It is our policy to ensure that all Personal Data held by us (or any service providers that we use) is handled correctly and appropriately according to the nature of the information, the risk associated with mishandling the data, including the damage that could be caused to an individual as a result of loss, corruption and/or accidental disclosure of any such data, and in accordance with any applicable legal requirements.
We undertake regular security and risk reviews, and we monitor all the controls that we have in place to ensure the security, accuracy and integrity of the Personal Data we hold. We also endeavour to ensure that such data is only accessed by authorised personnel for a legitimate purpose (in accordance with our privacy notice).
We have a set of formal procedures that must be adhered to within our organisation to ensure that security standards are maintained and that data privacy is respected.
There are some steps you can take to help make sure that your data is protected. For example:
if you are contacting us with a query or complaint, only ever give us your work details rather than your personal contact details.
if you are sending any financial details or sensitive information, consider sending it in separate emails or encrypted, password protected documents; and
make sure that you keep any passwords associated with any account that you hold with us secure.
WHERE DO WE STORE THE PERSONAL DATA WE COLLECT?
FOR HOW LONG DO WE STORE PERSONAL DATA ABOUT YOU?
We will only retain and use Personal Data which we collect for as long as necessary for the purposes for which it was collected. If we haven’t heard from you or had any meaningful interaction with you for over 2 years, we will contact you and ask you if you would like to be removed from our database. In some circumstances we may be required to keep your data for longer periods (for example, to comply with our obligations under applicable laws).
WHAT RIGHTS DO YOU HAVE IN RESPECT OF ANY PERSONAL DATA WE HOLD ABOUT YOU?
You have the following rights in respect of Personal Data which we hold about you:
Right to be informed: the right to be informed about what Personal Data we collect and store about you and how it’s used.
Right of access: the right to request a copy of the Personal Data we hold about you, as well as confirmation of:
the purposes of the processing;
the categories of Personal Data concerned;
the recipients to whom the Personal Data has/will be disclosed;
for how long it will be stored; and
if data wasn’t collected directly from the you, information about the source.
Right of rectification: the right to require us to correct any Personal Data held about you which is inaccurate or incomplete.
Right to be forgotten: in certain circumstances, the right to have any Personal Data held about you erased from our records.
Right to restriction of processing: the right to request us to restrict the processing carried out in respect of your Personal Data. You might want to do this, for instance, if you think the data held by us is inaccurate and you would like to restrict processing until the data has been reviewed and updated if necessary.
Right of portability: the right to have your Personal Data transferred to another organisation, to the extent it was provided in a structured, commonly used and machine-readable format.
Right to object to direct marketing: the right to object where processing is carried out for direct marketing purposes (including profiling in connection with that purpose).
Right to object to automated processing: the right not to be subject to a decision based solely on automated processing (including profiling) which produces legal effects (or other similar significant effects) on you.
You may request to exercise any of these rights by contacting us using the contact details set out at the end of this policy. We may need to ask you for further information and identification to help us to comply with this request. We may also refuse your request where it is excessive, repetitive, or to comply with applicable laws.
WHO DO YOU COMPLAIN TO IF YOU’RE NOT HAPPY WITH HOW WE PROCESS YOUR PERSONAL DATA?
If you have any questions or concerns about how we are using Personal Data about you or if you would otherwise like to contact our Data Protection Officer, please send an email to mail@almarketing.com.
If you wish to make a complaint about how we have handled your Personal Data, you may lodge a complaint with the Information Commissioner’s Office by following this link: https://ico.org.uk/concerns/.
