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Address
Old Station Road,
Loughton, Essex IG10 4PLTelephone
020 8418 3333
Email
Privacy Statement
At Haslers Business Services LLP and its associated businesses (referred to as “we,” “us,” or “our”), we are committed to safeguarding and respecting the personal data we hold. Depending on the circumstances, we may engage other companies or firms associated with us to provide certain services. This privacy statement outlines why and how we collect and use personal data, as well as provides information about individuals’ rights. It applies to personal data provided directly by individuals or on their behalf by others. Please read the following carefully to understand our practices regarding your personal data and how we handle it.
Contact Details
Data Controller: Haslers Business Services LLP
Address: Old Station Road, Loughton, Essex IG10 4PL
Email: advice@haslers.com
Website: www.haslers.com
Purpose and Collection of Personal Data: We process personal data for various purposes, including service provision, legal compliance, and respecting individual rights.
The specific means of collection, lawful basis for processing, use, disclosure, and retention periods vary based on each purpose (detailed in relevant sections below).
Third-Party Data and Automatic Collection:
When we receive personal data from third parties related to an individual, we ensure that the necessary information about data use is communicated.
Additionally, we automatically collect information (such as IP addresses, previous page visits, and usage data) when you visit our website or use our services.
PERSONAL DATA
In accordance with the United Kingdom General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (the Act), and the General Data Protection Regulation (Regulation (EU) 2016/679) (EU GDPR), personal data refers to “any information relating to an identified or identifiable natural person (data subject).” This information can be linked to an identifier such as a name, identification number, location data, online identifier, or specific factors related to the individual’s physical, physiological, genetic, mental, economic, cultural, or social identity.
THE DATA CONTROLLER
A data controller is an individual or legal entity responsible for managing and utilising personal data stored in either paper or electronic files. Haslers Business Services LLP serves as the data controller, as defined by applicable data protection laws and regulations.
Legal Bases for Processing Personal Data
Under the United Kingdom General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (the Act), and the General Data Protection Regulation (Regulation (EU) 2016/679) (EU GDPR), personal data processing must align with specific legal bases. At least one of the following conditions must apply whenever personal data is processed:
Consent (Article 6(a)): You have freely, specifically, and unambiguously given consent for your personal data to be processed for a specific purpose.
Contract Performance (Article 6(b)): Processing is necessary for fulfilling a contract you have with Haslers. This includes situations where specific steps are required before entering into a contract.
Compliance with Legal Obligations (Article 6©): Processing is necessary for Haslers to meet legal requirements related to tax, social security obligations, and employment law (excluding contractual obligations).
Protection of Vital Interests (Article 6(d)): Processing is crucial for an individual’s survival.
Public Interest (Article 6(e)): Processing is necessary for Haslers to perform tasks in the public interest or related to official functions, with a clear legal basis.
Legitimate Interests (Article 6(f)): Processing is necessary for Haslers’ legitimate interests or those of a third party, unless there are compelling reasons to protect the individual’s personal data that override these interests.
DATA RIGHTS
Your data subject rights are listed below:
To exercise any of the above writes, please write to:
Data Controller
Haslers Business Services LLP
OId Station Road
Loughton
Essex IG10 4PL
Email: advice@haslers.com
DATA THAT WE HOLD
Professional Services
We offer services to both individuals and various organisations, including businesses and non-profit making organisations. The specific data we hold depends on the nature of the services we provide.
When engaging with clients for professional services, we may collect and process personal data to fulfil contractual obligations. We kindly request that clients only provide necessary personal information required for us to meet our contractual commitments.
Our data processing serves several purposes:
What data is processed?
The data we process depends on the type of services provided and the recipients of those services:
Business Contacts
Personal data from our contacts, which encompasses both potential and prior customers, as well as potential and prior employees, is securely stored in our Customer Relationship Management (CRM) tool. This information is entered into the CRM tool following contact between a partner or staff member of Haslers and a business contact.
Why do we process this data? When personal data related to business contacts is held, it serves the following purposes:
What specific data do we hold? The personal data stored in the CRM tool includes, but is not limited to:
Additionally, personal data may be securely archived with restricted access and other appropriate safeguards when there is a need to continue retaining it.
Our people
We gather personal data for our employees as part of our business administration, management, and promotional activities. Our Employee Handbook and consultancy agreements provide detailed information on how we handle personal data for our staff and consultants
Applicants
When an individual applies to work with us, we collect personal data during the application process. Some of this data is obtained through forms on our website, which are described in the section related to individuals using our website. The data collected from applicants via the website serves the following purposes:
Suppliers
We collect and process personal data related to our suppliers, subcontractors, and the individuals associated with them. This data serves several purposes:
What specific data do we hold? We retain data necessary for the aforementioned purposes. For example, this typically includes supplier names, contact names, and supplier contact details.”
Visitors to our office
We collect personal data is collected when individuals visit our office, through sign in details, CCTV and meeting invites.
CCTV is securely held with limited access, and only available when needed for investigating an incident.
Why do we process data?
Visitor data is retained in case of theft or any other incident to protect both staff and the data held in the office.
What data is held?
Footage of visitors is retained on CCTV to ensure physical security of the office.
People who use our website, mobile apps, and other means
Individuals who engage with our online platforms, including our website, mobile apps, and other channels, contribute to the collection of personal data. This data is acquired through automated tracking mechanisms and interactions with various forms on these platforms (collectively referred to as ‘websites’).
Additionally, personal data may be gathered when individuals contact us via phone, email, or other means. Such interactions encompass scenarios where an individual:
During website visits, specific personal data may be automatically collected. Furthermore, we collaborate with third parties who collect data on our behalf. These third parties include business partners, sub-contractors in technical, payment, and delivery services, advertising networks, analytics providers, search information providers, and credit reference agencies.
It’s important to note that individuals who visit our websites often fall into multiple categories outlined in our privacy policy. For example, website users may be current clients, business contacts, or potential future clients. In such cases, data initially collected and processed for website users may also serve other purposes.”
Why do we process data?
When individuals visit our websites, they may provide personal data for various reasons. These include:
What data do we hold?
The data we hold varies based on what information was entered and for what purpose:
SHARING PERSONAL DATA
We may share your data with our associated businesses. Additionally, we may disclose your personal data to third parties under the following circumstances:
LOCATIONS OF PROCESSING
Whenever feasible, personal data remains within the UK territory. However, there may be instances where it is transferred to and stored in a destination outside the UK. In such cases, we take reasonable measures to ensure that your data is securely treated in accordance with this privacy policy.
If personal data is transferred outside the UK to a country lacking a designated adequacy rating, we implement appropriate safeguards as per Article 46 of the UK GDPR. Alternatively, we may seek the data subject’s consent under Article 49 of the UK GDPR before processing the data.
SECURITY OF YOUR INFORMATION
To safeguard the privacy of data and personally identifiable information transmitted through our website, we employ physical, technical, and administrative safeguards. Our security technology is regularly updated and tested. Access to your personal data is restricted to employees who require it for providing benefits or services to you. Additionally, we train our employees on the significance of confidentiality and maintaining the privacy and security of your information. We are committed to enforcing privacy responsibilities through appropriate disciplinary measures
HOW LONG WE STORE YOUR PERSONAL DATA FOR
We adhere to our data retention policy when storing your personal data. This policy is regularly reviewed and updated internally to ensure that we retain data only for necessary periods. Additionally, we assess where and how data is stored to meet our obligation of secure data storage.
Certain data we hold may be subject to legal and regulatory obligations, which dictate minimum retention periods for different data types. The specific retention period varies based on the type of data we hold.
Furthermore, as outlined in this policy, we collect data for various purposes and from different groups. Consequently, we retain information in distinct ways.
Professional Services
We retain the personal data processed by us in a live environment for as long as necessary for the purpose(s) for which it was collected. This duration typically aligns with applicable law or regulation, which often mandates a retention period of approximately 6 years.
In certain cases, we may retain data for longer to establish, exercise, or defend our legal rights and those of our clients.
Personal data that we no longer actively use is securely archived. We apply restricted access and other appropriate safeguards to ensure continued retention where necessary.
Business Contacts
We retain the personal data processed by us for as long as necessary based on the purpose(s) for which it was collected. However, the personal data of business contacts will not be retained if there is no evidence that a business contact is actively engaged with us or our communications.
Our People and the applicants
Personal data collected from applicants is retained for as long as necessary to fulfill the purpose for which it was collected. If those purposes are no longer relevant, the maximum retention period is two years.
Suppliers
We retain the personal data processed by us for as long as necessary based on the purpose for which it was collected. This duration typically aligns with applicable law or regulation, which often mandates a retention period. Additionally, data may be held for longer periods when required by law or regulation to establish, exercise, or defend our legal rights.
People who visit our offices
Visitor records are accessed on a need to know basis only and by authorised personnel only. CCTV recordings are overwritten after 31 days unless an issue requiring investigation is brought to our attention.
People who use our website, mobile apps, and other means
We retain the personal data processed by us in a live environment for as long as necessary based on the purpose(s) for which it was collected. This typically aligns with applicable law or regulation, which often mandates a retention period of approximately 6 years.
Additionally, personal data may be securely archived with restricted access and other appropriate safeguards when there is a need to continue retaining it.
For more information about our data retention schedule, please email us at advice@haslers.com
CHANGES TO THIS PRIVACY POLICY
We reserve the right to vary this privacy policy from time to time and are effective once they are posted on our website. Use of our website or submission of personal data ss deemed acceptance of the current terms.
COMPLAINTS
For further information on your rights and how to complain to the ICO, please refer to the ICO websitehttps://ico.org.uk/concerns
Contact details
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate)
We're here and ready to answer your questions. Call, email or live chat with us today.
Old Station Road,
Loughton, Essex IG10 4PL
020 8418 3333
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