Published: 31 May 2018
Updated: 18th May 2022
Please take the time to read the following information carefully so that you fully understand our views and practices regarding your personal data and how we will use it. You must be over 18 years old to use our Site.
We understand that your privacy is important to you and that you care about how your personal data is used and shared. We respect and value the privacy of everyone who we collect personal data about and we will only collect and use personal data in ways that are described in this privacy policy, and in a manner that is consistent with our obligations and your rights under applicable data protection laws.
This privacy policy applies to:
We do not collect any personal data about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, or genetic or biometric data. Nor do we collect any information about criminal convictions and/or offences.
This Site is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your personal data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
You can read about who we are and what we do here.
For the purposes of the UK Data Protection Act 2018 and, to the extent relevant, the General Data Protection Regulation ((EU) 2016/679) (DP Laws), Advice Cloud Limited is the controller and responsible for your personal data. We are registered as a controller with the Information Commissioner’s Office (ICO) (our registration number is ZA356010). If you have any questions regarding this privacy policy or believe we have breached any DP Laws, please contact us at privacy@advice-cloud.co.uk or write to us at Platf9rm, Hove Town Hall, Church Road, Hove, BN3 2AF.
You have the right to make a complaint at any time to a data protection authority about our collection and use of your personal data. For more information, please contact your local data protection authority. The ICO’s contact details can be found at www.ico.org.uk and the contact details for data protection authorities in the EEA are available here. We would, however, appreciate the chance to deal with your concerns before you approach a data protection authority so please contact us in the first instance.
This privacy policy, together with our Terms and Conditions (and any other documents referred to in it) (this Policy) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. By using our Site, you accept the practices described in this Policy.
This Policy is effective on and from 31st May 2018. We may amend this Policy at any time, and whenever we do so we will notify you by posting a revised version on our Site or emailing you. Please review this Policy each time you visit our Site as it may have been updated since your last visit.
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 get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us (see Who we are ). If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
This Policy is provided in a layered format so you can click through to the specific areas set out below. Alternatively, you can download a pdf version of the policy here.
Personal data we collect: With regard to each of your visits to our Site, we will automatically collect:
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate information about how you use our Site to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Policy.
Cookies: Our Site uses cookies to distinguish you from other users of our Site. This helps us to provide you with a good experience when you browse our Site and also allows us to improve our Site. Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of our Site and to compile statistical reports on website activity. You can read more about how we use cookies in our Cookie Policy. You can enable or disable cookies by modifying the settings using the cookie preference button and in your browser. You can find out how to do this, and find more information on cookies, at www.allaboutcookies.org.
Using your personal data: We will use this information for the following legitimate interests (whether ours or a third party’s):
We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us (see Who we are).
Sharing your personal data: We will only share personal data with third parties in the following instances:
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Retaining your personal data: This information is kept for 26 months (to reflect Google Analytics retention period settings and to ensure we can conduct year on year comparisons) and will then be deleted automatically. However:
Your rights: Please see Your rights.
Personal data we collect: If you contact us or we contact you (by phone, email or otherwise) in connection with your purchase of our products and/or services, we will hold your name, job title/profession, employer details, email address(es), phone number(es), location, your personal bank information if you pay for our products/services using your own credit or debit card, and demographic information (such as your preferences and interests) (including any other details that appear on your business card which you provide to us). If you create an account online via our Site, we will also collect profile data (including your username and password, purchases or orders made by you and your interests, training undertaken, preferences, feedback and survey responses) and your preferences in receiving marketing from us (including third party content, events and/or webinars we think might be of interest to you) and other communications.
We may also collect:
We do not record calls.
Using your personal data: We will use this information for the following legitimate interests (whether ours or a third party’s):
We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us (see Who we are).
Sharing your personal data: We will only share personal data with third parties in the following instances:
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Retaining your personal data: This information will be kept for the duration of our contract with the company who is purchasing our products and/or services, and then 7 years thereafter in the event of a legal claim. However:
Your rights: Please see Your rights.
If you have also visited our Site, please see Visitors to our Site.
Personal data we collect: If you contact us or we contact you (by phone, email or otherwise) in connection with supply services, goods and/or software to us, we will hold your name, job title/profession, employer details, email address(es), phone number(es), location and demographic information (such as your preferences and interests) (including any other details that appear on your business card which you provide to us).
We may also collect:
We do not record calls.
Using your personal data: We will use this information for the following legitimate interests (whether ours or a third party’s):
We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us (see Who we are).
Sharing your personal data: We will only share personal data with third parties in the following instances:
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Retaining your personal data: This information will be kept for the duration of our contract with the company who is supplying to us, and then 7 years thereafter in the event of a legal claim. However:
Your rights: Please see Your rights.
If you have also visited our Site, please see Visitors to our Site.
Personal data we collect: If you contact us or we contact you (by phone, email or otherwise) to make an enquiry about our products and/or services, or request information or a quote from us, we will hold your name, job title/profession, employer details, email address(es), phone number(s), location and any other details you give us (such as the details you complete if you use a form on our Site to contact us or any other details that appear on your business card which you provide to us).
We may also collect:
We do not record calls.
Using your personal data: We will use this information for the following legitimate interests (whether ours or a third party’s):
We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us (see Who we are).
Sharing your personal data: We will only share personal data with third parties in the following instances:
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Retaining your personal data: This information will be kept for the duration of your enquiry or request and for so long as you are engaging with our marketing campaigns (e.g., by opening/clicking/downloading our marketing communications) (we review our marketing database to identify activity and inactivity every 12 months). However:
Your rights: Please see Your rights.
If you have also visited our Site, please see Visitors to our Site.
Personal data we collect: If you complete a survey or otherwise give us feedback, we will hold (as applicable) your name, job title, contact details and any other details you choose to give us when you complete a survey or feedback form. If you choose to provide this information, we may also hold information about your gender, race or ethnic origin, religious or philosophical beliefs, political opinions, or information about your health.
We will not collect any personal data (including sensitive personal data) about you if our surveys or feedback forms are being run on an anonymous basis.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate information about the different types of groups we support or work with. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Policy.
Using your personal data: We will use information you give us when you complete a survey or otherwise give us feedback for the following legitimate interests (whether ours or a third party’s) (as applicable):
We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us (see Who we are).
Sharing your personal data: We will only share personal data with third parties in the following instances:
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Retaining your personal data: This information will be kept for a period of 12 months and then anonymised. However:
Your rights: Please see Your rights.
If you have also visited our Site, please see Visitors to our Site.
We may transfer your personal data to various jurisdictions to perform our obligations under this Policy and related agreements. The applicable data protection laws of those jurisdictions may differ from the data protection laws of your country and, in some cases, may not be as protective. Whenever we transfer your personal data outside your country of residence, we will ensure a similar degree of protection is afforded to it as the data protection laws of your country. For example, if you are based in the UK or EEA, your personal data may be transferred to countries that have been deemed to provide an adequate level of protection for personal data by (as applicable) the UK Government or the European Commission. In other instances, we will ensure at least one other lawful safeguard is implemented, which may include the use of specific contracts approved by (as applicable) the UK Government or the European Commission..
In relation to personal data we hold about you, you have the right to:
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
You may access certain areas of our Site without providing any personal data at all. However, to use all features and functions available on our Site you may be required to submit or allow for the collection of certain personal data. You may restrict our use of cookies. For more information, see our Cookie Policy.
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 for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
If you would like to exercise any of these rights, please contact us (see Who we are).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 calendar month (starting from the day after we receive your request). Occasionally it could 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.
To help protect the privacy of personal data you transmit, we maintain physical, technical and administrative safeguards and require the same of any third parties we share your personal data with. Any payment transactions will be encrypted. Our security technology is centrally managed and monitored by a third party IT support company. Our employee’s access to business tools adheres to our Password Policy and NCSC Guidance. We are in control of all user accounts and the access privileges granted to each user account. In addition, we regularly train our staff about the importance of confidentiality and maintaining the privacy and security of your personal data. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
As you will be aware the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to our Site; any transmission is at your own risk. Once we have received your personal data, we will use physical, technical and administrative safeguards to prevent unauthorised access to your personal data.
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.
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. To opt out of marketing communications, see Opting out below.
Promotional offers from us: We may use your location, browsing history on our website, resources downloaded on our Site, forms filled on our Site, social media engagements with us, event and webinar engagements with us or third parties who help us to arrange and/or host events and/or webinars, email exchanges with our employees, contractors, consultants and freelancers, previous purchasing history of our products and/or services, and phone calls with our employees, contractors, consultants and freelancers, to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us, if we think the information might be of interest to you, or if you have purchased products or services from us and you have not opted out of receiving that marketing.
Third-party marketing: We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
Opting out: You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, product/service experience or other transactions. Please note that if you ask us not to contact you by email at a certain email address, we will retain a copy of that email address on a “suppression list” in order to comply with your no-contact request.
We will process your personal data for our legitimate interests, namely to enable us to grow our business and develop our products/services. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us (see Who we are).
You are free to change your marketing choices at any time.
Our Site may, from time to time, contain links to and from the websites of third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Our Site uses interfaces with social media sites such as Facebook, LinkedIn, Twitter and others. If you choose to “like” or share information from our Site through these services, you should review the privacy policy of that service. If you are a member of a social media site, the interfaces may allow the social media site to connect your Site visit to your personal data.