Privacy & Cookie Policy

1. INTRODUCTION

This privacy notice provides you with details of how we collect and process your personal data.

In this privacy notice “personal data” is any information about an identifiable living human being and “processing” your personal data refers to doing anything with it, which might include: collecting, recording, organising, storing, adapting, altering, retrieving, using, combining, disclosing, or deleting it.

RUDDOCK ASSOCIATES (“RA”) is the data controller and is responsible for your personal data.

RA’s email address is [email protected].

RA’s postal address is 38 Church Street, Boston Spa, Wetherby, Leeds LS23 6DN.

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at [email protected].

2. SENSITIVE DATA

We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.

3. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when legally permitted. The most common uses of your personal data are:

Where we need to perform the contract between us.
Where it is necessary for RA’s 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.

Generally, we do not rely on consent as a legal ground for processing your personal data, other than in relation to sending marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by emailing us at [email protected].

4. PURPOSES FOR PROCESSING YOUR PERSONAL DATA

Set out below is a description of the ways we intend to use your personal data and the legal grounds on which we will process such data. We have also explained what RA’s legitimate interests are where relevant.

Purpose/Activity	Type of data	Lawful basis for processing
To register you as a new customer	Identity and contact details	Performance of a contract with you
To perform and manage the contracted services including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us	Identity and contact details, financial and transaction information.	(a) Performance of a contract with you (b) Necessary for RA’s legitimate interests to recover debts owed to us
To manage RA’s relationship with you which will include notifying you about changes to RA’s terms or privacy policy	Identity and contact details	(a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for RA’s legitimate interests to keep RA’s records updated
To administer and protect RA’s business and RA’s site (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	Identity, contact and technical details	(a) Necessary for RA’s legitimate interests for running RA’s business, provision of administration and IT services, network security and to prevent fraud (b) Necessary to comply with a legal obligation

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 paragraph 4 above:

Service providers who provide IT and system administration services.
HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with RA instructions.

6. INTERNATIONAL TRANSFERS

Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria. Some of RA’s third-party service providers are based outside the EEA so their processing of your personal data will involve a transfer of data outside the EEA. We choose mainstream suppliers with appropriate security standards when transferring your personal data outside the EEA. We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. Where we use providers based in the United States, we may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

7. 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. In addition, we limit access to your personal data to those contractors and third parties who have a business need to know such data. They will only process your personal data on RA’s instructions and they are subject to a duty of confidentiality.

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.

8. DATA RETENTION

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.

By law we must keep basic information about RA’s customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

9. YOUR LEGAL RIGHTS

Under data protection laws, you have certain rights in relation to your personal data. These include the right to:

Request access, correction or erasure of your personal data.
Object to processing of your personal data.
Request restriction of processing your personal data.
Request transfer of your personal data.
Withdraw consent.

You can see more about these rights at:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you wish to exercise any of your rights, please email us at [email protected].

We will try to respond to your request 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.

10. COMPLAINTS

If you are not happy with any aspect of how we collect and use your data, or how we have responded to a request for erasure or transfer of your personal data, please contact us in the first instance at [email protected]. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).