Fundspace & Openspace Technology Ltd
Data Privacy Policy
This Privacy Policy applies to both Fundspace Ltd and Openspace Technology Ltd (hereinafter
referred to collectively as the “Companies”). While each operates as a separate legal entity, both
companies are governed by the same privacy principles and data protection practices as set
forth in this document. Any reference to "we," "our," or "us" within this policy applies to both
Fundspace Ltd and Openspace Technology Ltd. We understand that your privacy is important to
you and that you care about how your personal data is used. We respect and value the privacy
of everyone who downloads our application to their mobile device “Fundspace – Property
Finance” (“Our App”) and visits Our website: fundspace.co.uk (“Our Site”) and we will only collect
and use personal data in ways that are described within this document and in a way that is
consistent with Our obligations and your rights under the regulation, the General Data Protection
Regulations 2018 (“GDPR”, “the Regulation”). Each company adheres to the “Regulation” and
Data Protection Act 2018 to ensure the proper handling and safeguarding of personal data.
By providing your personal data, you are affirming that you are over 18 years of age.
For the purpose of the General Data Protection Regulations 2018, We are the data controller and
are registered with the
Information Commissioner’s Office as such with registration number ZB758194.
Please see Fundspace - ICO - Registration Page for further details.
Roles and Responsibilities
Our Data Protection Officer is:
Jack Hayden (Director)
Email: jack@fundspace.co.uk
Office Tel No: 02034883595
In Writing: Jack Hayden
Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of
this Privacy Policy is deemed to occur upon your first use of Our App and Our Site. If you do not
accept and agree with this Privacy Policy, you must stop using Our Site immediately.
If you are not happy with any aspect of how We obtain, hold or use your personal data then you
have a right to make a complaint to the Information Commissioners Office (ICO) – www.ico.org.uk
- We would however prefer that you contact Us first and to allow Us an opportunity to resolve any
issue that you might have.
The Regulation defines “personal data” as any information relating to an identified or identifiable
natural person (a data subject); an identifiable natural person is one who can be identified,
directly or indirectly, in particular by reference to an identifier such as a name, an identification
number, location data, an online identifier, or to one or more factors specific to the physical,
physiological, genetic, mental, economic, cultural, or social identity of that natural person.
This Policy sets out the procedures that are to be followed when dealing with personal data. The
procedures and principles set out herein must be followed at all times by Us, its employees,
agents, contractors, or other parties working on behalf of Us.
We are committed not only to the letter of the law but also to the spirit of the law and places a
high premium on the correct, lawful and fair handling of all personal data, respecting the legal
rights, privacy and trust of all individuals with whom it deals.
Summary
We will at all times be transparent about what information:
We collect - Part 20
Why we collect it - Part 3 & 20
How we store it - Part 23
Where we store it - Part 16
What we do with it - Part 20 & 22
When we dispose it - Part 6
How we dispose it - Part 14
Have measures in place to protect your personal data and keep secure;
Respect your rights under GDPR and aim to give you control over your own personal data;
Cease communication with you if requested to do so.
1. The Data Protection Principles
This Policy aims to ensure compliance with the Regulation. The Regulation sets out the following
principles with which any party handling personal data must comply. All personal data must be:
1.1)
Processed lawfully, fairly and in a transparent manner in relation to the data subject (Part 2-
‘lawfulness, fairness and transparency’).
1.2)
Collected for specified, explicit and legitimate purpose and not further processed in a
manner that is incompatible with those purposes; further processing for archiving purposes in the
public interest, scientific or historical research purposes or statistical purposes shall not be
considered to be incompatible with the initial purposes (Part 3 - ‘purpose limitation’)..
1.3)
Adequate, relevant and limited to what is necessary in relation to the purposes for which it is
processed (Part 4 - ‘data minimisation’).
1.4)
Accurate and, where necessary, kept up to date; every reasonable step must be taken to
ensure that personal data that is inaccurate, having regard to the purposes for which they are
processed, is erased or rectified without delay (Part 5 - ‘accuracy’).
1.5)
Kept in a form which permits identification of data subjects for no longer than is necessary for
the purposes for which the personal data is processed; personal data may be stored for longer
periods insofar as the personal data will be processed solely for archiving purposes in the public
interest, scientific or historical research purposes or statistical purposes subject to
implementation of the appropriate technical and organisational measures required by the
Regulation in order to safeguard the rights and freedoms of the data subject (Part 6 - ‘storage
limitation’).
1.6)
Processed in a manner that ensures appropriate security of the personal data, including
protection against unauthorised or unlawful processing and against accidental loss, destruction
or damage, using appropriate technical or organisational measures (Part 7 - ‘integrity and
confidentiality’).
2. Lawful, Fair, and Transparent Data Processing
The Regulation seeks to ensure that personal data is processed lawfully, fairly, and transparently,
without adversely affecting the rights of the data subject. The Regulation states that processing
of personal data shall be lawful if at least one of the following applies:
2.1) The data subject has given consent to the processing of his or her personal data for one
or more specific purposes.
2.2) Processing is necessary for the performance of a contract to which the data subject is a
party or in order to take steps at the request of the data subject prior to entering into a contract.
2.3) Processing is necessary for compliance with a legal obligation to which the controller is
subject.
2.4) Processing is necessary to protect the vital interests of the data subject or of another
natural person.
2.5) Processing is necessary for the performance of a task carried out in the public interest or
in the exercise of official authority vested in the controller.
2.6) Processing is necessary for the purposes of the legitimate interests pursued by the
controller or by a third party, except where such interests are overridden by the fundamental
rights and freedoms of the data subject which require protection of personal data, in particular
where the data subject is a child.
3. Collected for Specified, Explicit and Legitimate Purposes
3.1 We collect and process the personal data set out in Part 20 of this Policy. This may
include personal data received directly from data subjects (for example, contact details used
when a data subject communicates with us)
3.2 We only process personal data for the specific purposes set out in Part 20 of this Policy
(or for other purposes expressly permitted by the Regulation). The purposes for which we
process personal data will be provided to data subjects. A link to a copy of our Data Privacy, is
available at any time, at the bottom of our website: Fundspace.co.uk. Cookie & Retention Policy
31.
4. Adequate, Relevant and Limited Data Processing
4.1 We will only collect and process personal data for and to the extent necessary for the specific
purpose(s) informed to data subjects as under Part 3, above.
5. Accuracy of Data and Keeping Data Up To Date
5.1 We shall ensure that all personal data collected and processed is kept accurate and up-todate. The accuracy of data shall be checked when it is collected and where necessary
thereafter. Where any inaccurate or out-of-date data is found, all reasonable steps will be taken
without delay to amend or erase that data, as appropriate.
6. Data Retention
6.1 We shall not keep personal data for any longer than is necessary in light of the purposes for
which that data was originally collected and processed. When the data is no longer required, all
reasonable steps will be taken to erase it without delay.
7. Secure Processing
7.1 We shall ensure that all personal data collected and processed is kept secure and protected
against unauthorised or unlawful processing and against accidental loss, destruction or damage.
Further details of the data protection and organisational measures, which shall be taken, are
provided in Parts 22 to 28 of this Policy.
8. Accountability
8.1 Our Data Protection Officer is Jack Hayden(Director) Email: Jack@fundspace.co.uk
8.2 The Data Protection Officer shall be responsible for overseeing the implementation of this
Policy and for monitoring compliance with this Policy, Our other data protection-related policies,
and with the GDPR and other applicable data protection legislation.
8.3 We shall keep written internal records of all personal data collection, holding, and processing,
which shall incorporate the following information:
8.4 The name and details of Our, its Data Protection Officer, and any applicable third party data
processors.
8.5 The purposes for which We process personal data.
8.6 Details of the categories of personal data collected, held, and processed by Us; and the
categories of data subject to which that personal data relates.
8.7 Details (and categories) of any third parties that will receive personal data from Us.
8.8 Details of any transfers of personal data to non-EEA countries including all mechanisms and
security safeguards.
8.9 Details of how long personal data will be retained by Us; and
8.10 Detailed descriptions of all technical and organisational measures taken by Us to ensure the
security of personal data.
9. Data Protection Impact Assessments
9.1 We shall carry out Data Protection Impact Assessments for any and all new projects and/or
new uses of personal data, which involve the use of new technologies and the processing
involved is likely to result in a high risk to the rights and freedoms of data subjects under the
Regulations.
9.2 Privacy Impact Assessments shall be overseen by Our data protection officer and shall
address the following areas of importance:
9.3 The types of personal data that will be collected held and processed.
9.4 The purpose(s) for which personal data will be used.
9.5 The Companies objectives.
9.6 How personal data is to be used.
9.7 Any parties (internal or external) who may be consulted.
9.8 The necessity and proportionality of the data processing with respect to the purpose(s) for
which it is being processed.
9.9 Risks posed to data subjects.
9.10 Risks posed both within and to Us; and
9.11 Proposed measures to minimise and handle identified risks.
10 The Rights of Data Subjects
The GDPR sets out the following rights applicable to data subjects (please refer to the parts of
this policy indicated for further details):
10.1 The right to be informed (Part 11);
10.2 The right of access (Part 12);
10.3 The right to rectification (Part 13);
10.4 The right to erasure (also known as the ‘right to be forgotten’) (Part 14);
10.5 The right to restrict processing (Part 15);
10.6 The right to data portability (Part 16);
10.7 The right to object (Part 17);
10.8 Rights with respect to automated decision-making and profiling (Parts 18 and 19).
11 Keeping Data Subjects Informed
11.1 We shall ensure that the following information is provided to every data subject when
personal data is collected:
11.2 Details of Us including, but not limited to, the identity of Jack Hayden (Director), its Data
Protection Officer;
11.3 The purpose(s) for which the personal data is being collected and will be processed (as
detailed in Part 20 of this Policy) and the legal basis justifying that collection and processing;
11.4 Where applicable, the legitimate interests upon which we are justifying its collection and
processing of the personal data;
11.5 Where the personal data is not obtained directly from the data subject, the categories of
personal data collected and processed;
11.6 Where the personal data is to be transferred to one or more third parties, details of those
parties;
11.7 Where the personal data is to be transferred to a third party that is located outside of the
European Economic Area (the “EEA”), details of that transfer, including but not limited to the
safeguards in place (see Part 28 of this Policy for further details concerning such third country
data transfers);
11.8 Details of the length of time the personal data will be held by Us (or, where there is no
predetermined period, details of how that length of time will be determined);
11.9 Details of the data subject’s rights under the Regulation;
11.1.1 Details of the data subject’s right to withdraw their consent to Our processing of their
personal data at any time;
11.1.2 Details of the data subject’s right to complain to the Information Commissioner’s Office (the
‘supervisory authority’ under the Regulation);
11.1.3 Where applicable, details of any legal or contractual requirement or obligation necessitating
the collection and processing of the personal data and details of any consequences of failing to
provide it;
11.13 Details of any automated decision-making that will take place using the personal data
(including but not limited to profiling), including information on how decisions will be made, the
significance of those decisions and any consequences.
11.1.4 The information set out above in Part 10.1 shall be provided to the data subject at the
following applicable time:
11.1.5 Where the personal data is obtained from the data subject directly, at the time of collection;
11.1.6 Where the personal data is not obtained from the data subject directly (i.e. from another
party):
11.1.7 If the personal data is used to communicate with the data subject, at the time of the first
communication; or
11.1.8 If the personal data is to be disclosed to another party, before the personal data is
disclosed; or
11.1.9 In any event, not more than one month after the time at which We obtain the personal data.
12 Data Subject Access
12.1 A data subject may make a subject access request (“SARs”) at any time to find out more
about the personal data which We holds about them. We are normally required to respond to
SARs within one month of receipt (this can be extended by up to two months in the case of
complex and/or numerous requests, and in such cases the data subject shall be informed of the
need for the extension).
12.2 All subject access requests received must be forwarded to Jack Hayden (Director) Our Data
Protection Officer. Email: jack@fundspace.co.uk
12.3 We do not charge a fee for the handling of normal SARs. We reserve the right to charge
reasonable fees for additional copies of information that has already been supplied to a data
subject, and for requests that are manifestly unfounded or excessive, particularly where such
requests are repetitive.
13 Rectification of Personal Data
13.1 If a data subject informs Us that personal data held by Us is inaccurate or incomplete,
requesting that it be rectified, the personal data in question shall be rectified, and the data
subject informed of that rectification, within one month of receipt the data subject’s notice (this
can be extended by up to two months in the case of complex requests, and in such cases the
data subject shall be informed of the need for the extension).
13.2 In the event that any affected personal data has been disclosed to third parties, those parties
shall be informed of any rectification of that personal data.
14 Erasure of Personal Data
14.1 Data subjects may request that We erase the personal data it holds about them in the
following circumstances:
14.2 It is no longer necessary for Us to hold that personal data with respect to the purpose for
which it was originally collected or processed.
14.3 The data subject wishes to withdraw their consent to Us holding and processing their
personal data.
14.4 The data subject objects to Us holding and processing their personal data (and there is no
overriding legitimate interest to allow Us to continue doing so) (see Part 17 of this Policy for
further details concerning data subjects’ rights to object).
14.5 The personal data has been processed unlawfully.
14.6 The personal data needs to be erased in order for Us to comply with a particular legal
obligation.
14.7 Unless We have reasonable grounds to refuse to erase personal data, all requests for
erasure shall be complied with, and the data subject informed of the erasure, within one month of
receipt of the data subject’s request (this can be extended by up to two months in the case of
complex requests, and in such cases the data subject shall be informed of the need for the
extension).
14.8 In the event that any personal data that is to be erased in response to a data subject request
has been disclosed to third parties, those parties shall be informed of the erasure (unless it is
impossible or would require disproportionate effort to do so).
15 Restriction of Personal Data Processing
15.1 Data subjects may request that We cease processing the personal data it holds about them.
If a data subject makes such a request, We shall retain only the amount of personal data
pertaining to that data subject that is necessary to ensure that no further processing of their
personal data takes place.
15.2 In the event that any affected personal data has been disclosed to third parties, those parties
shall be informed of the applicable restrictions on processing it (unless it is impossible or would
require disproportionate effort to do so).
16 Data Portability
16.1 We process personal data using automated means:
HubSpot CRM – Customer Relationship Management system
HubSpot – Automated booking system
Apple App Store – Downloads of fundspace application
Google Play Store – Downloads of fundspace application
Revolut – Receive payment for services
HubSpot – Cloud file storage system
16.2 Where data subjects have given their consent to Us to process their personal data in such a
manner or the processing is otherwise required for the performance of a contract between Us
and the data subject, data subjects have the legal right under the Regulation to receive a copy of
their personal data and to use it for other purposes (namely transmitting it to other data
controllers, e.g. other organisations).
16.3 To facilitate the right of data portability, We shall make available all applicable personal data
to data subjects in the following format(s):
16.3.1 Exported data in csv file format;
16.4 Where technically feasible, if requested by a data subject, personal data shall be sent
directly to another data controller.
16.5 All requests for copies of personal data shall be complied with within one month of the data
subject’s request (this can be extended by up to two months in the case of complex requests in
the case of complex or numerous requests, and in such cases the data subject shall be informed
of the need for the extension).
17 Objections to Personal Data Processing
17.1 Data subjects have the right to object to Our processing their personal data based on
legitimate interests (including profiling), direct marketing (including profiling).
17.2 Where a data subject objects to Our processing their personal data based on its legitimate
interests, We shall cease such processing forthwith, unless it can be demonstrated that We have
legitimate grounds for such processing override the data subject’s interests, rights and freedoms;
or the processing is necessary for the conduct of legal claims.
17.3 Where a data subject objects to Our processing of their personal data for direct marketing
purposes, We shall cease such processing forthwith.
18 Automated Decision-Making
18.1 In the event that We use personal data for the purposes of automated decision and those
decisions have a legal (or similarly significant effect) on data subjects, data subjects have the
right to challenge to such decisions under the Regulation, requesting human intervention,
expressing their own point of view, and obtaining an explanation of the decision from Us.
18.2 The right described in Part 18.1 does not apply in the following circumstances:
The decision is necessary for the entry into, or performance of, a contract between Us
and the data subject;
The decision is authorised by law; or
The data subject has given their explicit consent.
19 Profiling
19.1 We do not use personal data for profiling purposes. If it did the following would apply:
19.2 Clear information explaining the profiling will be provided, including its significance and the
likely consequences;
19.3 Appropriate mathematical or statistical procedures will be used;
19.4 Technical and organisational measures necessary to minimise the risk of errors and to
enable such errors to be easily corrected shall be implemented; and
19.5 All personal data processed for profiling purposes shall be secured in order to prevent
discriminatory effects arising out of profiling (see Parts 22 to 28 of this Policy for more details on
data security).
20 Personal Data
Contact Type |
Data Collected |
Purpose of Data |
Client - Developer |
Full Name, home address, D.O.B., email, contact
telephone number, proof of identification, proof of
address, occupation, income, residential status,
company name, company registration, no.
directors/shareholder, registered address, credit
position,
|
● Provide business service(s)
● Provide information obligations to lenders
● Receive payment for services provided (where
applicable)
|
21 Marketing Communications
21.1 You may receive marketing communications from Us if you have:
21.1.1 Requested information, purchased goods or services from Us. Or
21.1.2 Completed one of Our ‘Contact Us’ forms requesting information.
21.1.3 Not opted out of receiving marketing from Us.
21.1.4 You can opt–out at anytime by using the ‘Unsubscribe me’ option at the bottom of
the email (Active Campaign) or by emailing Us at Jack@fundspace.co.uk and typing STOP
in the subject line.
22 Data Protection Measures
22.1 We shall ensure that all its employees, agents, contractors, or other parties working on its
behalf comply with the following when working with personal data:
22.2 Where any personal data is to be erased or otherwise disposed of for any reason (including
where copies have been made and are no longer needed), it should be securely deleted and
disposed of. Hardcopies should be shredded (in Our office before recycling), and electronic
copies should be deleted securely using ‘CleanMyMac3’ (where held on Director(s) Laptop) or
third party system deletion.
22.3 Personal data may be transmitted over secure networks only; transmission over unsecured
networks is not permitted in any circumstances;
22.4 Personal data may not be transmitted over a wireless network if there is a wired alternative
that is reasonably practicable;
22.5 Personal data may be transferred via email if the data owner provides consent for such
transfer. Consent is deemed to be granted when 1) the data owner expresses consent via e-mail
to any domain with @fundspace.co.uk for the transfer and processing their personal data 2) the
data owner willingly sends an email directly containing personal data to the intended recipient(s)
@fundspace.co.uk.
22.6 Where Personal data is to be sent by facsimile transmission it should be marked as
“confidential” and the recipient should be informed in advance of the transmission and should be
waiting by the fax machine to receive the data;
22.7 Where Personal data is to be transferred in hardcopy form it should be marked as
“confidential” and passed directly to the recipient or sent using Royal Mail (receipt signature
required) Postal Service;
22.8 No personal data may be shared informally and if an employee, agent, sub-contractor, or
other party working on behalf of Us requires access to any personal data that they do not already
have access to, such access should be formally requested from Jack Hayden (Director).
22.9 All hardcopies of personal data, along with any electronic copies stored on physical,
removable media should be stored securely in either the locked filing cabinet or locked, fire
proof safe.
22.1.1 No personal data may be transferred to any employees, agents, contractors, or other
parties, whether such parties are working on behalf of Us or not, without the authorisation of Jack
Hayden (Director);
22.1.2 Personal data must be handled with care at all times and should not be left unattended or
on view to unauthorised employees, agents, sub-contractors or other parties at any time;
22.1.3 If personal data is being viewed on a computer screen and the computer in question is to
be left unattended for any period of time, the user must lock the computer and screen before
leaving it.
23 Data Security - Storage
23.1 We shall ensure that the following measures are taken with respect to the storage of
personal data:
23.2 All electronic copies of personal data should be stored securely using an encrypted and
password protected file on Our Mac Laptops or HubSpot.
23.4 All hardcopies of personal data must be stored in the locked filing cabinet in Our office all
electronic copies stored on physical, removable media should be stored in the locked, fireproof
safe located in Our office.
23.5 Personal data may be stored on a mobile device which must have a secure password
system in place (including, but not limited to, laptops, tablets and smartphones), for the purpose
of recording a copy of an original document to prove client identification, home address, proof of
funds or proof of source of funds.
23.6 No personal data should be transferred to any device personally belonging to an employee
and personal data may only be transferred to devices belonging to agents, contractors, or other
parties working on behalf of Us where the party in question has agreed to comply fully with the
letter and spirit of this Policy and of the Regulation (which may include demonstrating to Us that
all suitable technical and organisational measures have been taken);
23.7 All passwords used to protect personal data should be changed regularly and should not
use words or phrases that can be easily guessed or otherwise compromised. All passwords must
contain a combination of uppercase and lowercase letters, numbers, and symbols.
23.8 Under no circumstances should any passwords be written down or shared between any
employees, agents, contractors, or other parties working on behalf of Us, irrespective of seniority
or department. If a password is forgotten, it must be reset using the applicable method. IT staff
do not have access to passwords;
23.9 Where personal data held by Us and used for marketing purposes, it shall be the
responsibility of Jack Hayden (Director) to ensure that no data subjects have added their details
to any marketing preference databases including, but not limited to, the Telephone Preference
Service, the Mail Preference Service, the Email Preference Service, and the Fax Preference
Service. Such details should be checked at least annually.
24 Data Security - Disposal
24.1 When any personal data is to be erased or otherwise disposed of for any reason (including
where copies have been made and are no longer needed), it should be securely deleted and
disposed of. For further information on the deletion and disposal of personal data, please refer
to Part 6 of this document for Our Data Retention process.
25 Data Security - Use of Personal Data
25.1 We shall ensure that the following measures are taken with respect to the use of personal
data:
25.2 No personal data may be shared informally and if an employee, agent, sub-contractor, or
other party working on behalf of Us requires access to any personal data that they do not already
have access to, such access should be formally requested from Jack Hayden – The Data
Protection Officer - Email: jack@fundspace.co.uk;
25.3 No personal data may be transferred to any employees, agents, contractors, or other
parties, whether such parties are working on behalf of Us or not, without the authorisation of Jack
Hayden– The Data Protection Officer – Email: jack@fundspace.co.uk ;
25.4 Personal data must be handled with care at all times and should not be left unattended or
on view to unauthorised employees, agents, sub-contractors, or other parties at any time;
25.5 If personal data is being viewed on a computer screen and the computer in question is to be
left unattended for any period of time, the user must lock the computer and screen before
leaving it; and
25.6 Where personal data held by Us is used for marketing purposes, it shall be the responsibility
of Jack Hayden – The Data Protection Officer – Email: jack@hayden.co.uk to ensure that the
appropriate consent is obtained and that no data subjects have opted out, whether directly or via
a third-party service.
26 Data Security - IT Security
26.1 We shall ensure that the following measures are taken with respect to IT and information
security:
26.2 All passwords used to protect personal data should be changed regularly and should not
use words or phrases that can be easily guessed or otherwise compromised. All passwords must
contain a combination of uppercase and lowercase letters, numbers, and symbols.
26.3 Under no circumstances should any passwords be written down or shared between any
employees, agents, contractors, or other parties working on behalf of Us, irrespective of seniority
or department. If a password is forgotten, it must be reset using the applicable method. IT staff do
not have access to passwords.
26.4 All software (including, but not limited to, applications and operating systems) shall be kept
up-to-date. Our Director(s) shall be responsible for installing any and all security-related updates
as soon as reasonably and practically possible, unless there are valid technical reasons not to do
so; and
27 Organisational Measures
27.1 We shall ensure that the following measures are taken with respect to the collection, holding,
and processing of personal data:
27.2 All employees, agents, contractors, or other parties working on behalf of Us shall be made
fully aware of both their individual responsibilities and Our responsibilities under the Regulation
and under this Policy, and shall be provided with a copy of this Policy;
27.3 Only employees, agents, sub-contractors, or other parties working on behalf of Us that need
access to, and use of, personal data in order to carry out their assigned duties correctly shall
have access to personal data held by Us;
27.4 All employees, agents, contractors, or other parties working on behalf of Us handling
personal data will be appropriately trained to do so;
27.5 All employees, agents, contractors, or other parties working on behalf of Us handling
personal data will be appropriately supervised;
27.6 Methods of collecting, holding and processing personal data shall be regularly evaluated
and reviewed;
27.7 The performance of those employees, agents, contractors, or other parties working on
behalf of Us handling personal data shall be regularly evaluated and reviewed;
27.8 All employees, agents, contractors, or other parties working on behalf of Us handling
personal data will be bound to do so in accordance with the principles of the Regulation and this
Policy by contract;
27.9 All agents, contractors, or other parties working on behalf of Us handling personal data must
ensure that any and all of their employees who are involved in the processing of personal data
are held to the same conditions as those relevant employees of Us arising out of this Policy and
the Regulation;
27.1.1 Where any agent, contractor or other party working on behalf of Us handling personal data
fails in their obligations under this Policy that party shall indemnify and hold harmless Us against
any costs, liability, damages, loss, claims or proceedings which may arise out of that failure.
28 Transferring Personal Data to a Country Outside the EEA
28.1 We does not transfer any personal data to any country outside the EEA, unless:
28.2 The transfer is made with the informed consent of the relevant data subject(s);
28.3 The transfer is necessary for the performance of a contract between the data subject and
We (or for pre-contractual steps taken at the request of the data subject);
28.4 The transfer is necessary for important public interest reasons;
28.5 The transfer is necessary for the conduct of legal claims;
28.6 The transfer is necessary to protect the vital interests of the data subject or other individuals
where the data subject is physically or legally unable to give their consent; or;
28.7 The transfer is made from a register that, under UK or EU law, is intended to provide
information to the public and which is open for access by the public in general or otherwise to
those who are able to show a legitimate interest in accessing the register.
29 Data Breach Notification
29.1 All personal data breaches must be reported immediately to Our Data Protection Officer
(Jack Hayden).
29.2 If a personal data breach occurs and that breach is likely to result in a risk to the rights and
freedoms of data subjects (e.g. financial loss, breach of confidentiality, discrimination,
reputational damage, or other significant social or economic damage), the data protection officer
must ensure that the Information Commissioner’s Office is informed of the breach without delay,
and in any event, within 72 hours after having become aware of it.
29.3 In the event that a personal data breach is likely to result in a high risk to the rights and
freedoms of data subjects, the Data Protection Officer must ensure that all affected data subjects
are informed of the breach directly and without undue delay.
29.4 Data breach notifications shall include the following information:
29.4.1 The categories and approximate number of data subjects concerned;
29.4.2 The categories and approximate number of personal data records concerned;
29.4.3 The name and contact details of Our Data Protection Officer (or other contact point
where more information can be obtained);
29.4.4 The likely consequences of the breach;
29.4.5 Details of the measures taken, or proposed to be taken, by Our to address the
breach including, where appropriate, measures to mitigate its possible adverse effects.
30 Third Party Links
30.1 Our website may include links to ‘third party websites’, applications or plugins. By clicking
on any of those links you are enabling those connections and that may allow third party websites
to collect data about you.
30.2 We do not control those third-party websites and cannot be held responsible for their
privacy policies. We advise that if you leave Our website, that you read privacy notices for all
other websites that you may visit. For more information please refer to Our Data Retention Policy
section later in this document.
31 Cookies Policy
31.1 We currently do not track and use cookies on our website.
32 Implementation of Policy
32.1 This Policy shall be deemed effective as of 23rd September 2024. No part of this Policy
shall have retroactive effect and shall thus apply only to matters occurring on or after this date.
This Policy has been approved & authorised by:
Name: Jack Hayden
Position: Director
Date: 23rd Septmeber 2024
Review Date: 24th Septmeber 2025
Signature: J. Hayden