PRIVACY POLICY
Introduction
Welcome to the site (“theSite”) which is managed and owned by Collective Solutions Group LTD. This is the Site privacy notice.
Collective Solutions Group LTD (“CSG”,“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our Site and tell you about your legal privacy rights.
1. Important information and who we are Purpose of this privacy notice
This privacy notice aims to give you information on how we collect and process your personal data through your use of this Site, including any data you may provide through this Site.
This Site is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
Contact details
We are Collective Solutions Group LTD (Company Number 10931839), with our registered office at Western House, Western Street, Nottingham. NG1 3AZ.
Our Nottingham branch office is located at Western House, Western Street, Nottingham, NG1 3AZ.
If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact [email protected].
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the privacy notice and your duty to inform us of changes
This Privacy Notice may be updated from time to time to reflect changes in the way we process your information or the way in which our data processing is regulated, so you may wish to check it each time you submit personal information to us.
This version was last updated on 4th June 2024.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Third-party links
If this site includes any links to third-party websites, we will not control these third-party websites and we are not responsible for any privacy notices displayed on them. We therefore encourage you to read the privacy notice of each website you visit via a link from the Site.
2. The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you, including:
· Identity Data includes first name, last name, and title.
· Contact Data includes billing and operational address(es), email address and telephone numbers.
· Technical Data includes internet protocol (IP)address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this Site.
· Usage Data includes information about how you use our Site.
· Communications Data includes your communication preferences in receiving information from us.
Information you provide to us
We provide access to this Site to you in order to review our offered services, should you wish to get in contact, we require limited information to provide a response. The information you provide via the website or within email communications is at your discretion.
If you fail to provide personal data
If you fail to provide personal data when requested, we may not be able to perform agreed contracts or respond to queries you may have submitted.
3. How is your personal data collected?
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
· Complete the contact form on our website;
· subscribe to our publications;
· request marketing to be sent to you; or
· give us some feedback.
Automated technologies or interactions.
As you interact with our Site, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We may collect this personal data by using cookies, server logs and other similar technologies.
4. How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
· Where we need to perform a contract we have with our Client.
· Where it is necessary for your legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
· Where we need to comply with a legal or regulatory obligation.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal basis we are relying on to process your personal data where more than one ground has been set out in the table below.
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
|---|---|---|
| To respond to customer queries | (a) Identity Data (b) Contact Data |
Necessary for your legitimate interests in order to respond to direct contact from you. |
| To deliver relevant Site content to you | (a) Identity Data (b) Contact Data (c) Usage Data (d) Communications Data (e) Technical Data |
Necessary for our legitimate interests (to study how authorised users use our Site, to grow our business and to inform our marketing strategy)
Necessary for our legitimate interests (to define types of authorised users of our Site, to keep our Site updated and relevant, to develop our business and to inform our marketing strategy) |
| To use data analytics to improve our Site, services, marketing, customer relationships and experiences | (a) Technical Data (b) Usage Data |
Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation |
Marketing and Opt Out
We do not undertake marketing, promotions or competitions via the Site. This is undertaken via other means. You can ask us to stop sending you marketing messages at any time by contacting us. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of Site usage, service experience or other transactions.
Change of purpose We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you require an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. Disclosures of your personal data
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
External third parties including:
· Service providers acting as processors who provide IT and system administration services (specifically Webflow, a managed hosting service and Microsoft).
· Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide legal, insurance and accounting services.
· HMRC, regulators and other authorities acting as processors or joint controllers based in the UK who require reporting of processing activities in certain circumstances.
· Third parties to whom we may choose to sell or merge parts of our business. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
6. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal data to those employees, contractors and other third parties who have a business need to know. They are subject to a duty of confidentiality. We require all third parties to respect the security of your personal data and to treat it in accordance with the law.We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
7. International transfers
We do not transfer your personal data outside the United Kingdom, with the exception of data transmitted via our website which is hosted in the United States.
8. Data Retention
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Details of retention periods for your personal data are available on request by contacting us. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
9. Your legal rights
Under certain circumstances, you have legal rights in relation to your personal data, including:
Request access to your personal data (commonly known asa “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are law fully processing it.
Request correction of your personal data. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where: (a) there is no good reason for us continuing to process it; (b) you have successfully exercised your right to object to processing (see below); (c) where we may have processed your information unlawfully; or (d) where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
No fee usually required You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you We may need to request specific information from you to help us confirm your identity and ensure your right to
access your personal data (or to exercise your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. If you wish to exercise any of the rights set out in this policy, please contact us.
