Data Privacy Notice
This policy explains when and why we collect personal information, how we use it, how we keep it secure, and your rights in relation to it.
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found on the website of the Information Commissioner (www.ico.org.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679.
Who are we?
Futurelink Group consists of the following companies, all incorporated in England and Wales: Futurelink Group Ltd (06206129), Futurelink Accountancy Services Ltd – Chartered Accountants (05320147), Team Construction Ltd (04935270), Team Factors Ltd (06206180), and Kings House Management (UK) Limited (06074175).
Futurelink Group is the data controller. This means it decides how your personal data is processed and for what purposes. We can be contacted at:
Kings House, Home Park Estate, Station Road, Kings Langley, Hertfordshire, WD4 8LZ; by email at firstname.lastname@example.org; or by phone at 01923 277 900.
What personal data will we hold?
The personal data we obtain and hold in order for processing is:
- Full Name
- Postal Address
- Email Address
- Telephone Number
- Date of Birth
- National Insurance Number
- Unique Tax Reference Number
- Bank Account Details
- Identification Documentation
This personal data will be collected through any of the following methods:
- Registration Form – completed by hand, electronically, or on our website
- By telephone/text message
- By email from your agency/end-user client
Personal Data is held electronically on our cloud-based CRM and payroll software. No paper copies are kept by Futurelink Group, and any paper copies are securely destroyed.
How do we process your personal data?
Futurelink Group complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure; by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes (dependent on the requested service):
- Administering personnel and pay records
- Process your payroll, provide Pay As You Earn tax reports to HM Revenue and Customs in the form of Real Time Information submissions, and make payments to your bank account
- Provide accountancy services, such as self-assessment tax returns
- We may use the information to improve our products and services
- We may periodically send promotional emails about new products, special offers, or other information that we think you may find interesting using the email address that you have provided
- From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, or mail.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible. We will promptly correct any information found to be incorrect.
What is the legal basis for processing your personal data?
Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract.
Sharing your personal data.
Your personal data will be treated as strictly confidential. We will only share your data with third parties outside of the Futurelink Group with your consent.
We will not sell, distribute, or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal data to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary for a period of 7 years (after your last payment from ourselves) in order to keep sufficient financial records in line with HM Revenue and Customs requirements. Failure to keep accounting records can result in fines of £3,000.
We securely destroy all financial information once we have used it and no longer need it.
How do we protect your data?
We will not transfer your personal data outside the EU without your consent.
We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
Please note, however, that when you are transmitting information to us over the internet, this can never be guaranteed as 100% secure.
We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Your rights and your personal data.
Unless subject to an exemption under GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of your personal data that Futurelink Group holds about you;
- To be provided with information about how your personal data is processed;
- The right to request that Futurelink Group corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for Futurelink Group to retain such data;
- To object to or restrict how your personal data is processed;
- The right to request that Futurelink Group provide you with your personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability);
- The right to request a restriction to be placed on further processing, where there is a dispute in relation to the accuracy or processing of your personal data;
- The right to lodge a complaint with the Information Commissioner’s Office.
If we wish to use your personal data for a new purpose that is not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
To exercise all relevant rights, queries, or complaints please in the first instance contact the Compliance Manager at email@example.com.
You can contact the Information Commissioner’s Office at 0303 123 1113, via email at accessICOinformation@ico.org.uk, or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Links to other websites.
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other (external) website. Therefore, we cannot be responsible for the protection and privacy of any information that you provide whilst visiting such sites, and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
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