Of Your Information
Everyone should take precautions... we're sure you do! But what about with your most private bits? Your email address etc?! (Come on, please, keep it clean!) Remember that non-sensitive details (your email address etc.) are transmitted over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to me, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our system. If you wish to know more about our security arrangements please contact us directly and we can discuss how we encrypt emails, data (at rest and transit) etc.
(Some/most of the measures we discuss in the Privacy4 standard have been adopted by us, so we know that they work.)
The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers. We may also store information about you using cookies (files which are sent by me to your computer or other access device) which we can access when you visit our site in future. We do this to provide you the best user experience. If you want to delete any cookies that are already on your computer, please refer to the instructions for your file management software to locate the file or directory that stores cookies. Information on deleting or controlling cookies is available at www.AboutCookies.org. Please note that by deleting our cookies or disabling future cookies you may not be able to access certain areas or features of our site (but we've kept interaction requiring cookies to a minimum, so it shouldn't be an issue).
Well done ... you made it to the end of the Policy! But remember that due to any further development of my website, changes to Government Regulations or the implementation of new technologies, this Policy will be reviewed, and may change, from time to time. So you'll have to come back and read it again from time-to-time!! (sorry!)
We reserve the right to change this Data Protection information at any time with effect for the future. The revised Policy will be posted to this page so that you are always aware of the information we collect, how we use it and under what circumstances we disclose it. We therefore recommend you read the current Data Protection information again from time to time.
Thanks for reading... you've been awesome. You deserve a break.. We're going for a cuppa and some cookies ... Something made us hungry!
Remember; GDPR simply means Giving Data Proper Respect.