With new General Data Protection Regulations (GDPR) in force from 25th May 2018 we have updated our policy accordingly. The following information outlines what data we hold, why and what we do with it. This is to protect you, your data and your privacy.
- What data do we hold?
What data does Active Flow hold and what do we do with it?
This is the data we hold on our clients. This is the client contact information we hold for businesses we work with who we contact in a professional capacity. This includes company names, registration details, banking information and direct contact emails, telephone and addresses.
This is the data we hold for prospective clients. This is the contact information we hold for businesses who we hope to work with, who we contact in a professional capacity. We hold email addresses and company addresses.
This covers all data on current and previous employees including CVs and contracts.
- Supplier and contractor data
This is the data we hold for our suppliers and sub-contractors which we use solely to contact on a professional basis.
- How and where do we store this data?
We are committed to keeping your data secure and have procedures, policies and measures in place to safeguard your confidential information. However, no data transmission can be guaranteed to be 100% secure and there is the possibility that personal information could be observed by a third party whilst in transit online or while stored on our servers. Active Flow takes no liability for such an occurrence.
- B2B client data
Our client data is stored in the following systems:
- our accountancy and bookkeeping system to ensure we can raise invoices for professional services.
- our current work management system to ensure the flow of projects through our business
- contact information is stored within our email accounts to allow us to contact our clients on a professional basis.
- Employee data
Employees past and present and interviewee data is stored securely for up to 3 years. CVs of previous applicants and current applicants CVs are stored on our secure server and within the email system in which they first approached us. Hard copies are securely shredded unless applicant has requested, we keep their file for future opportunities. Employee’s bank and personal data is held securely internally in a secure drawer.
- Supplier and contractor data
Supplier and contractor data is held in the following systems:
- our finance management system in which we pay our suppliers and contractors
- we hold signed hardcopy contracts in a secure drawer
- Soft copies are stored securely on a server.
- What data do we collect and how?
- Client and supplier details
We collect all relevant and required information from clients, suppliers and freelance or contracted staff to enable us to operate in a professional business manner. This allows us to issue purchase orders, invoices and remittances and pay people appropriately. This information is not shared with any third party unless we have to instruct legal proceedings against clients or suppliers for breaches of their contract with us, for example if they haven’t paid us.
- What do we do with your data?
The personal information we do collect from you will be used to conduct business in a professional manner. We will use it to respond to your requests regarding our services. We will use it to enable us to deliver the project you’ve appointed us to deliver.
From time to time, we’ll use it to provide you with insightful and relevant information which we believe will be of benefit to your business.
We will also use it to inform you of any changes in what we do or how we operate.
- Is our use of data likely to cause objections or complaints?
Our intention is to only provide you with information that will benefit you. Your data will only be used to allow us to operate, manage and complete projects in the professional manner we adhere to. For non-project communication we intend only to provide information which is relevant, insightful and of value to you.
- Viewing and updating your personal information
You have the right to request access to the personal information we hold on you. You can ask us to correct any errors or inconsistencies in your personal information or in fact remove all of the personal information we hold.
You can submit a written request to access your data at any time. If you’d like to do that, please contact us at:
Active Flow Controls Ltd
Units 8 & 9 Brunel Gate
West Portway Industrial Estate
Alternatively, please email your request to firstname.lastname@example.org