Privacy Policy

Who we are

What data we collect

We may collect, store, and use information about you in the course of promoting and providing our services. The information which we collect relates to:

• your name and job title
• your contact information including your email address, billing address and telephone number
• technical data including internet protocol (IP) address and other technology details on the devices you use to access this website.

Please note that we do not collect any special categories of personal data. This 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 or biometric data.

How we collect data

We will collect information from you when you contact us directly or provide information in order for us to provide our products and services. We collect information from and about you in the following ways:

Direct interactions: when you give us your personal information during correspondence with us. This includes when you:

• engage us to provide a service
• give us your contact details in order to discuss our services

Website: when we collect information using cookies or similar technologies which tell us about your equipment, browsing actions and patterns.

Lawful basis for processing data

We only obtain, use and keep personal information where for a specific purpose. Below we set out the legal reason or basis for processing your data:

• Performance of a contract: we have a contract in place with you. For example, we have agreed to provide regulatory advice or services for you and have a contractual agreement to do this.
• Legitimate interest: We have an interest in processing the information and, in doing so, your fundamental rights are not overridden. Examples of legitimate interests can be: i) to develop our products and services, therefore we could contact you about products and services we think you may be interested in; ii) to understand how customers use our website and improve their experience, therefore we could analyse data on website usage.
• Legal obligation: Where we have a contract with you we may need to comply with regulatory requirements under the UK law such as record keeping and detection or prevention of unlawful acts.

We will only use your personal information for the reason for which we collected it. We will only use it for another reason if we believe that new reason is compatible with the original purpose. If we do need to use your personal information for a non-related purpose we will tell you about it and explain the legal basis which allows us to do so.

Who we share your data with

We may share your data with third parties for different purposes as outlined below:

• Third parties to process information on our behalf such as Internet service and platform providers, payment processing providers, software application providers in order to provide you with the services and information you have requested or which we believe is of interest to you.
• Third parties that we refer to you because you consented to us sending information, such as professional advisers.
• Regulators , if this is necessary to perform the contract with you
• Third party in order to meet our legal and regulatory obligations, including statutory or regulatory reporting or the detection or prevention of unlawful acts.

How long we retain your data

Where we have a contract with you we need to keep your personal information to fulfil our contract. We also need to comply with record keeping requirements under the UK law. Our policy is to keep records regarding our engagements for a reasonable period after you are no longer a client. We will ensure all records are safely destroyed if we no longer need to retain them.

Where we have a non-contractual relationship with you, we will retain your contact information for as long as you would like us to, and we will give you the option to unsubscribe from any marketing communication.

What rights you have over your data

You are provided with a number of different rights under the data protection laws in relation to your personal information. These allow you:

• to access your information
• to request we correct your information
• to request that we erase your information
• to object to the processing of your information
• to request a restriction in the processing of your information
• to request a transfer of your information
• to withdraw your consent

If you wish to exercise any of these rights please send an email to info@complylinks.co.uk. Please note that you will not have to pay a fee to access your personal information or to exercise any of the other rights. We may, however, charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or we may refuse to deal with your request. We may also need to seek further information from you to confirm your identity before we release any personal information. This does not affect your right to make a complaint.

If you believe that any information we are holding on you is incorrect or incomplete, please email us at info@complylinks.co.uk. We will promptly correct any information found to be incorrect.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. We have a procedure to deal with any suspected personal data breach and will notify you, and other regulators, where we are legally required to do so.

Data transfers

We may use service providers based outside the UK to help us provide our website, applications and services to you, therefore we may transfer your information to service providers outside the UK for the purpose of providing our applications and services to you.

We take steps to ensure that where your personal data is transferred outside of the UK by our service providers and hosting providers, appropriate measures and controls are in place to give personal data the same protection it has in the UK.

Marketing

Marketing communications

We may use your personal data to contact you with details about our services we feel may be of interest to you. We may contact you for this purpose by telephone or email. You have the right at any time to stop us from contacting you for marketing purposes. If you wish to exercise these rights you can do so by selecting the ‘unsubscribe’ button in the emails that we send to you or by contacting us at info@complylinks.co.uk

Cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can set your browser to refuse all or some cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly.

Changes to the Privacy Policy

We may need to make changes to this Privacy Notice as a result of developments in our business model or regulatory requirements. This will not reduce your rights or the level of protection we apply to your personal data. The most up to date Privacy Notice will always be published on our website and we will clearly identify the changes we have made in any updates.

This Privacy Notice was last modified on 02 February 2022.