A. PERSONAL DATA COLLECTED
You may submit personal information to us under the following scenarios:
1. When you enquire about our products and services, request a demo, submit an online enquiry or when you purchase a product or register to use our software or services. Data may include your name, address, email, telephone numbers and IP address (personal contact details) and possibly also the personal contact details for your employees, business partners, shareholders and other professionals / sub-contractors / individuals in relation to your business. You may also freely supply additional personal data at your discretion that is relevant in relation to your enquiry, purchase or registration.
2. When you contact us with a support enquiry or when you provide information for us to perform your bookkeeping work under our bookkeeping service. Data may predominantly include the same items and subjects detailed under scenario 1 but may additionally include employment related financial information such as salary, dividend and pension, PAYE & NI totals. You may also freely provide additional personal data at your discretion that is relevant to your particular support enquiry or in relation to us performing your bookkeeping work.
3. When you subscribe to our payroll service. Data may include employee names, personal contact details, proof of identity, dates of birth, NI number, tax codes, dates and times of employment / leave / maternity / sickness together with hourly rate / salary values. You may also freely supply additional personal data at your discretion that is relevant to the processing of your payroll.
B. HOW WE USE PERSONAL DATA
Where personal data is required, we will only use that data for purposes that are clear when you provide your details. As such the legal basis for our use of this data is consent. Should we wish to use your data for any other purpose, we will always notify you in writing before doing so.
We may use your personal information to:
Provide any information you have requested.
Process your payments.
Deliver our products and services and to meet the obligations of our contracts.
Provide software support to you.
Manage our relationship with you.
Comply with regulatory requirements.
Request your participation in any customer research, for example when we research possible new products / features or feedback on existing products or services. Where testimonials or feedback have been provided, this information may be used in marketing material in an anonymous format unless specific consent has otherwise been obtained from you directly.
Market new Ob-serve products, features or services where they are related to your existing Ob-serve products, features or services using 'legitimate interest' as the legal basis.
Marketing of other products, features or services will only take place where you have specifically opted in to receive additional marketing communications. You may contact us to opt out again at any time by contacting us through any of the means detailed at www.ob-serve.co.uk/contact.htm.
Personal information will be held and used for as long as permitted for legal, regulatory, fraud prevention and legitimate business purposes. In the case of our payroll and bookkeeping services, this will be no longer than the periods specified as the statutory requirements.
C. DISCLOSURE AND SHARING OF YOUR PERSONAL DATA
We will only send your personal data to others under the following circumstances:
We have obtained your consent to share the information.
We need to share your personal data in order to process payment for our goods or services.
We need to share the information in order to provide the service, product or support information you have requested.
We need to share the information with others working on behalf of Ob-serve Business Computing Ltd in order to provide the service, product or support information you have requested.
In response to court orders and other legitimate requests from authorities to which we must comply by law.
If our company is subject to a take-over or merger in which case the information will be disclosed to the new owners on the understanding that they will protect the information and only use the information in substantially the same way as previously.
Internally access to your personal data is limited only to those employees and partners that need to use it for the legitimate purposes detailed in section B. It is part of our data protection policy not to use third party service providers for the storage of personal data unless this is either a) a choice made by yourself or b) fully made clear by us during your purchase and configuration of a specific Ob-serve product or service.
If you choose to use a third party service provider based outside of the European Economic Area (EEA), it becomes your responsibility to ensure that the appropriate measures and controls are in place to protect that information in accordance with applicable data protection laws and regulations.
We will never sell, trade or rent personally identifiable information to others unless you have specifically opted in to do so.
D. YOUR RIGHTS
You may contact us if you have any questions about this policy, if you
would like to see a copy of the information that we hold on you, if you
would like that information to be corrected or even request for it to
be deleted. The provision of this information may be subject to:
If you wish to raise a complaint on how we have handled your personal data, please contact us in the first instance and we will investigate the matter.
If you are not satisfied with our response and believe our processing of your personal data is not in accordance with the law you can complain to the Information Commissioner's Office.
© Ob-serve Business Computing Ltd 2023
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