Privacy policy

B-Compliant Ltd. is a company registered in England & Wales (collectively referred to as B-Compliant, “we” or “us” in this policy).

OVERVIEW

This policy applies when you visit and interact with our website at B-Compliant and to the services that we provide to you.  It contains information about:

– how we use your data;

– what personal data we collect;

– how we ensure your privacy is maintained; and

– your legal rights relating to your personal data.

More details are below

B-Compliant PRIVACY POLICY

INTRODUCTION

This privacy policy will inform you as to how we look after your personal data when you visit www.b-compliant.co.uk (the “Website”) (regardless of where you visit it from) as well as when you instruct us as a client (“Services”) and tells you about your privacy rights and how the law protects you.

IMPORTANT INFORMATION AND WHO WE ARE

Purpose of this privacy notice

It is important that you read this privacy policy together with any other privacy notice or fair processing notice 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 accesing your data. This privacy policy supplements the other notices and is not intended to override them.

Controller

B-Compliant Ltd. is the controller and responsible for your personal data (collectively referred to as “we”, “us” or “our” in this privacy policy).

Contact details

If you have any questions about this privacy policy, please contact us using the details set out below

Contact details

Our full details are:

Name: Jeremy Smith

Email address: info@b-compliant.co.uk

Postal address: Suite 1, Cadman House, Wharf Road, Sale M33 2AF

Telephone number: 0161 521 8641

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Changes to the privacy notice and your duty to inform us of changes

This version was last updated in August 2024.

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.

THE DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

  • Identity Data includes first name, last name.
  • Contact Data includes email address.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access the Website.
  • Profile Data includes your interests, preferences, feedback and survey responses.
  • Usage Data includes information about how you use the Website and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

Financial Data Collection and Use

In order to process your orders and complete transactions on our website, we collect and process financial data including payment card details (credit/debit card number, expiration date, and CVV code), billing addresses, and transaction history. This data is used exclusively for processing payments, fulfilling orders, issuing refunds, and handling any transaction-related disputes. We do not store your payment card details after the transaction is completed; all payment data is securely transmitted to our third-party payment processors, who are fully PCI DSS compliant.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with certain services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

How is your personal data collected?

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity and Contact Data via a website form, or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
  • Request to use our services;
  • Purchase one of our products.
  • Automated technologies or interactions. As you interact with the Website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. Please see our cookie policy for further details.
  • Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below:
  • Technical Data from the following parties:
    • Analytics Providers – We may receive technical data such as IP addresses, browser types, and operating system information from analytics providers like Google Analytics. These services help us understand how visitors interact with our website and improve our online services.
    • Advertising Networks: Technical data related to user interactions with online advertisements might be collected from advertising networks such as Google Ads or LinkedIn Ads. This includes data on how users engage with our ads and website.
    • Social Media Platforms: We may receive technical data from social media platforms like LinkedIn, Twitter, or Facebook when you interact with our social media content. This data can include your social media profile information, interaction data, and device information.
    • Publicly Available Databases: Technical and usage data might also be obtained from publicly available databases or online directories such as Company House, FCA, FOS & ICO. These sources can provide information about companies and individuals that is relevant to our compliance services.

 

HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract for services we are about to enter into or have entered into with you.
  • 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 you have provided your express consent for us to use your personal
  • Where we need to comply with a legal or regulatory obligation.

You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so.

Note that 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 contact us 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.

Purpose/Activity Type of data Lawful basis for processing
1. Sending you a newsletter via email by using the ‘Sign up to The Buzz Word’ function on the Website

2. Providing your name, telephone number and email address in the ‘Request a call’ function on the Website

3. When you contact us via email by clicking on the email address links or ‘get in touch’ links on the Website

Identity

Contact

Profile

Marketing and Communications

Consent
To discharge our duties as your consultants All information necessary to act as your consultant, including, but not limited to:

Identity

Contact

Profile

Regulatory

Financial

Performance of contract
To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Asking you to leave a review or take a survey

Identity

Contact

Profile

Marketing and Communications

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated and to study how clients use our products/services)

To enable you to complete a survey Identity

Contact

Profile

Usage

Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)

To administer and protect our business and the Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) Identity

Contact

Technical

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

To deliver relevant Website and newsletter content to you and measure or understand the effectiveness of the content we serve to you Identity

Contact

Profile

Usage

Marketing and Communications

Technical

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our Website, products/services, marketing, customer relationships and experiences Technical

Usage

Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you Identity

Contact

Technical

Usage

Profile

Necessary for our legitimate interests (to develop our products/services and grow our business)

 

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.  We use the following personal data control mechanisms:

Opt-in Contact Form – We provide an opt-in option through a contact form on our website.

Opt-out Links  – Each marketing email we send includes an opt-out link that allows you to unsubscribe from future communications easily.

Cookie Management – You can control the use of cookies and similar tracking technologies through our cookie management tool on the website. This tool allows you to accept or reject non-essential cookies.

Direct Contact  – You can also contact us directly at any time via email or phone to request changes to your marketing preferences or to withdraw your consent for any specific data uses.

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data 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 by completing forms or submitting an enquiry via our website.

Third-party marketing

We may share your personal data with our marketing agency for marketing purposes.

Opting out

You can ask us to stop sending you marketing messages at any time by checking or unchecking relevant boxes to adjust your marketing preferences or by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy here.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your shopping experience. These cookies allow us to remember items in your shopping cart, save your preferences for future visits, and provide personalised product recommendations. We may also use cookies to track your browsing behavior on our website for the purposes of improving our services and for marketing purposes. You can manage your cookie preferences through your browser settings, and you have the option to disable certain types of cookies. However, please note that disabling cookies may affect the functionality of certain features of our website, including the ability to make purchases.

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 get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

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.

How long do we keep hold of your information?

    • During the course of our relationship with you, we will retain personal data necessary to provide our services effectively and in compliance with applicable laws and regulations. We take all reasonable steps to ensure that your personal data is accurate and up to date throughout our relationship.
    • Following the end of our relationship with you, we are required to retain your data for specific periods to comply with legal and regulatory obligations. These retention periods are generally:
      • Six years for accounting and financial reporting purposes, in compliance with HMRC (Her Majesty’s Revenue and Customs) regulations.
      • Five years for compliance with FCA requirements, which apply to records relating to financial services and activities regulated by the FCA.
      • Three years for client communications, as mandated by the FCA for certain types of financial advisory services.
      • Seven years for documentation related to pension transfers and opt-out advice, as required under FCA guidelines to ensure appropriate documentation is available for future review.

These retention periods commence after the end of our relationship with you, representing the minimum duration for which we are legally obligated to maintain your records. In certain cases, we may need to retain data for longer periods to fulfill our contractual obligations, resolve disputes, or enforce our agreements, depending on the nature of the services provided.

We reserve the right to retain data for longer where we believe it’s in our legitimate interests to do so.

You have the right to request deletion of your personal data. We’ll comply with this request, subject to the restrictions of our regulatory obligations and legitimate interests as noted above.

DISCLOSURES OF YOUR PERSONAL DATA

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.

  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
  • Regulatory Agencies for financial services.

Sharing Personal Data with Third Parties

To efficiently process your orders and provide the services you request, we may share your personal data with trusted third parties, including but not limited to payment processors, shipping companies, and service providers involved in fulfilling your order. These third parties are only authorised to use your personal data for the specific purposes of providing these services and are contractually obligated to protect your data in accordance with applicable laws and our own data protection standards.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We only permit them to process your personal data for specified purposes and in accordance with our instructions or in accordance with applicable laws.

INTERNATIONAL TRANSFERS

We do not transfer your personal data outside the European Economic Area (EEA).

If our services involve the processing of your personal data outside the European Economic Area (EEA), we ensure that your data is adequately protected. We only transfer your data to countries that have been deemed to provide an adequate level of data protection by the European Commission or where we have implemented appropriate safeguards, such as standard contractual clauses approved by the European Commission, to protect your privacy and fundamental rights.

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. They will only process your personal data on our instructions 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.

We prioritize the security of your financial and personal data and have implemented stringent security measures to protect your data against unauthorized access, alteration, disclosure, or destruction. These measures include encrypted transmission of payment data, regular security assessments, and compliance with industry standards such as the Payment Card Industry Data Security Standard (PCI DSS). Additionally, access to your personal data is restricted to authorized personnel who require this data to perform their job functions.

DATA RETENTION

How long will you use my personal data for?

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.

ACCESS TO YOU DATA

No fee usually required

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.

What we may need from you

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.

Time limit to respond

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 a number of requests. In this case, we will notify you and keep you updated.

YOUR LEGAL RIGHTS

You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time.

Managing Your Account Data and Order Information

As a customer, you have full control over your account data and order information. You can view and update your account details, including your contact information and payment preferences, at any time by logging into your account on our website. Additionally, you can review your order history, track current orders, and manage returns or refunds through your account dashboard. If you encounter any issues with your orders or account, our customer support team is available to assist you.

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