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Last updated November 24, 2021
This privacy notice is provided to inform about how and why your personal data is used so that we can be as transparent as possible, and to ensure that you are aware of your rights under data protection legislation.
We are Lares Digital Ltd. a company registered in England No. 12606940. We are registered with the ICO under number ZB183171. We can be contacted on 020 3924 2924 or firstname.lastname@example.org. Our address is 42 Tamworth Road, Croydon, CR0 1XU.
We process personal data so we can provide our digital receptionist services to residential and commercial clients. We also process personal data to maintain communication and to send information about ourselves and our services which we believe is relevant.
When we process your personal data, we must establish our legal basis for doing so and that legal basis can be different depending on circumstances in which we process it. You will see references to the basis of processing e.g.,”(Article. 6.1.f)” and this is a reference to the article of the UK General Data Protection Regulation under which we undertake the processing in question.
We process the data you provide through our website enquiry form or give us directly on emails, by telephone or at conferences or events. The data we process is your full name, email address and telephone number. We do this under the legal basis of Article 6.1.f of the UK GDPR ‘Legitimate Interest’ as we have a legitimate interest in answering your enquiries, promoting our business and engaging with potential clients.
We continue to process your data as a client and we do this under the lawful basis of ‘Performance of a Contract’ Article 6.1.b UK GDPR.
We will also process photographs of visitors to premises who we interact with. The purpose of this is to support the security measures of our clients. The lawful basis we use for this processing is ‘legitimate interest’ Article 6.1.f UK GDPR as we have a legitimate interest in helping to keep secure, the premises we operate in.
If you fail to provide the information we require for contractual purposes, we will be unable to provide the agreed services to you.
As a business to business organisation, Lares Digital may conduct marketing activities and send updates and information about our services to organisations we believe would benefit from our services. The lawful basis for undertaking this is Article 6.1.f ‘Legitimate Interest’ as we have a legitimate interest is developing and marketing our business. You can object to our marketing at any time by contacting us. We will retain your basic data to ensure your details are suppressed from our marketing activity. Our legal basis for this is Article 6.1.c – we have a legal obligation not to continue to send you marketing without a lawful basis.
As a general principle, we will not share your personal data to other recipients without your permission. There are some exceptions to this:
- It is possible, that we might be obliged to disclose personal information in response to a court order or other lawful obligation. Our lawful basis for this is Article 6.1.c -legal obligation.
- If you do not pay your bills, we may choose to engage a third party to recover any money you owe us. Our lawful basis Article 6.1.f (legitimate interest) as we have a legitimate interest to recover any money owed to us.
- We may share images taken with our clients or their representatives. Our lawful basis Article 6.1.f (legitimate interest) as we have a legitimate interest to support their security measures.
We use the services of other organisations in the processing your data. We use email, video conference platforms and Amazon Web Services for the provision of services. Our website also processes limited personal data such as IP address.
Those organisations that process personal data on our behalf are subject to a data processing contract as required by Article 28 of the UK GPDR. This ensures that your data is handled in accordance with the UK GPDR.
We do not transfer personal data outside of the UK.
We will retain your data only for the time we require it for the purposes stated and / or where we have a legal obligation or other legitimate purpose. We will retain client data for seven years post termination of contract. Personal data we use for our own purposes which is collected from visitors at premises we service, is retained for 90 days.
The UK GDPR requires us to implement technical and organisational measures to protect your data. We have developed policies and procedures to ensure we treat personal data lawfully and keep it secure. We train our staff on the requirements of the legislation and the need for data protection. Our IT systems have protection installed and our online platforms are accessed through user authentication, and we have access controls in place. We use Transport Layer Security (TLS, also known as SSL) to encrypt any data you supply to us through our website.
The UK GDPR provides you with several rights in relation to the data of your we process. The rights relevant to our activities are:
- You have the right to get access to and copies of your personal data.
- You can in certain circumstances, restrict our processing of your data and request us to erase it (although we may have to retain some for legal reasons).
- You can ask us to rectify any inaccurate information we may be holding.
If you want to exercise any of these rights, contact us on the above email address.
You also have the right to lodge a complaint about our processing with a supervisory authority — the UK’s Information Commissioner’s Office.
Information Commissioner’s Office
Telephone: 0303 123 1113