Introduction

Actus FCR Solutions is committed to protecting and respecting your privacy when you use our services.

This Privacy Policy explains:

• What personal data we collect from you when you use our website, contact us, use our services;
• How we will collect and use that information;
• How we keep information secure; and
• How you can contact us if you wish to exercise any of your rights in relation to the information or make a complaint.

Contents

Information we may collect from you
How we use your information
Sharing or disclosure of your information
Types of information we collect
Website visits
Customer Relations database
Where we store your personal information
Information Security
Your rights

For the purposes of the General Data Protection Regulation Act 2018, the data controller is:

Actus FCR Solutions

Our Data Protection Manager can be contacted via our contact form.

More information about the General Data Protection Regulation and all related and subordinate legislation as amended or re-enacted from time to time can be found on the Information Commissioner's website.

The Information Commissioner is our regulator for data protection matters.

Information we may collect from you

We may collect and process information about you when you:

make an enquiry
use our website
sign up to receive updates or marketing

We collect information such as your contact details. This information is generally provided by you.

How we use your information

We will only use the information you provide as permitted by Data Protection Law (DPL). Our reason(s) for using your data will vary depending on: how you contact us, use our services, the consent you have given, our legitimate interests, or legal obligations we may have. Reasons for use of your data include:

• To provide you with the service - things like carrying out our obligations arising from any contracts. We mostly rely on the legal ground of contractual performance to process your data, but sometimes the data is also used for our legitimate interests of customer service, improving our services and other legal obligations, like providing information to our regulators.
• To provide you with details of our services and to provide training - this is based on our legitimate interests, to run training sessions and associated services. Sometimes it is part of our contract or our other legal obligations.
• To provide you with details of promotions and offers which we feel may interest you; this is based on our legitimate interests when you have given consent for us to contact you and you have an absolute right to ask us to stop sending marketing communications.
• For fraud and crime prevention.
• To enhance your experience of our website, as described in our cookie policy.

Our Legitimate Interests

Running our business, in a safe and socially and environmentally responsible manner, efficiently, to provide sustainable and high quality services, improve and expand our services, be a leading employer in the financial sector, investing in and developing our staff, operating with financial discipline and reducing crime and fraud.

Sharing or disclosure of your information

We will only share or disclose your information as set out in this Policy or in accordance with DPL and will obtain your consent where we are required to do so. We will only use third parties to process information where we are satisfied that they comply with these standards and can keep your data secure.

You can find out more about the information we collect and how we use, share or disclose it below or by contacting us. 

Types of information we collect

We collect contact information submitted via our contact form expressly for the purposes of providing our services to you.

Website visits

This section shows the information we collect when you use our website. Before providing us with your details, please read the following important information regarding:

Collection of visitor information;
Hyperlinks;
Cookies; and
Session Cookies.
Other storage technologies
Collection of visitor information
We will only use the information that we collect about you lawfully, in accordance with the DPL.

The details you provide about yourself and any other information which identifies you (‘Personal Information’) is held by Actus FCR Solutions on this website (the "Site") for operational purposes, for example the submission of contact information via our contact form. We may also use your Personal Information to personalise your experience on the Site by informing you of new products or services that we may think are of interest to you.

Actus FCR Solutions gathers general information about users, for example, what services users access the most and which areas of the site are most frequently visited. Such data is used in the aggregate to help us to understand how the site is used. We gather this information so that we can continue to improve and develop our services to the benefit of our users. We may make this aggregated information available to users of the site and to auditors. These statistics are anonymous and contain no personal information and cannot be used to gather such information.

When you submit an enquiry via our contact form, we ask for personal information such as your name, contact details, and other details. Once you contact us, we will record your personal details. Your personal data will be used principally to communicate with you with reference to your request/enquiry.

You may opt-in to receive newsletters, exclusive discounts, special offers and other marketing emails from Actus FCR Solutions. You may unsubscribe at any time by clicking the unsubscribe button at the bottom of the email. Please note changes to your subscription preferences can take up to 14 days to take effect.

Alternatively you can make a request via our contact form.

Hyperlinks

We may provide hyperlinks from the site to third party websites. No liability is accepted for the contents of any site operated by a third party which may be accessed via links from the site. These links are provided for your convenience only and do not imply that Actus FCR Solutions approves or recommends the content of such sites. We encourage our users to be aware when they leave our site to read the privacy statements of each and every website that collects personal data. This Privacy Policy applies solely to information collected by Actus FCR Solutions.

Cookies

Our website uses cookies to help us to provide you with a good experience when you browse our website and also allows us to improve our website.

So what is a cookie?

A "cookie" is a small text file that is placed on your equipment when you visit a website (equipment like computer, phone, and tablet).

There are several types of cookies:

Functional cookies

The functional or session cookies are used to provide services or to store your preferred settings. For example for:

saving your preferences;
detecting abuse of our websites

Analytical cookies

These cookies are used to analyse your visit to our websites. For example, we analyse the number of visitors visiting our websites, the duration of the visits, the order of the pages visited and whether the pages of a website need to be adjusted. With the help of the collected information we can organise our websites more user-friendly. Furthermore, these cookies are used to solve possible technical problems on the websites.

Marketing and tracking cookies

These cookies, often placed by third parties, help to be able to offer personalised offers. Third parties can follow your internet behaviour with tracking cookies. We do NOT utilise cookies of this nature on our site.

Would you like to know more about cookies? Go to http://www.allaboutcookies.org/

We encrypt all submissions of your data via our website using SSL (Secure Sockets Layer) technology so that no one else can access your details as they travel through the Internet. As you may be aware, no data transmission over the Internet can be entirely secure. As a result, while we will always use reasonable endeavours to protect the personal information you provide to us, we cannot guarantee the security of your information and the use of our facilities (e.g. e-mail) is at your own risk.

Customer Database

We collect your information and comments when you contact us by letter, email, web form, phone or social media.

Personal details we hold

We may hold your name, email address, phone number, role, job title, company, country, our correspondence with you, or other supporting information you may provide.

To ensure that we carry have an accurate record of dealings between us (and for training purposes) we may, in certain circumstances, record or monitor telephone calls, however you will always be told when this happens.

How we use your personal data

This information is used for administration of correspondence you have made.

Why we retain your information

We retain your information to ensure we are able to deal with your enquiry  fully and fulfil any services requested from us by you.

Length of time records are kept

Records are kept for the length indefinitely in a restricted access site to allow analysis and identify themes and patterns.

Sharing data with third parties

Any requests received will be dealt with on a case-by-case basis to ensure that any such disclosure is lawful in accordance with DPL.

Where we store your personal information

The information that we collect from you will only be stored in the European Economic Area (“EEA”) or, where it is necessary to disclose it to our processors located outside the EEA, other jurisdictions which are acceptable according to guidance provided by the Information Commissioner and/or where appropriate legal and security safeguards are in place. Please contact the Data Protection Manager if you wish to find out more about the safeguards.

Information security

We use a range of appropriate technical and organisational measures to safeguard access to and use of, your personal information and to ensure it retains its integrity and availability. These include structured access controls to systems, network protection, intrusion detection, physical access controls and staff training. We also consider anonymising or pseudonymising personal data where practical.

Your rights

Unless stated otherwise we will aim to satisfy your instruction, or inform you as to why we are unable to, without undue delay and within 30 days. If we anticipate that we will not meet with this timeframe we will let you know within 30 days and explain what the problem is.

Object to direct marketing

To prevent marketing to you, you have the right to ask us not to process your personal information for marketing purposes. We will usually inform you before collecting your information if we intend to use or disclose it for such purposes. If you do not want us to use your information for marketing purposes either:

indicate this by NOT ticking the box to be sent marketing emails (or offers);
or contact us

Ask for a copy of your personal data

You are entitled to request a copy of the personal information we hold about you.

Please contact the Data Protection Manager via our contact form. We may need to ask for some further information, such as checking who you are. Please let us know in what format you wish to receive your information.

Sometimes we may hold information that we don’t have to provide, for example it would prejudice a police investigation or if the disclosure would cause harm to another person whose personal data is inseparable from your data.

In most cases we provide the copy of your data to you for free. We have set out some information about when it might not be free, or provided below.

Rectification / Restriction

If you believe the information we hold about you is inaccurate or incomplete you can contact us and ask us to correct it. You may also request any data processing we are carrying out on your data is halted whilst a request for rectification, objection or a dispute over the lawfulness of processing is being considered. We will provide a response confirming the action we have taken or disagree with taking.

Deletion

This is also known as the “Right to be forgotten”; you can request deletion or removal of personal information in some circumstances, such as where there is no compelling reason for its continued processing. We will also take reasonable steps to notify third parties of your instruction and request that they act upon it, in a similar manner.

Withdrawal of consent

If we relied on consent as the ground for processing your personal data, you can withdraw this consent at any time. It does not affect the processing carried out beforehand. You can withdraw consent by contacting us via our contact form.

Where you have consented to receive direct marketing communications, you can withdraw your agreement at any time, as above or where available updating your preference centre or clicking on the appropriate link in the communication.

We will act upon such an instruction as soon as possible.

Portability

Where you have provided us with personal data and the reasons we are processing it are based on consent or our contract with you, and the processing is automated, you have a right to ask for that information be provided to you or another data controller in a structured, commonly used and machine-readable format. The right may be restricted if it is not practical for us to provide the information in this way or it adversely affects the rights of others.

How we deal with your rights requests

We are not able to charge you a fee for dealing with rights requests, unless they are manifestly unfounded or excessive or in circumstances where copies have been provided previously. We would always let you know if we thought this was the case, so that you can make a decision about what you wanted to do next.

There are various limitations and exemptions in relation to the exercise of rights in DPL - for example if it would affect another’s rights and freedoms or if we need to retain the information to make or defend a legal claim. We intend only to rely on limitations and exemptions where it is fair to do so and always bearing in mind that it is your personal data.

Complaints

The Data Protection Manager role has been established in a manner to remain independent of business decisions. If you wish to lodge a complaint against:

the business, please contact our Data Protection Manager; or
the Data Protection Manager, please contact the ICO.

If you are not happy with the way in which we deal with your data or have dealt with a rights request, then please let us know. Our Data Protection Manager is the first point of contact for dealing with Rights Requests.

If you are not satisfied with the response you can complain to the ICO. Their contact details are:

Head office Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510
https://ico.org.uk/global/contact-us/

How long do we keep your personal data for?

We’ll store your information for as long as we have to by law or regulatory requirement. If there’s no legal or regulatory requirement, we’ll only store it for as long as we need it. We’ll also keep some personal information for a reasonable period after your last contact with us – just in case you decide to use our services again. We, or one of our partners, may contact you about our services during this time if you haven’t opted out of receiving marketing communications from us.

We may also keep your personal data for the purposes of our legitimate interests in running our business, including anonymising or pseudonymising data for analysis.

Changes to this Privacy Policy

We may revise this Privacy Policy from time to time. The most current version of this policy will govern use of your information and will always be on our website. By continuing to access or use the Service after those changes become effective, you agree to be bound by the revised Privacy Policy.

 

This Policy was last updated on 1st February 2019