This policy describes how we use your personal data when you use our website www.thetracinggroup.co.uk or when we provide services to you. We have provided this policy to ensure that you understand what personal data we may collect and hold about you, what we may use it for and how we keep it safe. You have legal rights to access the personal data that we hold about you and to control how we use it which are also explained.
WHO WE ARE AND HOW YOU CAN CONTACT US
We are The Tracing Group Limited, a company registered in England with registration number: 10640926. Our registered head office address is at: Unit 4D, Wymondham Business Centre, Norfolk, NR18 9JL.
You can contact us in writing at: Unit 4D, Wymondham Business Centre, Norfolk, NR18 9JL or by email to: firstname.lastname@example.org. If you would like to speak to us, please call us on: 01603 937800.
Please refer to the sections on your rights to know what personal data we hold and to control how we use it and how to make a complaint for further information.
WHAT PERSONAL DATA WE COLLECT ABOUT YOU
Personal data that you provide to us. There are lots of ways in which you may share your personal data with us, for example, you may register on our website, post on social media sites that we run, or contact us in connection with services that we are providing to others. The personal data that you provide to us may include your name, address, e-mail address and phone numbers, date of birth and National Insurance Number.
Personal data that we receive from third parties. If we work with other businesses or use sub-contractors these parties may collect personal data about you which they will share with us. For example, we may have your name and contact details passed to us by a pension scheme, insurance provider, asset manager or other financial institution so that we can assist them to update their records or trace you to your current address.
Personal data about your use of our website. This is technical information and includes details such as your IP address, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, as well as details of how you navigated to our website and where you went when you left, what pages you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and any phone number used to call our customer service number.
WHAT WE USE YOUR PERSONAL DATA FOR
Personal data that you provide to us is used to:
Provide you with the information, products and services that you request from us.
Provide you with marketing information in accordance with your marketing preferences (see how we use your personal data for marketing)
Manage and administer our business.
Review and improve our service.
Deliver a service to trace customers on behalf of our clients or update our client’s records.
Personal data that we receive from third parties is combined with the personal data that you provide to us and used for the purposes described above.
Personal data about your use of our website is used to:
a. Administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
b. To improve our website to ensure that content is presented in the most effective manner for you and for your computer or mobile device.
c. To allow you to participate in interactive features of our service, when you choose to do so.
d. As part of our efforts to keep our site safe and secure.
e. To make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.
8. We may utilise the services of credit reference agencies when performing our tracing.
Cookies are small files saved to the user's computer hard drive that track, save and store information about the user's interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.
Other cookies may be stored to your computer’s hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.
WHEN WE NEED YOUR CONSENT TO USE YOUR PERSONAL DATA
Whilst we always want you to be aware of how we are using your personal data, this does not necessarily mean that we are required to ask for your consent before we can use it. In the day to day running of our business we may use your personal data without asking for your consent because:
We are entering into and carrying out our obligations under a contract with you
We need to use your personal data for our own legitimate purposes (such as the administration and management of our business and the improvement of our services) and our doing so will not interfere with your privacy rights
In exceptional circumstances we may wish to use your personal data for a different purpose which does require your consent. In these circumstances we will contact you to explain how we wish to use your data and to ask for your consent. You are not required to give consent just because we ask for it. If you do give consent you can change your mind and withdraw it at a later date.
Please refer to the section on ‘how we use your personal data for marketing’ to read about marketing consents.
PERSONAL DATA YOU ARE LEGALLY OBLIGED TO PROVIDE
You are not under a legal obligation to provide us with any of your personal data but please note that if you elect not to provide us with your personal data we may be unable to provide our services to you.
YOUR RIGHTS TO KNOW WHAT PERSONAL DATA WE HOLD AND TO CONTROL HOW WE USE IT
You have a legal right to know what personal data we hold about you - this is called the right of subject access. You can exercise this right by sending us a written request at any time. Please mark your letter “Subject Access Request” and send it to us at: Unit 4D, Wymondham Business Centre, Norfolk, NR18 9JL or by email to: email@example.com. Any request for information via a Subject Access Request will be processed within 28 days unless your request is highly complex in which case we are permitted to extend the service period to 90 days. When any such request is made, The Tracing Group have a legal responsibility to ensure they are communicating with the person whose is identified by the requested data, as such we have a requirement to ascertain your identity and may ask for any reasonable documentation to confirm this. You may be charged a reasonable fee if your request is deemed excessive.
You also have rights to:
Prevent your personal data being used for marketing purposes (see ‘how we use your personal data for marketing’ for further details).
Have inaccurate personal data corrected, blocked or erased.
Object to decisions being made about you by automated means or to your personal data being used for profiling purposes.
Object to our using your personal data in ways that are likely to cause you damage or distress.
You can find full details of your personal data rights on the Information Commissioner’s Office website at www.ico.org.uk.
AUTOMATED DECISION MAKING AND PROFILING
We do not make use of automated decision making or profiling.
WHEN WE WILL SHARE YOUR PERSONAL DATA WITH OTHERS
We share your data with the following people in the day to day running our business:
Any business partners, suppliers and sub-contractors we work with to provide you or our clients with services that you or they have requested from us.
Analytics and search engine providers that assist us in the improvement and optimisation of our site.
We may also share your personal information with third parties on a one-off basis, for example, if:
a. We sell or buy any business or assets (including our own), in which case we will disclose your personal data to the prospective seller or buyer of such business or assets
b. We are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to protect the rights, property, or safety of our customers, ourselves or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
HOW WE KEEP YOUR PERSONAL DATA SAFE
We take every care to ensure that your personal data is kept secure. The security measures we take include:
Only storing your personal data on secure servers.
Ensuring that our staff receive regular data security awareness training.
Keeping paper records to a minimum and ensuring that those we do have are stored in locked filing cabinets on our office premises.
Maintaining up to date firewalls and anti-virus software to minimise the risk of unauthorised access to our systems.
Enforcing a strict policy on the use of mobile devices and out of office working.
Please remember that you are responsible for keeping your passwords secure. If we have given you (or you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. Please do not to share your passwords with anyone.
Unfortunately, sending information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of personal data sent to our website; you send us personal data at your own risk. Once we have received your personal data, we will use strict procedures and security features (some of which are described above) to try to prevent unauthorised access.
HOW WE USE YOUR PERSONAL DATA FOR MARKETING
We will add your details to our marketing database if:
You make an enquiry about our services
You buy our services
You have told a third party that you would like them to pass us your contact details so that we can send you updates about our services
You have registered an account on our website and have indicated during the sign-up process that you are happy to receive marketing communications
We may send you marketing communications by email, telephone, or post. You can ask us to only send you marketing communications by particular methods (for example, you may be happy to receive emails from us but not telephone calls) or you may ask us not to send you any marketing communications at all. You are also provided with the option to “opt out”.
We may ask you to indicate your marketing preferences when you first register an account on our website. You can check and update your current marketing preferences at any time by calling or emailing us using the details set out in the Who we are and how you can contact us section above.
WHEN WE WILL SEND YOUR PERSONAL DATA TO OTHER COUNTRIES
Your personal data will not be transferred to or stored at a destination outside the European Economic Area (“EEA”) by us or our sub contractors.
HOW LONG WE KEEP YOUR PERSONAL DATA
We only keep your personal data for as long as we actually need it. In practice this means that we will keep the details that we have been provided by our client for as long as the contract exists.
Please note that we may anonymise your personal data or use it for statistical purposes. We keep anonymised and statistical data indefinitely but we take care to ensure that such data can no longer identify or be connected to any individual.
HOW YOU CAN MAKE A COMPLAINT
If you are unhappy with the way we have used your personal data please contact us to discuss this using the contact details set out in the section above.
You are also entitled to make a complaint to the Information Commissioner’s Office which you can do by visiting www.ico.org.uk. Whilst you are not required to do so, we encourage you to contact us directly to discuss any concerns that you may have and to allow us an opportunity to address these before you contact the Information Commissioner’s Office.
Although our website only looks to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website.
The Tracing Group Limited cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
SOCIAL MEDIA PLATFORMS
Communication, engagement and actions taken through external social media platforms our website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution with regards to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
HOW WE KEEP THIS POLICY UP TO DATE
The easiest way to check for updates is by looking for the latest version of this policy on our website or you can contact us (see ‘who we are and how to contact us’) to ask us to send you the latest version of our policy.
Policy last updated / issued: 17/03/2022. V3.0