Privacy Policy

Introduction

This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we'll store and handle that data, and keep it safe

We know that there's a lot of information here, but we want you to be fully informed about your rights, and how StaffFlow Technologies ltd uses your data

We hope the following sections will answer any questions you have but if not, please do get in touch with us.

It's likely that we'll need to update this Privacy Notice from time to time. We'll notify you of any significant changes, but you're welcome to come back and check it whenever you wish.

Explaining the legal bases, we rely on

The law on data protection sets out a number of different reasons why a company may collect and process your personal data, including:

• Consent: In specific situations, we can collect and process your data with your consent. For example, when you tick a box to receive email newsletters. When collecting your personal data, we'll always make clear to you which data is necessary in connection with the service.
• Contractual obligations: In certain circumstances, we need your personal data to comply with our contractual obligations. For example, when you sign up to our service we will use personal details to supply technical support/training
• Legal compliance: If the law requires us to, we may need to collect and process your data. For example, we can pass on details of people involved in fraud or other criminal activity affecting the Partnership to law enforcement.
• Legitimate interest: In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example, we can keep up with demand, or develop new products/services.

When do we collect your personal data?

• When you create an account with us.
• When you contact us by any means with queries, complaints etc.
• When you book any kind of appointment with us
• We collect data from publicly-available sources (such as Companies House) when you have given your consent to share information or where the information is made public as a matter of law.

What sort of personal data do we collect?

• Information gathered by the use of cookies in your web browser.
• If you purchase the service with us: your name, company address, orders and receipts, email and telephone numbers. For your security, we’ll also keep an encrypted record of your login password.
• Details of your interactions with us through support centres, online or by using one of our apps.
• For example, we collect notes from our conversations with you, details of any complaints or comments you make, details of invoices to you and payments you made. Which of our web pages you visit and how and when you contact us.
• Copies of documents you provide or identity documents where the law requires this. (including your passport and driver's licence). This will include details of your full name, address, date of birth and facial image. If you provide a passport, the data will also include your place of birth, gender and nationality.

How and why do we use your personal data?

The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.

Of course, if you wish to change how we use your data, you'll find details in the 'What are my rights?' section below.

Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.

To respond to your queries and complaints, handling the information, you sent enables us to respond. We may also keep a record of these to inform on any future communication with us and to demonstrate how we communicated with you throughout. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding of how we can improve our service based on your experience.

To protect our business and your account from fraud and other illegal activities. This includes using your personal data to maintain, update and safeguard your account. We'll also monitor your browsing activity with us to quickly identify and resolve any problems and protect the integrity of our websites. We'll do all of this as part of our legitimate interest.

For example, we will check your password when you login and use automated monitoring of IP addresses to identify possible fraudulent log-ins from unexpected locations.

To protect our customers, premises, assets and Partners from crime, we operate CCTV systems in our offices and car park, which record images for security. We do this on the basis of our legitimate business interests.

To process payments and to prevent fraudulent transactions. We do this on the basis of our legitimate business interests. This also helps to protect our customers from fraud.

If we discover any criminal activity or alleged criminal activity through our use of CCTV, fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. Our aim is to protect the individuals we interact with from criminal activities.

Of course, you are free to opt out of hearing from us by any of these channels at any time.

How we protect your personal data

We know how much data security matters to all of our customers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.

We secure access to all our websites and apps using a secure connection using technologies such as 'https', 'sftp'.

Access to your personal data is password-protected, and sensitive data such as bank details are secured

We regularly monitor our system for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security.

How long will we keep your personal data?

Whenever we collect or process your personal data, we'll only keep it for as long as is necessary for the purpose for which it was collected.

At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

Example of customer data retention periods:

When you place an order for our services, we'll keep the personal data you give us for seven years so we can comply with our legal and contractual obligations.

Who do we share your personal data with?

We sometimes share your personal data with trusted third parties. For example, delivery couriers, technicians visiting your premises, for fraud management, to handle complaints. We provide only the information they need to perform their specific services. They may only use your data for the exact purposes we specify in our contract with them. We work closely with them to ensure that your privacy is respected and protected at all times. If we stop using their services, we will request for your data held by them will either be deleted or rendered anonymous.

Where your personal data may be processed

Protecting your data outside the EEA

The EEA includes all EU Member countries as well as Iceland, Liechtenstein and Norway. We may transfer personal data that we collect from you to third-party data processors in countries that are outside the EEA.

For example, this might be required in order to fulfil your order, process your payment details or provide support services.

If we do this, we have procedures in place to ensure your data receives the same protection as if it were being processed inside the EEA. For example, our contracts with third parties stipulate the standards they must follow at all times. If you wish for more information about these contracts please contact our Data Protection Officer.

Any transfer of your personal data will follow applicable laws and we will treat the information under the guiding principles of this Privacy Notice.

What are your rights over your personal data?

You have the right to request: 

• Access to the personal data we hold about you, free of charge in most cases.
• The correction of your personal data when incorrect, out of date or incomplete. For example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end (a person has left your employment and the account is no longer used). That we stop any consent-based processing of your personal data after you withdraw that consent.

Your right to withdraw consent

• Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.

Where we rely on our legitimate interest

• In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.

Checking your identity

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

Contacting the Regulator

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner's Office.

You can contact them by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns (opens in a new window; please note we can't be responsible for the content of external websites)

If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence. Details can be found in Section 13.