This Privacy Policy was last updated on 25 November 2022.
This Site is made available by Affinity Outsourcing Ltd (Company number BR023245), 11/12 Hallmark Trading Centre, Fourth Way, Wembley HA9 0LB, UK – referred to in this statement as “we” or “us”.
This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
For the purposes of data protection legislation in force from time-to-time, the data controller is Affinity Outsourcing Ltd, 11/12 Hallmark Trading Centre, Fourth Way, Wembley HA9 0LB, UK.
1. INTRODUCTION
1.1 We are committed to safeguarding the privacy of our website visitors; in this policy we explain how we will treat your personal information.
1.2 We will ask you to consent to our use of cookies in accordance with the terms of this policy when you first visit our website.
2. COLLECTING PERSONAL INFORMATION
2.1 We may collect, store and use the following kinds of personal information:
- information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths);
- information that you provide to us when registering with our website (including your email address);
- information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters and/or whitepapers and other documents available for download from our website (including your name and email address);
- information contained in or relating to any communication that you send to us or send through our website (including the communication content and metadata associated with the communication); and
- any other personal information that you choose to send to us.
3. USING PERSONAL INFORMATION
3.1 Personal information submitted to us through our website will be used for the purposes specified in this policy or on the relevant pages of the website.
3.2 We may use your personal information to:
- administer our website and business;
- personalise our website for you;
- enable your use of the services available on our website and for us to deliver our services to you;
- send statements, invoices and payment reminders to you, and collect payments from you;
- send you non-marketing commercial communications;
- send you email notifications that you have specifically requested;
- send you our email newsletter, if you have requested it (you can inform us at any time if you no longer require the newsletter);
- enable you to download information/white papers/documents you have requested;
- send you marketing communications relating to our business which we think may be of interest to you, by post, by email or similar technology and which you have agreed we may send (you can inform us at any time if you no longer require marketing communications);
- deal with enquiries and complaints made by or about you relating to our website;
- keep our website secure and prevent fraud; and
- verify compliance with the terms and conditions governing the use of our website (including monitoring private messages sent through our website private messaging service).
3.3 We will not supply your personal information to any third party for the purpose of their or any other third party’s direct marketing.
4. DISCLOSING PERSONAL INFORMATION
4.1 We may disclose your personal information to any of our employees insofar as reasonably necessary for the purposes set out in this policy.
4.2 We may disclose your personal information:
- to the extent that we are required to do so by law;
- in connection with any ongoing or prospective legal proceedings;
- 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);
- to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
4.3 Except as provided in this policy, we will not provide your personal information to third parties.
5. RETAINING PERSONAL INFORMATION
5.1 This Section 5 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.
5.2 Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
5.3 Without prejudice to Section 5.2, we will usually delete personal data falling within 1 month.
5.4 Notwithstanding the other provisions of this Section 5, we will retain documents (including electronic documents) containing personal data:
- to the extent that we are required to do so by law;
- if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and
- 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).
6. SECURITY OF PERSONAL INFORMATION
6.1 We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
6.2 We will store all the personal information you provide on our secure (password- and firewall-protected) servers.
6.3 You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
6.4 You are responsible for keeping the password you use for accessing our website confidential; we will not ask you for your password (except when you log in to our website).
7. AMENDMENTS
7.1 We may update this policy from time to time by publishing a new version on our website.
7.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
7.3 We may notify you of changes to this policy [by email or through the private messaging system on our website].
8. YOUR RIGHTS
8.1 We may withhold personal information that you request to the extent permitted by law.
8.2 You may instruct us at any time not to process your personal information for marketing purposes.
8.3 In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.
8.4 To exercise your rights please send an email to info@affinityoutsourcing.net.
9. THIRD PARTY WEBSITES
9.1 Our website includes hyperlinks to, and details of, third party websites.
9.2 We have no control over, and are not responsible for, the privacy policies and practices of third parties.
Please let us know if the personal information that we hold about you needs to be corrected or updated.
Data protection policy statement
The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a regulation which replaces the Data Protection Regulation (Directive 95/46/EC). The Regulation harmonises data protection legislation across EU member states, enhancing privacy rights for individuals and providing a strict framework within which commercial organisations can legally operate.
The UK adheres to this Regulation. All processing of personal data is conducted in accordance with the data protection principles as set out in Article 5 of the GDPR. Affinity Outsourcing’s Data Protection Policy Statement provides clear details of the lengths the company goes to ensure the security of data, a copy of which can be found on their website.
The security of our clients’ data is paramount. Affinity Outsourcing takes information security very seriously and we have established strict protocols to protect client data.
All data communication is encrypted and data is stored on secure UK based servers. Our clients’ data is worked on remotely and is not transferred to other countries.
Personal Information Management System
To support compliance with GDPR, Affinity Outsourcing has a Personal Information Management System (PIMS) in compliance with BS 10012:2017, which is a British Standard for Personal Information Management Systems that provides a best practice framework for helping organisations develop processes in the collection, handling, storage and deletion of personal data/information. All staff follow the clearly documented processes and procedures regarding data management.
Secure data transfer, processing and storage
Our specialist IT division, IT Smart, sets up the secure links we need to be able to provide our clients with a safe way to exchange data. We work hard to provide a seamless means to provide the accountancy services our clients are relying on us for. Once the systems are set up, it works like this:
- Client data received and uploaded to Affinity Outsourcing secure server
- Client data is encrypted and held on Citrix ShareFile data storage server in the UK
- Secure login to customer-specific URL by Affinity Outsourcing personnel to process the data
- Password protected access provided to client to review completed accounts
- Completed accounts downloaded in encrypted format and decrypted when received by the client for onward despatch to their client
Our details
This website is owned and operated by Affinity Outsourcing Ltd. We are registered in England and Wales under the company number BR023245, and our registered office is at 11/12 Hallmark Trading Centre, Fourth Way, Wembley HA9 0LB, UK.
You can contact us:
- by post, using the UK postal address given above;
- using our website contact form;
- by telephone, on the contact number published on our website; or
- by email, using the email address published on our website.
For any privacy related queries or concerns, you may contact Nimesh Patel at info@affinityoutsourcing.net.