Privacy Policy

In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to inform you, our clients, of the types of data we process about you. We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.

1. DATA PROTECTION PRINCIPLES

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:

1. 1. processing is fair, lawful and transparent 
   2. data is collected for specific, explicit, and legitimate purposes
   3. data collected is adequate, relevant and limited to what is necessary for the purposes of processing
   4. data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
   5. data is not kept for longer than is necessary for its given purpose
   6. data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
   7. we comply with the relevant GDPR procedures for international transferring of personal data

2. TYPES OF DATA HELD

We keep several categories of personal data on our clients in order to carry out effective and efficient processes. We keep this data in a file relating to each client and we also hold the data within our computer systems. Specifically, we might hold the following types of data:

1. name
2. address
3. phone number
4. email address

3. COLLECTING YOUR DATA

We obtain information about you when you engage us to deliver our services and / or when you contact us to enquire about our services.

4. LAWFUL BASIS FOR PROCESSING

The law on data protection allows us to process your data for certain reasons only. We rely on the following legal bases to use your personal data:

  a) On a contractual basis where it is needed by us to perform our contractual obligations to our clients.

  b) Where it is in our legitimate interests to do so to make and / or to maintain contact with our clients to             

      provide them with information and communications.

E)   WHO WE SHARE YOUR DATA WITH

Employees within our company who have responsibility for administration, accounts and management of contracts will have access to your data which is relevant to their function. All employees with such responsibility have been trained in ensuring data is processed in line with GDPR.  

We may also share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us. We have a data processing agreement in place with such third parties to ensure data is not compromised. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.

We do not share your data with bodies outside of the European Economic Area.

We will not release your information to other third parties. 

F)    PROTECTING YOUR DATA

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented appropriate security measures to guard against such. 

G)   RETENTION PERIODS

We only keep your data for as long as we need it, which will be at least for the duration of your contract with us and to satisfy any legal and regulatory requirements afterwards.

H)   AUTOMATED DECISION MAKING

Automated decision making means making a decision about you using no human involvement e.g. using computerised filtering equipment. No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.

I)    YOUR RIGHTS IN CONNECTION WITH PERSONAL DATA 

You have the following rights in relation to the personal data we hold on you:

1. 1. the right to be informed about the data we hold on you and what we do with it;
   2. the right of access to the data we hold on you; 
   3. the right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;
   4. the right to have data deleted in certain circumstances. This is also known as ‘erasure’;
   5. the right to restrict the processing of the data; 
   6. the right to transfer the data we hold on you to another party. This is also known as ‘portability’;
   7. the right to object to the inclusion of any information;
   8. the right to regulate any automated decision-making and profiling of personal data.

If you want to exercise any of the above rights, please let us know by contacting us as indicated under Contact Information below. 

J)   CONSENT

Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data. To withdraw your consent please let us know by contacting us as indicated under Contact Information below.

K)  CONTACT INFORMATION

Please contact Ambassador Services Ltd by telephone on 01277 363303 or email via [email protected]

L)   MAKING A COMPLAINT

We seek to resolve directly all complaints about how we handle your personal information but you also have the right to lodge a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.

M)   DATA PROTECTION COMPLIANCE

Our appointed compliance co-ordinators in respect of our data protection activities are: 

Wendy Pockett / Martin Page

Ambassador Services Ltd, Unit 4B Bansons Yard, High Street, Ongar CM5 9AA

Telephone: 01277 363303  Email: [email protected]

N)   CHANGES TO OUR PRIVACY NOTICE

We keep this privacy notice under regular review and will inform you of any updates.

This privacy notice will be effective from 25 May 2018.