0161 485 3444

Privacy Policy

1. INTRODUCTION

 

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

Your Support Team Limited is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).

Our data controller is named as Claire Willmott.

Our email address is: claire@yoursupportteamltd.co.uk

Our postal address is Metropolitan House, Station Road, Cheadle Hulme, Cheshire, SK8 7AZ

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

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 claire@yoursupportteamltd.co.uk.

2. WHAT DATA IS COLLECTED ABOUT YOU

 

Personal data means any information capable of identifying an individual. It does not include anonymised data.

 

We may process certain types of personal data about you as follows:

Identity Data may include your first name, maiden name, last name, username, marital status, title, date of birth and gender.

Contact Data may include your billing address, delivery address, email address and telephone numbers.

Financial Data may include your bank account and payment card details. • Transaction Data may include details about payments between us and other details of purchases made by you.

 

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.

Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.

3. HOW WE COLLECT YOUR PERSONAL DATA

 

We only collect data about you through direct interaction and through the publicly available information held on Companies House. You provide data by filling in forms or by communicating with us by post, phone or email to enable us to complete our contract. We do not collect data via our website: www.yoursupportteamltd.co.uk.

4. 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 carry out Anti Money Laundering checks as a statutory requirement.

• Where we need to perform the contract between us.

• Where it is necessary for our 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 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 our legitimate interests are where relevant.

We may process your personal data for more than one lawful ground, depending on the specific purpose for which we are using your data. Please email us at claire@yoursupportteamltd.co.uk if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

 

Purposes / Activity

Type of Data

Lawful basis for processing

To register you as a new client

  1. (a) Identity
  2. (b) Contact

Performance of a contract with you

To process and deliver your contractual services including:

  1. (a) Manage payments, fees and charges
  2. (b) Collect and recover money owed to us
  3. (c) Undertake day to day bookkeeping and administrative duties as outlined in our Terms of Engagement
  4. (d) Processing payrolls and pensions
  5. (e) Processing VAT returns

  1. (a) Identity
  2. (b) Contact
  3. (c) Financial
  4. (d) Transaction
  1. (a) Performance of a contract with you
  2. (b) Necessary for our legitimate interests to recover debts owed to us

To manage our relationship with you which will include:

  1. (a) Notifying you about changes to our terms or privacy policy
  2. (b) Asking you to leave a review or take a survey
  3. (c) Making suggestions to you about services which may be of interest to you

  1. (a) Identity
  2. (b) Contact
  3. (c) Profile
  4. (d) Technical
  5. (e) Usage
  1. (a) Performance of a contract with you
  2. (b) Necessary to comply with a legal obligation
  3. (c) Necessary for our legitimate interests to keep our records updated and manage our services with you
  4. (d) Provide you with the best service

Marketing Communications

We do not currently send out any marketing communications.

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 wish to find out more about how the processing for the new purpose is compatible with the original purpose, please email us at claire@yoursupportteamltd.co.uk.

If we need to use your personal data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing. We may process your personal data without your knowledge or consent where this is required or permitted by law.

5. DISCLOSURES OF YOUR PERSONAL DATA

 

We work with carefully selected Service Providers that carry out certain functions on our behalf. These include for example, companies that help us with technology services, storing and combining data and processing payments:

• Service providers who provide IT and system administration services. Our current service providers have their own privacy policies:

• Xero – Accounting software

• Office 365 – e-mail / cloud storage (Sharepoint)

• Zoho – CRM system holding client information / anti-money laundering requirements • LastPass – Secure password / log in storage

• Monday.com – Internal time tracking and project management software

• Breathe HR – Internal employee management software

• GoCardless – Collecting payment for our services

• Signable – Online signature of Terms of Engagement

• Receiptbank / Hubdoc – Processing of supplier invoices and purchase receipts

• Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

• Alderley Payroll who provide outsourced payroll services for our clients.

• 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 our instructions.

6. INTERNATIONAL TRANSFERS

 

Some of our third parties service providers are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.

 

Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is implemented:

• 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; or

• Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or

• 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.

 

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

Please email us at claire@yoursupportteamltd.co.uk if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

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 employees, agents, contractors and other third parties who have a business need to know such data.

They will only process your personal data on our instruction 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. TRANSFER OF DATA FROM CLIENTS

 

We will only accept the transfer of data from our clients via secure e-mail to our business e-mail accounts or via the mediums of one of our approved partners detailed in section 5.

It is the responsibility of the client to adequately secure any data transferred from themselves to us with password protection or encryption as appropriate.

9. 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.

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 or disclosure 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.

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

In some circumstances you can ask us to delete your data: see below for further information.

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.

10. YOUR LEGAL RIGHTS

 

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

• Request access to your personal data.

• Request correction of your personal data.

• Request 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.

• Right to 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 the rights set out above, please email us at claire@yoursupportteamltd.co.uk.

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.

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 any of 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 also contact you to ask you for further information in relation to your request to speed up our response.

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 several requests. In this case, we will notify you and keep you updated.