Flosmart Data Services LLP is committed to maintaining the privacy and confidentiality of the information you provide to us. This Privacy Notice describes our current policies and practices about your personal data, which we collect from you directly and/or through your use of our website and/or through our business dealings with or about you.
Personal data, or personal information, means any information about you from which you can be identified. Personal data includes particular category personal data (as defined by law and further described below).
This Privacy Notice applies to everyone about whom we hold personal data which is not a current (or former) member, employee, worker, or individual contractor of ours or someone who has applied for a job with us.
The people to whom this Privacy Notice applies therefore include:
This Privacy Notice does not form part of any contract we have with you, and we may amend it from time to time. We are continually improving our methods of communication and adding new functionality and features to this website and our existing services and administrative processes. Because of these ongoing changes, changes in the law, and the changing nature of technology, our data protection practices will change from time to time. We encourage you to check this page frequently.
If you have any questions about this policy, please contact [email protected].
What information do we hold about you?
Personal data, or personal information, means any information about an individual from which that person can be identified.
We may collect, store, and use some or all of the following categories of personal information about you:
We may also collect, store and use more sensitive personal information (Special Categories) to the extent that you voluntarily share it with us during the recruitment process, including the following types of information:
How is this information collected?
We collect personal information about you through:
How do we use this information?
Our legal bases for using your personal information.
We use the categories of information in the list above to allow us to, as relevant:
We may also use your personal information in the following situations:
How we may use your personal information
The types of situations in which we may process your personal information, depending upon the nature of your relationship with us, are listed below:
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
Please note that we may process your personal information without your knowledge or consent in compliance with the above where this is required or permitted by law.
Special Categories of personal information
When we can use it
Special Categories of personal information require higher levels of protection. We may process such information in the following circumstances:
How we may use it
We may use Special Categories of personal information in the following ways:
We do not need your consent to process your personal data where we have another legal basis to do so, as set out above. However, if we do need to seek your consent to processing, we will provide you with reasonable details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.
You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us and, where you have given consent, this can be withdrawn at any time by contacting [email protected].
Automated decision making
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.
We do not currently envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.
Why might you share my personal information with third parties?
We do share your data with third parties, (including third-party service providers and our other entities) where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
If we do share data, we require third parties to take appropriate security measures and only process your data for specified purposes.
Which third-party service providers process my personal information?
“Third parties” includes third-party service providers (including contractors and designated agents).
As part of our relationship we may also provide your personal data to third parties. For example, the nature of the work we provide to our clients may require us to engage with and provide your personal data (as relevant to the matter) to third parties such as experts, translators and data-site or other document hosting services. We may provide your personal data to third party event organisers or webinar hosts.
We may also provide your personal data to the third party service providers we use in the course of administering our business, for example, word processing services, auditors, IT systems providers, lawyers and other professional advisors, insurers, credit and identity check providers.
Your personal information may also be provided to the press and other media sources as part of any agreed press release relating to any transaction we work on with you.
We may also disclose any personal information to comply with a legal requirement, for the administration of justice, interacting with anti-fraud databases, to protect your vital interests, to protect the security or integrity of our databases or this website, to take precautions against legal liability or in the event of a joint venture, collaboration, financing, sale, merger, reorganization, change of legal form, dissolution or similar event including disclosure of your information to any successor of ours.
Transferring information outside the UK and the EU
We may transfer the personal information we collect about you to countries outside the UK and the EU in order to perform our contract with you.
As set out above, your data may be processed by our other entities, including those outside of the UK and the EU. Some of our third party service providers are also based outside the UK and the EU. However, to ensure that your personal information does receive an adequate level of protection, we have put in place contractual obligations to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects UK, EU and local laws on data protection.
If you require further information about these protective measures, you can request it from [email protected].
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed.
We have a Data Protection Policy with which our staff are required to comply and we have provided training to our staff regarding their obligations in ensuring the security of your personal data and staff are aware that misuse of personal data may be grounds for disciplinary action against them.
We also have procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Our intention is to retain your personal information for only as long as necessary to fulfil the purposes for which we collected it, including for the purposes of professional regulations, our insurance or other business custom or satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider its amount, nature, and sensitivity, the potential risk of harm from its unauthorized use or disclosure, the purposes for which we process it and whether we can achieve those purposes through other means. If you would like any further information about our internal data retention processes you should contact [email protected]
Rights of access, correction, erasure, and restriction
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
You will not usually have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
How you exercise these rights
Any request in relation to any of the above rights should be directed to the Privacy Officer at [email protected] .
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who does not have the right to receive it.
If you have received any email from us with information about any of our services, events or legal updates, you are entitled to be removed from our electronic mailing list. You can do that by updating your preferences by clicking the link in any email that we send you or by replying to that email, or sending an email to [email protected] with “email unsubscribe” in the subject heading.
Data collected through this website – cookies and similar technologies
In addition to the personal information we collect as described above, we use technology to collect anonymous information about the use of our website. For example, our web server automatically logs which pages of our website our visitors view, their IP addresses and which web browsers they use. This technology does not personally identify you – it simply enables us to compile statistics about our visitors and their use of our website.
Our website contains hyperlinks to other pages on our website. We may use technology to track how often these links are used and which pages on our website our visitors choose to view. Again, this technology does not identify you personally – it simply enables us to compile statistics about the use of these hyperlinks.
In order to collect the anonymous data described in the preceding paragraph we may use cookie technology on our website.
A cookie is a small piece of information that is sent to your browser and stored on your computer’s hard drive, mobile phone or other device. Cookies do not damage your computer.
You can set your browser to notify you when you receive a cookie. This enables you to decide if you want to accept it or not. However, some of the services and features offered through our website may not function properly if your cookies are disabled.
We use two types of cookies on our website:
We use Google Analytics to provide insights into website visits from other businesses. No cookies are used.
To comply with current legislation we need to ask for your consent to set the performance cookies described above. When you arrive on our website a pop-up message will appear asking for your consent to place performance cookies on your device. In order to provide your consent, please click ‘continue’. Once your consent has been provided this message will not appear again when you revisit our website. If you, or another user of your computer, wish to withdraw your consent at any time, you can do so by altering your browser settings.
Links to other websites
This website may contain hyperlinks to websites that are not operated by us. These hyperlinks are provided for your reference and convenience only and do not imply any endorsement of the activities of such third party websites or any association with their operators. We do not control these websites and are not responsible for their personal data practices. We recommend you review any privacy notice posted on any site you visit before using the site or providing any personal data.
Further questions, feedback or complaints
If you have any questions or feedback about this Privacy Notice or how we handle your personal information, please contact the Privacy Officer at [email protected].
Changes to this Privacy Notice
We reserve the right to update this Privacy Notice at any time and we may also notify you in other ways from time to time about the processing of your personal information.