Spotcheckz LTD is committed to safeguarding the privacy of our clients and our website visitors; this policy sets out how we will treat your personal information.(1) WHAT INFORMATION DO WE COLLECT?
We may collect, store and use the following kinds of personal data:
information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type, referral source, length of visit, pages viewed and activity on each page);
information that you provide to us for the purpose of registering with us (including details of your company, interests and contact details);
information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters (including contact details, etc.);
information that you provide us for the purpose of service delivery any other information that you choose to send to us.
A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server.
This enables the web server to identify and track the web browser.
We may use your personal information to:
administer the website;
improve your browsing experience by personalising the website
enable your use of the services available on the website;
supply to you services purchased via the website;
supply to you services purchased via telephone or in person (including free trial periods);
send statements and invoices to you, and collect payments from you;
send you general (non-marketing) commercial communications;
send you email notifications which you have specifically requested;
send to you our newsletter(s) and other marketing communications relating to our business which we think may be of interest to you by post or, by email or similar technology (you can inform us at any time if you no longer require marketing communications) provide third parties with statistical information about our users – but this information will not be used to identify any individual user;
deal with enquiries and complaints made by or about you relating to the website;
Where you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the license you grant to us. We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing or indeed with any other third parties for any other purpose (with the exception of legal requirements for disclosure below).
In addition, we may disclose information about you:
(a) to the extent that we are required to do so by law;
(b) in connection with any legal proceedings or prospective legal proceedings;
(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); and
(d) to the purchaser (or prospective purchaser) of any business or asset which we are (or are contemplating) selling.
Information which you provide may be transferred to countries (including the United Kingdom, and the United States) which do not have data protection laws equivalent to those in force in the European Economic Area.
In addition, personal information that you submit for publication on the website will be published on the Internet and may be available, via the Internet, around the world.
You expressly agree to such transfers of personal information.
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
We will store all the personal information you provide on our secure (password- and firewall- protected) servers. All electronic transactions you make to or receive from us containing sensitive information will be encrypted using SSL technology.
We take great care to ensure any confidential information remains protected, but we cannot guarantee the security of data sent over the Internet.
You are responsible for keeping your password and user details confidential. We will not ask you for your password.
You should check this page occasionally to ensure you are happy with any changes.
You may instruct us to provide you with any personal information we hold about you. Provision of such information may be subject to the payment of a fee.
You may instruct us not to process your personal data for marketing purposes by email at any time.
(In practice, you will usually either expressly agree in advance to our use of your personal data for marketing purposes, or we will provide you with an opportunity to opt-out of the use of your personal data for marketing purposes.)
The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites(10) UPDATING INFORMATION
Please let us know if the personal information which we hold about you needs to be corrected or updated.(11) CONTACT
Spotcheckz is compliant with all requirements under Data Protection law.
Our approach can be summarise here and is followed by our outline operational procedures with regard to all data handled within the organisation.
We will store any personal data that we hold securely We will only make contact with relevant content and information to an individual’s status and relationship with us We will never pass data onto third parties We will advise within 24 hours if we have had a data breach We will provide the details that we hold on any individual for the purposes defined below within five days of request We will delete data if an individual no longer wishes us to hold it with the exception of that which is required for legal purposes (i.e. financial records)
We will aim at all times to be GDPR compliant
Clients are defined as those who have signed up to our service, either as a paying client or as a free trialist.Existing clients
- Service delivery
- Information updates pertaining to the service delivery
- Promotional incentives and new services available
Ex clients are those who have used the service and have either terminated or paused the service. Data will be retained on the systems used by Spotcheckz but used only for
Potential reactivation of service delivery Information updates pertaining to the service delivery Promotional incentives and new services availablePotential clients
Potential clients are those who have initiated contact with Spotcheckz with regard to becoming a client.Potential service delivery
Information updates pertaining to the service delivery Promotional incentives and new services availableSUPPLIERS
All our suppliers have confirmed to us that they are ICO Registered and GDPR compliant. Where they have access to Spotcheckz client data, this is only for the purposes of supplying their service to Spotcheckz as a client. They have confirmed this to Spotcheckz in writing, copies of which are available on request to email.STAFF
We keep details of all our staff and subcontractors for the purposes of employing them to provide service directly or indirectly supporting our business and its clients.Current staff information
Information on individuals is held for the purposes of recruitment, employment, contact in the event of emergency and individual role performance.Potential staff information
Those who have enquired, applied, interviewed or been offered a position have submitted personal details necessary for the processing of potential employment. Some if not all such data will be retained on file as required for the purposes of informing past applicants of new opportunities unless it the individual requests that we delete/destroy such data.Ex staff information
Details relating to employment are held for the purposes of supplying references to future employers. Other data, such as that held for emergency events is deleted as soon as the staff member leaves our employ.
As an employee leaves Spotcheckz all access internally and remotely is rescinded, passwords and office access details are changed to prevent any data breach.
Staff are contracted not to hold client or supplier data on their personal devices and PCs. Company devices are provided for the purposes of messaging and staff are prohibited from using personal communication devices in the provision of service with the exception of home PCs used for working from home.
Regardless, in addition to the terms of their employment contract, as an individual leaves our employ they are forthwith required to sign their confirmation that they hold no data which belongs to or is under custodianship of Spotcheckz and that all and any client, supplier and staff contact data has been deleted