Business Contacts Privacy Notice
This document provides information about how we use and share personal data relating to our business contacts. It covers the following topics:
You have the right to object and withdraw your consent to our use of your personal data. Please see section 9 to find out more.
1. WHO WE ARE AND HOW YOU CAN CONTACT US
We are What a Figure Ltd, a Bookkeeping and Management Accounting Firm.
We keep personal data of the shareholders of our business clients and in certain cases their representatives and employees. We are responsible for ensuring that the personal data is used fairly and lawfully.
You can contact us about issues relating to personal data, including the contents of this notice, by any of the following methods:
Telephone: +44 (0) 203 3848 380
2. WHAT WE USE PERSONAL DATA FOR
This section explains the purposes for which we use personal data about you. More detail about the types of personal data that we might use for these purposes can be found in section 3 below.
We use personal data for relationship management purposes. Relationship management is the ongoing maintenance of our relationship with our clients, suppliers and their representatives. This could include activities such as letting you know about changes in our services, contacting you with billing enquiries, inviting you to webinars, dealing with your enquiries, asking you about what sorts of services you need or asking for your feedback on our services.
We use personal data for marketing purposes, typically in relation to current or potential clients and their representatives. This includes providing you with research on software, webinars and updates on our services.
We will not make contact with you for marketing purposes through any particular channel (such as email, telephone or post) if you have told us that you don't want to hear from us in that way. Please note that if you ask us not to contact you for marketing purposes, you might still hear from us for other reasons – for example, as part of our ordinary relationship management activity.
Sometimes we might need to use your personal data to provide you with information, services, alerts and facilities that you have asked for. For example, if you book an video call or meeting we might use your contact details to let you know how to access it.
Monitoring and improving our websites
We use information such as how different people navigate around our websites, how long they spend on particular pages and whether they download any of our content in order to help customise and improve the user experience of our websites. It also allows us to tailor the website to match your interests and preferences better and helps us understand who has visited which pages to determine the most popular areas of the website.
This information is also used for security and system administration and to generate aggregate non-personalised information for use by us, our business contacts, selected third parties, sponsors or advertisers (such as anonymous statistics related to the take up or use of services, or to patterns of browsing).
Legal and regulatory purposes
We may use your personal data for legal and regulatory purposes. For example, this might include responding to complaints or enquiries from you or a regulator about how we have used your personal data.
3. WHAT KINDS OF PERSONAL DATA WE USE, AND WHERE WE GET IT FROM
We obtain and use information from various different sources. These are summarised in the following table.
You are free to choose whether or not you give us your personal data. However, if you are signing up to our services we might not be able to provide you with services if you do not give us the information we need in order to do so.
4. WHAT OUR LEGAL GROUNDS FOR HANDLING PERSONAL DATA ARE
This section explains the basis on which we process your personal data in connection with our services.
The UK’s data protection law allows the use of your personal data where necessary for legitimate purposes provided that this isn’t outweighed by the impact it has on you. The law calls this the “legitimate interests” condition for processing personal data. We rely on this condition for most of our processing activities.
The legitimate interests we are pursuing are:
In some circumstances, we may have other grounds to process personal data. These are set out in the following table, along with examples of the circumstances in which they might apply.
5. WHO WE SHARE THE PERSONAL DATA WITH
We may share your personal data among the members of What a Figure Ltd.
We may provide your information to third parties who help us use it for the purposes described in section 2. For example:
Our database of personal data may be hosted by third parties on our behalf.
We use a third party email service provider in order to send you emails or (if you have agreed to receive them) marketing emails.
We might use a printing company to produce and send personalised direct mail.
We might use market research companies to help us better understand our customers.
Some of our services rely on us sending personal data to third parties who then analyse or enhance it and return the results to us.
These service providers will not be allowed to use your information for their own purposes or on behalf of other organisations, unless you agree otherwise
Online advertising platforms
We may use third party advertising platform providers such as Google to serve advertisements to you. These third parties may use information about your visits to these and other websites in order to provide you with advertising about products and services that may be of interest to you.
Sometimes we may provide information associated with you to third parties who operate other websites (such as social media platforms) so that we can show you relevant advertisements while you are using those websites. This information will be protected so that you can only be identified if the third party already knows you – the information we provide only tells them that you are a user of our websites.
If we sell our business to a third party, or go through a corporate reorganisation, we will transfer personal data to the company that acquires the business.
We may sometimes need to pass personal data to a regulator such as the Information Commissioner’s Office.
Sharing of anonymised data with third parties
We may share anonymised information with other third parties, but only where the information cannot realistically be identified as relating to you.
6. WHERE THE PERSONAL DATA IS STORED AND SENT
We are based in the United Kingdom, however, we also have operations elsewhere in the Europe – currently Hungary and Ukraine – and will access and use your information from there and personal data may be accessed from there too.
We also send information elsewhere in the world. For example:
Where we use cloud-based technology or a data centre or backup facility overseas.
While countries within the European Union all ensure a high standard of data protection law, some parts of the world may not provide the same level of legal protection in relation to personal data. As a result, when we do send personal data overseas, we will make sure that suitable safeguards are in place to protect the information. For example, these safeguards might include:
Putting in place a contract with the recipient to provide a suitable level of protection.
Sending the information to an organisation which is a member of a scheme which has been approved by the authorities as providing a suitable level of protection. One example is the “Privacy Shield” scheme that has been agreed between the European and US authorities.
7. HOW LONG THE PERSONAL DATA IS KEPT FOR
We will not keep your personal data for longer than we need it.
If you are a representative of one of our clients or potential clients, this means that we will normally keep your personal data while you or your employer have an ongoing relationship with us or if you have demonstrated an interest in our products and services within the past two years. You can request us to delete it earlier as explained in section 9.
8. WHETHER THE PERSONAL DATA IS USED TO MAKE AUTOMATED DECISIONS ABOUT YOU OR TO PROFILE YOU
We use certain profiling techniques in order to help us to understand our clients and potential clients. This in turn helps us to understand which clients might be interested in which of our services.
We do not use automated decision-making or profiling to make any decisions that will significantly affect you. For example, we do not use it to set the prices that we charge for our services.
9. YOUR RIGHTS IN RESPECT OF THE PERSONAL DATA THAT WE HOLD ABOUT YOU
You have several different rights in relation to the personal data that we hold about you. These are briefly described below. To enquire about exercising these rights, please use the contact details set out in section 1.
Access: You have a right to find out what personal data we hold about you, and certain other information such as how we are using it.
Withdrawal of consent: When we rely on your consent to use your data (see section 4 above), you have the right to withdraw that consent at any time. You can do this by contacting us, or (in the case of emails that are sent on the basis of consent) by clicking the “unsubscribe” link.
Objection to direct marketing: You have the right to object to us using your personal data for direct marketing purposes. If you do this we will stop using it for those purposes.
With effect from 25 May 2018 you also have the following rights:
Rectification: If the information that we hold about you is inaccurate or out of date, you have a right to ask us to correct it.
Objection to legitimate interests: If you disagree with us relying on the legitimate interests grounds for using your personal data (see section 4 above), you can object to us doing so. We will then reassess the extent to which we can continue to use the data in light of your particular circumstances. In the case of emails that are sent on the basis of legitimate interests (see section 4 above), you can do this by clicking on the "unsubscribe" link.
Erasure: In certain circumstances you can ask us to delete your personal data from our systems. However, this usually won’t apply to all of your data because we might have good reason for needing to keep some of it.
Restriction: In some circumstances you can ask us to restrict the ways in which we use your personal data.
10. WHO YOU CAN COMPLAIN TO IF YOU ARE UNHAPPY ABOUT THE USE OF YOUR PERSONAL DATA
We try to ensure that we deliver the best levels of customer service but if you are not happy you should make contact so that we can investigate your concerns. Please contact us using these details:
Telephone: +44 (0) 203 3848 380
From 25 May 2018 you can also contact our Data Protection Officer at firstname.lastname@example.org
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), which is the body that regulates the handling of personal data in the United Kingdom. You can do this online through the ICO’s website at www.ico.org.uk, by telephone on 0303 123 1113, or by writing to them at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF.