ValidID
ValidID - Privacy Policy
Contents
- Summary
- Classes of data collected and processed
- How we collect this data?
- Why do we collect this data?
- Lawful basis of processing
- Data sharing
- How long do we keep information?
- International Transfers
- Data Subject Rights
- Rights relating to Users, Customer data
- How we protect Personal Data
- Use of Cookies
- Updates to this statement
- Feedback or Questions relating to this statement
1. Summary
This is the privacy statement for Professional Office Limited. This statement details how Professional Office, its subsidiaries, branches or representative offices, websites, services, and any 3rd party providers collect, use, secure, transfer and share your information.
Professional Office Limited is a provider of Software as a Service (SAS) solutions which includes but not limited to;
- SanctionsSearch.com
- ValidID.co.uk
- LockedMail.co.uk
- ValidateMe
In addition, the company also provides other services to businesses such as but not limited to;
- Telephone answering
- Call routing
- None geographical numbers
- Registered Office Addresses
- Secure key operated mailboxes
- Secretarial services
- Web and Media Design
The company’s address is
45 Market Street
Hoylake
Wirral
CH47 2BQ
The company’s Data Protection Registration number is Z2234431
2. Classes of data collected and processed
As a company we mainly provide SAS services as a result we primarily collect and process data in relation to the following data subjects;
- Customers & Suppliers of Professional Office (Users data)
- Data belonging to Users Customers
- Data belonging to Employees and prospective Employees/Applicants
The type and amount of data that is collected, is different in relation to these three groups of “data subjects”.
| Users/Suppliers | Users Customers | Employees/Applicants |
|---|---|---|
| Full name | Full name | Full name |
| Address | Gender | Address |
| Contact numbers | Date of birth | Nationality |
| Company status | Nationality | Date of birth |
| Email addresses | Address | Previous address |
| Industry | Previous addresses | Email address |
| Payment history with Professional Office | Credit/Debit card number | Contact numbers |
| Anonymised system usage activity | Contact numbers | Employment History |
| IP address | Passport | Passport number |
| Browser | Driving licence | Driving licence number |
| Operating system | National insurance number | Bank details |
| Search terms | Nationality | Salary details |
| Referring URLs | Visa number if applicable | Credit history |
| Analytics on how the services are used | National Health service number | Health information |
| Functional system cookies | Electricity (MPAN) number | |
| Anonymised tracking cookies | Bank details | |
| Business credit history | Company Directorships | |
| Regulatory history | Property title information | |
| Live facial image |
3. How we collect this data?
| Users/Suppliers | Users Customers | Employees/Applicants |
|---|---|---|
| From the user through the website | From the user through the website | From the individual through the website |
| During conversations over the phone | Companies House | During conversations over the phone |
| Local Government | ||
| Post | Credit reference agencies | Post |
| Companies House | Data suppliers | Data Suppliers |
| Data Suppliers | Use of a smart app ValidateMe | Credit reference agencies |
| Credit reference agencies | Recruitment agencies | |
| Relevant regulators | Job Centre | |
| Training providers | ||
| Health Professionals |
In addition, we may also gather information, only in relation to Users, from our key accounts, where there is a contractual relationship for us to supply our goods and services to their members/users at which point they then become our Users. Consent is supplied to the key account by the user for this transfer to take place.
4. Why do we collect this data?
The reasons we collect information is different depending on the types of “data subject”
| Users/Suppliers | Users Customers | Employees/Applicants |
|---|---|---|
| Assess the suitability of the service | Compliance with user’s regulatory obligations in respect of; | Assess the suitability of the applicant |
| To enable the smooth operation of the service | Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017 | To administer the employee/employer relationship |
| Administer and manage the account | Proceeds of Crime Act 2002 | Pay salary |
| Collect payments and manage billing | Financial Sanctions legislation as part of the Policing and Crime Act | Due diligence |
| Prevent fraud and financial crime | 4th Money Laundering Directive | Manage effective communications |
| Manage communications | Users request/authority | Ensure contractual obligations are met |
| Ensure contractual obligations are met | Due diligence | Compliance & regulatory obligations |
| Compliance with regulatory obligations | To compare live facial image with photo on passport and/or Driving licence | Absentee due to sickness |
| System auditing | ||
| System optimisation | ||
| Communicate system notifications | ||
| Communicate features and upgrades | ||
| Communicate other products and services offered within the system and by the company | ||
| Due diligence |
5. Lawful basis of processing
The lawful basis of processing is based on the “data subject” as detailed below:
| Users/Suppliers | Users Customers | Employees/Applicants |
|---|---|---|
| Consent - We will process your data to tell you about our services and improve the service we give to you. | Legal Obligation - Data is processed in order that the User can comply with their regulatory obligations. | Consent - We may process your data to tell you about any opportunities that may be of interest to you. |
| Contract - We will process your data to perform the necessary actions to deliver our commitment under the contract we have with you. | Contract - Data is processed so that the User can fulfil the obligations under the contract they have with the customer. | Contract - We will process your data to perform necessary actions to deliver our commitment under the contract we have with you. |
| Legal Obligation - We will process your data to comply with our regulatory obligations. | Legitimate Interest - We may process the data to defend a legal claim made against us. | Legal Obligation - We will process your data to comply with our regulatory obligations. |
| Legitimate Interest - We may process your data for market research, analysis of system performance and statistical analysis, | Legitimate Interest - We may process the data to improve the functionality, accuracy and reliability of the system, for the benefit of the User and their Customers. | Special Category - We may process health data if you are absent due to sickness or injury. |
| Legitimate Interest - We may process your data to defend a legal claim made against us. | Legitimate Interest - We may process your data for market research, analysis of system performance and statistical analysis, or to defend a legal claim made against us. | |
|
Legitimate Interest - We may process your data to keep you informed you about upgrades to the system. We may also contact you about complimentary goods and services we as a company supply that we think may be of benefit to you. |
6. Data sharing
Professional Office Limited, will only share User data, and Employees/Applicants data with its partners and agents, in order to fulfil its obligations under the contract it has with them and to satisfy the Legal Obligation requirement.
Professional Office Limited will only share Users customer data with its partners in order to carry out the various checks and screens that are required under the Users Legal Obligation requirement and in accordance with fulfilling the contractual obligations.
Professional Office may share data with prospective/future employers, with government bodies, local and central authorities, third-party companies offering employee benefits, financial institutions, and if necessary, legal representatives.
Nothing in this document will prevent Professional Office from making any disclosure of data as required by law or by any competent authority.
Professional Office Limited does not share any data for any other reason other than what is stated above.
In respect of data that is shared as above, Professional Office Limited contractually requires all service providers and/or recipients, to safeguard the privacy and security of personal information they process on our behalf and authorise them to use or disclose the information only as necessary to perform services on our behalf or comply with legal requirements.
Professional Office reserve the right to transfer your information in the event of a sale or transfer (wholly or partially) of our business or assets, with reasonable efforts on the acquirer to protect/use the information consistent with this statement.
7. How long do we keep information?
In respect of Users/Supplier data:
We only keep information for the amount of time necessary to fulfil the contractual obligation.
We will keep information for an extended period of time in relation to our Legal Obligation, but we will only keep the necessary information for this purpose.
In respect of Employee data:
We only keep information, for the amount of time necessary, to fulfil the contractual obligation.
We will keep information, for an extended period of time, in relation to our Legal Obligation, but we will only keep the necessary information for this purpose.
We will keep data, for an extended period of time, so that we can provide any necessary references required by the data subject.
This data will not be processed for any other reason beyond the term of employment.
In respect of User Customer data:
We will keep User Customer data for as long as the User deems it necessary under the terms of their privacy policy and in accordance with their data retention requirements under the legal basis of processing between them and their customers. Professional Office provides all the necessary tools and features within the system to enable Users to manage their data obligations as they require.
8. International Transfers
Professional Office does not carry out transfers of data outside the EEA.
9. Data Subject Rights
The following outlines the rights that you hold in respect of the processing of your data by Professional Office.
Some of the rights may not apply or have limitations based on the legal basis of processing that is taking place.
9.1. Right to be informed
All Data Subjects will be informed that Professional Office is processing their data and what legal basis that data is being processed under.
It is the Users sole responsibility to inform their customers of the data processing, reasons, and rights, as a result of that data being with Professional Office.
9.2. Right of Access & Correction
All Users have the right to access all of the data about them which is being processed by Professional Office. All data processed by Professional Office is held within the Users account on the system. As a result, all Users can correct any information held about them that is incorrect, using this facility.
9.3. Right to Erasure (Right to be Forgotten)
All Data Subjects have the right to be forgotten in relation to any data collected and processed as a result of the Consent basis of processing. If you would like to exercise this right, please contact us so that we can ensure your requirements are met.
9.4. Right to restrict processing
All Data Subjects have the right to restrict the processing of data held by Professional Office to limit the activities it can carry out in relation to the Consent Basis of processing.
If you would like to exercise this right, please contact us so that we can ensure your requirements are met.
9.5. Right to Object (Right to withhold Consent)
All Data Subjects have the Right to Object or withhold consent to the processing of their data under the Consent basis of processing as detailed in the “Lawful basis of processing” table above.
If you would like to exercise this right, please contact us so that we can ensure your requirements are met.
10. Rights relating to Users, Customer data
The rights relating to data held by Professional Office in relation to Users Customer data may differ from those stated above. However, those rights should be detailed and enforced by the User in accordance with their agreement between them and their customer.
Professional Office cannot dictate or enforce those rights on the User, however Professional Office will provide any and all practicable assistance to enable the User to fulfil their obligations under that agreement and any legal obligation.
11. How we protect Personal Data
The security of personal data is extremely important to Professional Office, as a company we are committed to protecting the information we collect store and process. We maintain administrative, technical and physical safeguards designed to protect the data you provide, or we collect, against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use.
We use TLS encryption in transit and AES encryption at rest on our system from which we transfer and receive personal data.
Professional Office stores data only for as long as it is necessary to fulfil the purpose for which the data is collected, unless otherwise required or authorised by applicable law.
Professional Office takes appropriate measures to destroy or permanently de-identify any data it is instructed to remove from the system as required by the User or legal authority.
12. Use of Cookies
We use Cookies to control some of the activity within the site such as your credentials and storing collective processes as you carry out activities within the site. This type of activity is essential when using our site. Anyone preventing the use of these types of Cookies will be unable to use the system.
Cookies are also sometimes used to improve the website experience of a visitor to a website. We may sometimes use cookies on this website to record aggregate statistical information about the visitors to our site and the use that our visitors make of the website. When collected this information is used by us to improve our website and further enhance the visitor experience and, may be shared with advertisers. Please note that no personally identifiable information is recorded.
We may also use the cookies to gather information about your general internet use to further assist us in developing or website. Where used, these cookies are downloaded to your computer automatically. This cookie file is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive and then stored there and transferred to us where appropriate to help us to improve our website and the service that we provide to you.
All computers have the ability to decline cookies. You can easily decline or remove cookies from your computer using the settings within the Internet Options section in your computer control panel. Please note declining essential system Cookies will render the site unusable for you.
Our third-party suppliers may also use cookies on their websites. We have no control over this and you should review the privacy policy of any third-party supplier that you visit as a result of a link on this website.
13. Updates to this statement
From time to time this statement may be updated in light of regulatory changes or changes in the manner or way in which Professional Office operates in relation to its data. With this in mind we suggest you review this statement at regular intervals. If any changes are significant we will endeavour to notify you and ensure your ongoing consent and/or acceptance.
14. Feedback or Questions relating to this statement
For any enquiries relating to this statement Professional Office can be contacted in the following ways:
Address:
Mr Chris Clare, Data Protection Officer
Professional Office Limited
45 Market Street
Hoylake
Wirral
CH47 2BQ
Telephone: 0151 633 2871
Email: Info@ProfessionalOffice.co.uk