Data Protection and Privacy Policy
This Data Protection and Privacy Policy contains important information as to how we collect, process, store and use personal data, records and information and about some of our key responsibilities under the Data Protection Act 1998 (the Act) and its successor legislation the General Data Protection Regulations 2018 (GDPR) and in respect of other laws; including how we may use that data to comply with our responsibilities in respect of anti-fraud, anti-bribery and anti-money laundering.
We take our responsibilities under the Act, very seriously and your data and its security is very important to us. Please read this Data Protection and Privacy Policy carefully and if you have any questions or queries please contact us at info@ep4a.co.uk by post to 303 Swanwick Lane, Lower Swanwick, Southampton, SO31 7GT.
Information we collect from and about you
In the course of our business with you, EP4A will collect and process personal information about you that you may give us by phone, by email, via our website, in person, or otherwise.
The personal data, records and information you give us may include amongst other things, your name, address, email address, phone number and financial information (for example bank account details and sort codes) as well as information about others which you provide such as your employees and customers/clients. We do not hold sensitive personal information about you or any third parties.
This Data Protection and Privacy Policy applies to all personal data, records and information which we collect and hold including:
- from visitors to our websites;
- people who use our services including clients and customers; and,
- which we obtain from third parties sources with whom we do business;
Uses of information we collect from and about you
We gather personal data, records and information about you so that we can provide those of our services and those of selected third parties to you which you request and we use this information and the personal data, records and information, you give to us in the following ways
- to carry out our obligations arising from any contracts entered into between you and us;
- to provide you with the information and services that you request from us;
- to permit selected third parties (e.g. suppliers and sub-contractors) who help us in providing our services to you and who support our business in order to fulfill our legal and regulatory obligations e.g. Anti-Fraud, Anti Bribery and Anti-Money Laundering;
- to notify you about changes to our services; and,
- where you have consented to:
- to provide you with information about our other services; and.
- selected business partners to provide you with information about other services which may be of interest to you.
Disclosure of the information we collect from and about you
You agree that we have the right to share your personal data, records and information with:
- those who process data, records and information on their behalf;
- associated or group companies; being any company or corporate entity (including limited liability partnerships) owned by or controlled by EP4A (whether through shares, contract or otherwise) including parent, holding and subsidiary companies, or which are otherwise connected or associated with EP4A or which has a commonality of ownership or control with EP4A (including joint venture companies and special purpose vehicles);
- financial services companies (including financial institutions and credit reference agencies);
- selected third parties including our professional advisors (including accountants, lawyers, consultants and bankers), suppliers and sub-contractors who help us in providing our services to you and who support our business;
- to governmental organisations (including regulators); and,
- where you have consented to our selected business partners.
We will disclose your personal data, records and information to third parties:
to assist us in the performance of any contract we enter into with you and to assist us in providing our services, for example, where we:
- enforce or apply our standard terms and conditions of business and other agreements;
- for the purpose of assessing your credit score or credit worthiness, but only where this is required for us to perform the services in our agreement with you;
- if we are under a duty to disclose or share your personal data, records and information in order to comply with any legal obligation, or to protect the rights, property, or safety of our customers and clients. This includes exchanging information with other companies and organisations for the purposes of fraud protection, anti-money laundering, anti-bribery and credit risk reduction and,
- where you have consented to:
to provide you with information about our other services;
selected business partners to provide you with information about other services which may be of interest to you.
Where we store your personal data
EP4A will take all steps reasonably necessary to ensure that your data information and records are treated securely and in accordance with the Act and GDPR. All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted.
Cookies
Our website uses cookies as part of delivering our services. Cookies are small files of letters and numbers that are downloaded on to your computer when you visit a website. Cookies are used by us to do a number of things, e.g. remembering your preferences, recording what you are looking at on our website, and counting the number of people looking at our website.
How long do we keep your personal data?
We will keep your information for as long as is necessary to fulfill the purposes set out in this this Data Protection and Privacy Policy and for such longer period as may be proscribed by applicable laws and regulations. In addition, in respect of information which you provide by consent (and subject always to our obligation to keep such information for such longer period as may be proscribed by applicable laws and regulations), we will use such information only for a period of up to twelve (12) months and no longer, unless renewed by opt in/consent.
Your rights and access to your data, information and records
You have the right at any time to ask us not to process or to restrict the processing of your personal data, records and information or to notify us that you no longer want to subscribe to our services or receive marketing information from us. You can exercise your rights at any time by contacting us at 0208 088 6336 or at info@ep4a.co.uk by post to 303 Swanwick Lane, Lower Swanwick, Southampton, SO31 7GT.
The Act and GDPR, also gives you the rights in certain circumstances to access, rectify, amend, erase and transfer/port information held about you. You may exercise such rights at any time by submitting an information access request by contacting us at 0208 088 6336 or at info@ep4a.co.uk by post to 303 Swanwick Lane, Lower Swanwick, Southampton, SO31 7GT.
However, you must be aware that in exercising these rights you may prevent us from performing our obligations in any contract we have with you.
Consent of third parties
To the extent that personal data, records and information is provided by you about third parties, including for example your customers and employees, YOU MUST obtain the necessary consent for the disclosure of this information on the same or equivalent terms as set out in this Data Protection Consent and Privacy Policy and that you have the right permissions and authorisations.
Before you release any such personal data, records and information to us, YOU MUST ensure that you have the right permissions, consents and authorisations.
Amendment
We reserve the right to amend this Data Protection and Privacy Policy to ensure our compliance with new/replacement legislation, particularly following the enactment of the GDPR. If we do so the changes will be made to this data protection and privacy policy.
Our rights and access to your data, information and records
You have the right at any time to ask us not to process or to restrict the processing of your personal data, records and information or to notify us that you no longer want to subscribe to our services. You can exercise your rights at any time by contacting us at 0208 088 6336 or at info@ep4a.co.uk by post to 303 Swanwick Lane, Lower Swanwick, Southampton, SO31 7GT.
The Act and GDPR, also gives you the rights in certain circumstances to access, rectify, amend, erase and transfer/port information held about you. You may exercise such rights at any time by submitting an information access request by contacting us at 0208 088 6336 or at info@ep4a.co.uk by post to 303 Swanwick Lane, Lower Swanwick, Southampton, SO31 7GT.
However, you must be aware that in exercising these rights you may prevent us from performing our obligations in any contract we have with you.
Consent of third parties
To the extent that personal data, records and information is provided by you about third parties, including for example your customers and employees, YOU MUST obtain the necessary consent for the disclosure of this information on the same or equivalent terms as set out in this Data Protection Consent and Privacy Policy and that you have the right permissions and authorisations.
Before you release any such personal data, records and information to us, YOU MUST ensure that you have the right permissions, consents and authorisations.
Amendment
We reserve the right to amend this Data Protection and Privacy Policy to ensure our compliance with new/replacement legislation, particularly following the enactment of the GDPR. If we do so the changes will be made to this data protection and privacy policy.