How We Use Your Information

When you contact us to work on a project with us, we ask you to give us some of your personal details so that we can contact you. We also need this in order to pay you.

 

We are committed to keeping all the information we hold about you secure, private and confidential. This information explains why we need to collect your personal details and what we do with it. It also sets out the legal basis on which we collect and use your information and outlines the rights you have under current data protection legislation.

Which Of My Details Do You Collect?

We ask for your full name (title, forename(s) and surname), postal address, phone number, email address, UTR number and bank details. We need this personal information so that we can pay you for the service that we have asked for. If you don’t provide it, then we won’t be able to process your payment.

 

When Do You Collect These Details?

We will collect them when you first contact us, by phone, email
or in person

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Using Our Website, Email & Social Media?

Our website, and the emails we send out, use cookies and other tracking technologies to collect information. When you visit our website, you can choose to decline cookies. You can find out more about our cookie policy on our website via our cookies policy link.  When you use our website, we collect information such as the browser you are using and the date, time and your IP address (a label used to identify your device on the internet). We may use social media, for example Twitter and Facebook, to communicate with you. We may also use posts on social media to find out how people view our products and services.

Providing Details On Behalf Of Someone Else

When you give us details about someone else, for example when you supply us with your partner/spouse’s personal details, you must have their agreement to do so.

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What Do You Do With My Information?

The main reasons we use your information are to create a contract for works, process your payments, and keep you up to date with information about your contract with us.

We may also use your information to:

 

• meet our legal obligation to check your identity and address;

• prevent or detect fraud or other crime;

• develop, test and improve our products, systems and services;

• invite you to take part in market research and surveys;

• carry out anonymous statistical analysis (we won’t be able to identify individuals when we do this);

• create sub-contractor/supplier-type profiles to help us improve existing products and services, and develop new ones;

• send you marketing messages about ABG Ltd services which may be tailored to your circumstances (unless you have opted out)

• run competitions, events and promotional activities.

 

When you call us, we may monitor or record your call for training or quality assurance. We also record calls so that we have a record of your consent in certain circumstances, for example when you agree to allow us to talk to a member of your family on your behalf.

Who Do You Share My Details With?

We use selected organisations to help us deliver the service we provide to you. We may share your personal information with:

 

• our service providers who provide accounting and HR services to us and HMRC, for example helping to verify you, and sending you emails about your contract. We only share the information that’s necessary for them to provide their services.

 

• credit reference agencies to check your identity, address and to prevent fraud. We may also share your information with government bodies, law enforcement agencies, courts or other third parties to comply with our legal obligations or lawful disclosure requests, for example.

 

How Long Do You Keep My Information For?

We keep your personal information where we have an ongoing legitimate or lawful need to do so. For example, we keep some records for audit purposes for up to seven years after completing our contract with you. When we no longer have a legitimate or lawful need to keep your personal information, we will delete it.

 

Do you send my information outside Europe?

We do not send your information outside Europe. These countries may have data protection laws that are different to those in Europe, which may be less protective.

 

Keeping Each Other Informed

If we need to get in touch, we will call you, write to you by email or letter or send you a text message. In the event of a data breach that could lead to a high risk to your rights and freedoms, for example the risk of financial loss, we will let you know as soon as we reasonably can. To make sure you can receive information and communications from us, please make sure you tell us whenever you change your name, address, phone number or email address. Giving us your most up to date details will also help protect your contract by making sure any information we send you doesn’t fall into the wrong hands. You can update your details by contacting us.

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The Legal Background & Your Rights

Here we summarise the lawful basis on which we collect and use your information and outline the rights you have under current data protection legislation.

 

Lawful Basis

We are allowed to use your personal information for a range of reasons, called ‘lawful bases’.

 

These are:

• Contract

We need to collect and use your personal information to be able to provide you with payment for the services that you provide us. We cannot provide the service if you don’t give us the information we ask for.

 

• Legal Obligation

We may need to use your personal information to meet our legal obligations, for example if we need to check your identity and address to comply with the Money Laundering Regulations.

 

• Legitimate Interests

We have a legitimate interest in promoting our services. For this reason, we may use your personal details to, for example, send you marketing information about our contract or services that we think you may be interested in. We may also invite you to take part in research or surveys to help us improve the products and services that we offer. You can ask us to stop sending you marketing and/or research invitations at any time.

 

• Consent

We only rely on consent as a lawful basis for using your personal information in a few limited circumstances, for example if you ask us to share your contract information with an authorised third party that wishes to provide services to your contract.

 

• Public Task

There are times when we need to share information with other government bodies to allow them to meet their legal obligations.

 

• Your Rights

You have a range of data protection rights in relation to the information we hold about you. You can exercise any of these rights by contacting us. Note that not all of the rights are absolute – some of them depend on which lawful basis we are using to process your information.

 

• Right Of Access

You can ask us to provide you with a copy of the information we hold about you by contacting us via the website.

 

• Right To Data Portability

Where we process your personal information for contractual purposes, or with your consent, you can ask us to provide the information we hold about you in a structured, machine-readable format (for example a CSV file).

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• Right To Rectification

If the information we hold about you is incorrect, out of date or incomplete, please let us know and we will put it right.

 

• Right To Restrict Processing

If you think the information we hold about you isn’t accurate, you can ask us not to process it until we have corrected any errors or verified that the information is accurate.

 

• Right To Erasure

You can ask us to delete your personal information when:

• we no longer need it;

• you have given us consent and you later withdraw it;

• you have objected to us processing your information and we have no lawful basis to do so;

• we are legally obliged to delete it.

 

• Right To Object

Where we have a legitimate interest or a public interest in processing your personal information, you can object to this.

 

• Right Not To Be Subject To Automated Decision-Making

Some of our processes are partly or wholly automated, but we don’t make decisions that have a significant or legal effect without human involvement. For example, we may check your evidence of identity electronically, but if this is unsuccessful, we will write to you to ask for documentary evidence instead.

 

• Right To Lodge A Complaint With A Supervisory Authority

If you have a complaint about the way we have used your information, please contact us first and we will do our best to put things right for you. If you are not happy with our response, you can escalate your complaint to the Information Commissioner’s Office (ICO).

 

Changes To How We Use Your Information

From time to time we may update this privacy notice. You can see the latest version on the website or call or email us and we can send you a copy. If we make a significant change to how we use your information, we will let you know in advance.

 

Data Protection Questions Or Concerns?

Ashfield Group is the data controller of the information we hold about you. If you have any questions or concerns about how we process your information, you can contact us via the website contact page, call us or write to:

 

Data Protection Officer

Ashfield Group

Sandown House

Sandbeck Way

Wetherby

LS22 7DN

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