PRIVACY POLICY

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Thank you for trusting us with some information about you. We take that trust seriously and we want you to know how we use your information and why.

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WHO IS HOLDING YOUR INFORMATION?

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Name: Clear Crafted Admin Support Ltd.

Company Registration Number: 13644153

Email address: kirstin@clearcraftedadmin.co.uk

Data Retention Period(s): We will not retain your personal information for longer than necessary for the purposes set out in this policy

Cookie policy: https://www.clearcraftedadmin.co.uk/cookie-policy

Third parties we share information with: Outsourced service providers. We only allow our service providers to handle your personal information once satisfied that they take appropriate measures to protect it. We may also disclose and exchange information with regulatory bodies to comply with our legal and regulatory obligations, law enforcement agencies and external auditors. We do not share personal information with any other third party.
Person responsible for data within our business: name and contact information: Kirstin Hay

Our data regulator contact details are: https://ico.org.uk/

Date this Policy was last updated: November 2022

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WHOSE INFORMATION DO WE COLLECT?

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Prospects: contacts working at or connected with potential Clients;

Clients: who have bought goods or services from us, and "Client Contacts" who are individuals employed by or contracted to Clients;

Suppliers/Associates: suppliers or potential suppliers of goods or services to us;

Affiliates/Referrers: who have signed up to our affiliate scheme or who have referred Prospects to us.

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OUR POLICY

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We promise respectful treatment of the personal information of everyone we have contact with. We want it to be simple and clear.

This Policy explains how we do that – when and why we collect information, how we use it, the situations when other people can see or use it, and how we keep it secure.

But just to set the scene in case you don’t want to read through all the details just now, we can be clear up front. We don’t sell, rent or trade email lists with anyone else.

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1. OUR GENERAL APPROACH TO PERSONAL DATA
We’re committed to protecting your privacy and honouring your legal rights to control how we use your personal data.
We only collect and use personal data when we need to
● because you have asked us to do something (for example, send you newsletters);
● so that we can reply to queries or complaints;
● to develop and manage our business relationships;
● to help grow our business and fulfil our contracts;
● to provide services to clients;
● to calculate payments to associates or Affiliates/Referrers;
● to meet our legal obligations.
We try to make sure the information we hold is accurate and up to date and is no more than we need to have.

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2. CATEGORIES OF DATA
The types of information that we will be processing depend on the nature of our relationship with you.
We may process information about you that you have yourself provided to us or published generally on the internet through social media or on other websites.

In all cases, we will have what identifying and communication information that is relevant and that we can sensibly obtain: that is, your name, email address, employer or business name, job title or position, contact address, social media addresses, and we may also capture some of the information published by you in your social media output to the extent that it may be relevant to our interactions.

If you are or work for a prospect, we will aim to obtain and process information that is relevant to our building a business relationship with you and doing business together, which may relate to your business and your personal interests.

If you are or work for a customer or supplier, we will also keep records of our interactions, the work we have done for you or commissioned from you, the progress of work, and financial and accounting records.

If you have any questions or concerns about our use of your information, or how we have responded to any request about your personal data, please take it up in the first instance by emailing us at the above address.
 

If we can’t sort it out, the official authority contact details are set out in the form above, and you can raise your concerns with them.

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3. DOWNLOADS, NEWSLETTERS AND SERVICES
We monitor who opens what in our newsletter lists, and pre-set sequences of information we send you. We do this, so we can see if content is popular and generate more of it, or if it is not read.

There may be sub-routines that trigger if you click on links or articles. These are designed to offer you more information about things you are interested in. You can unsubscribe from these sequences at any time.

Existing Clients may receive emails about specific offers relating to things you have already purchased. You can unsubscribe from these at any time.

We use automations (little sequences of emails that start when you ask for something in particular) to send you the information you asked for, to send you products you have bought and to administer services you have subscribed to. A lot of our onboarding for new products is by communications that send you hints and tips and little videos on ‘how to’. You can unsubscribe from these at any time, but they don’t go on for that long and you might want to wait for all the information as most people find it useful.

We monitor who reads our mailing and automations, how many times, and which links you choose to use and read. We use this information to increase the content’s level of interest and help us improve what we send. You can remove your information from this monitoring by disabling cookies on your website browser before opening emails from us. From time to time, we contact individual email newsletter subscribers, but it is extremely rare.

We use anonymised data about you from time to time to target advertising campaigns based on profiling the sort of person who wants to receive information from us. We ask our own sales and marketing people (both internal and external) to contact Prospects from time to time. This is normally because you have requested a call, or because we are actively trying to let you know about something you may benefit from. We are not a hard sell or cold calling based organisation but prefer to build long-term relationships with satisfied and relaxed clients.

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4. SOCIAL MEDIA

We have an active presence on social media. If you are using social media they are holding and using your information in accordance with their data privacy policy.
 

If you ‘like’ any of our posts or ‘follow’ us or contact us on social media we keep a record of that. Your replies to us, messages you send us, and your other activity linked to our posts may be seen by members of our staff and by our associates. Our contracts with them hold them to high standards of protecting your information.

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5. NO SALE OR EXCHANGE OF YOUR DATA
We do not sell or exchange your personal data with organisations who may want to sell you something or use your data for research or other purposes.

6. DATA LOCATION AND PLATFORMS
Like most small businesses, we do not have any tailor-made software – we use mainstream packages for everything from our Client records, to email, to accounting.

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This means that some of your data may be held in the EEA, and some may be held in services in the USA (with suitable data privacy shields) or elsewhere. We have picked mainstream suppliers with appropriate security standards.

7. WE MAY SHARE SOME OF YOUR DATA WITH THESE PEOPLE
We may use an outsourced support team for our own business which may include Virtual Assistants, Web Designers, IT support, Sales and Marketing, Accounting and more. They have limited access to your data, where the service they provide to us means they need it.
 

For example, an IT support may need to check the functionality of a laptop or back up, they may need temporary access to information that may include something about you.

For example, if we invoice you, our Accountant needs to process the information in the invoice.

Our team use our software to access any data they need. We do not permit copying or sharing by the team and actively monitor for any potential breaches.

Your information/advice is held in the strictest confidence. Our team are all contracted to strict confidentiality clauses.

We restrict who can export or download data that is held to a limited number of individuals who are authorised to back up data.

If you want to know who is on our team, please email and ask us.

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8. HOW LONG DO WE KEEP YOUR DATA FOR?
Your information will be kept for the length of time set out in our retention period (see Section 1, Table, above).

If you subscribed to a newsletter or updates list, you will remain on the list(s) you joined until
you unsubscribe from that list.

9. WANT TO SEE WHAT WE HOLD ON YOU?
If you want to know what information we have about you (if any) email the address above and give us your name, email address(es). We may require you to confirm your identity before proceeding.

Provided we can legitimately disclose the information to you (see Section D), we will happily do a search and send you screenshots of what we have.

10. WHAT ARE YOUR RIGHTS
You have the right to know what information we are collecting on you, and to amend it if it is inaccurate.
 

If you feel for some reason we have information we should not be keeping, or it is out of date or otherwise wrong, please let us know and we will take appropriate action.

Most of the information we hold is not based on your individual consent but is based on our needing the information to run our business and provide our products and services.

You have a "right to be forgotten" - but that does have some legal limits to it. If you want us to remove information about you, let us know. If you have been a Client, we may not be able to remove all data as we will have to ensure that we can continue to comply with legal, accounting, taxation and our insurer’s requirements.

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11. OUR LEGAL BASIS FOR PROCESSING YOUR DATA
Signing onto our newsletter list is by your consent – and when you withdraw your consent we stop that processing of your data.

Apart from that, the information we hold is based on our needing the information to run our business and provide our products and services – either so we can perform our contract with you, or because we have a legitimate business interest in processing your data.

In a few situations we are processing personal data because we are under a legal obligation to do so. This principally relates to our business, accounting and tax records.

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COMPLAINTS

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If you have a complaint about the way we are handling your information or how we have responded
to a request for information or removal, you can take this up in the first instance by emailing us at the
email address set out above.

If we can’t sort it out, the relevant supervisory authority details can be found on the form above.

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