Here at TFOP Ltd (TFOP) we are committed to protecting and respecting your privacy. We have taken active steps to ensure that we are fully GDPR compliant.
If you have any questions regarding this policy and our privacy practices, please send an email to email@example.com or write to TFOP, Unit 4 Forward Way, Laker Road, Rochester, Kent, ME1 3QX.
Alternatively, you can telephone 01634 666700.
This policy explains:
- How do we collect information from you?
- What type of information is collected from you?
- How is your information used?
- How long is your information kept for?
- Who has access to your information?
- How we will contact you?
- What is prior consent?
- What is legitimate interest?
- Your rights in relation to your information
- How we’ll protect your information?
- How are links to other websites managed?
- Transferring your information outside of Europe
- How to complain?
- Policy review date
Just so you know, we may update and revise this policy from time to time so please check this page occasionally to ensure that you are happy with any changes. By using our website, you’re agreeing to be bound by this policy.
How do we collect information from you?
What type of information is collected from you?
The personal information we collect could include your name, job title, address, phone number, email address. When your visit our website, your IP address and information regarding what pages are accessed and when could also be gathered. This information may also be gathered when we meet with you, through email or when you complete an online form. As the information will enable us to tailor our services to you. If you decide not to provide this, we may not be able to offer the appropriate products and services to you from the outset.
How is your information used?
- To assist with the day-to-day management of your account.
- To contact you via email, telephone or post with details of other products which we feel will be of legitimate interest to you.
How long is your information kept for?
Unless you are a current client, your information will not be kept for any longer than necessary. This will help us ensure that all of our data is current and up-to-date.
If we collect your information for a competition or seasonal promotion, we’ll only keep it until the end of the competition or promotion.
Who has access to your information?
Only the Directors and employees of TFOP will have access to your information. We will not share your information with third parties for marketing purposes. We will never sell or rent your information to third parties.
How we will contact you?
If you are a client of TFOP, we will contact you at the agreed intervals (i.e. monthly and quarterly) to honour the services set out in our Service Level Agreement – for instance, to provide a web analytics report. We may also contact you in between the agreed intervals if, for any reason, we believe that there is a compelling reason to do so i.e. with details of the other services which you would benefit from or with information regarding your account.
If you are not an existing client of TFOP, we may still contact you for marketing purposes by post, email and phone if you have given your prior consent or if we believe that you will have a legitimate interest in the services that we offer. You can change your marketing preferences at any time by contacting us by email or post, using the address supplied above.
What is prior consent?
Prior consent means that you are happy to receive any and all marketing correspondence from us via post, telephone and/or email. It can only ever be given by the direct recipient of our correspondence. In the case of a group email address or general telephone number, the person requesting the opt in will be assumed as the owner of this means of communication.
Prior consent can be given by ticking an opt in box on our marketing preferences form, available online or offline. If consent is offered verbally or in writing, we will opt you in at your request. At this stage, you will be asked how you wish to be contacted (e.g. via email, telephone or post). Consent will be refreshed at regular intervals by TFOP.
What is legitimate interest?
If we believe that a product or service offered by TFOP could be of legitimate interest to you, we will contact you regarding it, via email, telephone or post. You can change your marketing preferences at any time by contacting us by email or post, using the address supplied above.
Your rights in relation to your information
The accuracy of your information is important to us. If you are not a current client of TFOP, the information that we have will reflect your situation at that time of data collection and we will not normally update this (apart from a change of contact information). If you are a current client, we will update the information as appropriate, as and when we need to. In either circumstance, you change your contact information at any time. Please notify us and we will update our records.
Under new EU requirements (from 25 May 2018) you have a number of specific rights, these are summarised below:
Access: You may ask for a copy of the information the TFOP hold about you and we will provide this within one month.
Rectification: You may ask us to correct any information that we hold that is inaccurate or incomplete.
Erasure: You may ask us to delete or cease processing data in certain situations. Please note that we may need to retain information for certain time periods and we will retain such information as we believe is necessary to fulfil these obligations.
Restrict processing: You may ask us to cease processing information. This means that we will be able to retain it but no longer use it for marketing purposes. In the event that you unsubscribe from our correspondence, we will automatically cease processing your information within a week.
Portability: You may have the right to have your data transferred to another service provider in an appropriate electronic format.
Objection: You may have the right to object to us processing information or using it for marketing purposes.
This is a brief summary of your rights and there may be restrictions on some of them. If you wish to explore any of these rights at any time, please contact us on the addresses above and we will be pleased to assist you.
How we’ll protect your information?
At TFOP, when you give us personal information, we’ll take every necessary step to ensure that it is retained securely and processed in a confidential manner. Your information may be accessed by Directors and employees of TFOP for the purposes of marketing and providing our services to you.
Information may be transmitted normally over the internet (for instance, via email or online forms), and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information that passes between us, and you should consider the risk of this.
Once we receive your information, we make our best effort to ensure its security on our systems. All your information is, at the very least, password protected and/or encrypted or, in the case of physical copies of your information, locked away after use.
At TFOP, we operate a clean desk policy so any physical copies of your information (e.g. business cards, telephone messages) will be locked away at the end of the working day.
How long do we keep cookies for? On the TFOP website, cookies are kept for 28 days before they are deleted.
How do I switch cookies off? It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our website.
How are links to other websites managed?
Transferring your information outside of Europe
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.
If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.
How to complain?
If you believe that we are not holding your information correctly or are unhappy at any dealings with us regarding your information, you may complain to the Information Commissioners Office. You can do this via their website https://ico.org.uk/concerns or by calling 0303 123 1113.
Review of this policy
We keep this policy under regular review. This policy was last updated in August 2018.