Introduction and Contact Information
This privacy statement tells you what to expect when we collect your personal information. We explain what data we hold about you, how we collect and use your data and whether we share it with other organisations.
Information About You
We will generally only collect data about you directly from you. This will be done when you communicate with us and is likely to include your name, address, e-mail address, telephone numbers. If you are a shareholder, we are required by law to hold information about your name, address, current or past shareholding and (if you elect to receive dividends by bank transfer) your bank account details.
Sometimes information about you will come from other organisations such as our company secretary if you have made an enquiry to them which they have to pass to us. We may also receive information about you from people instructed by you such as solicitors, brokers and nominees who hold shares (directly or indirectly) on your behalf. These businesses will mainly be data controllers themselves and we encourage you to read their privacy notices for information about how they deal with information about you.
A number of organisations will deal with data about you on our behalf and we will therefore deal with any matters that arise about the way they handle your data. These include the firm providing our company secretarial and registrar services (whose details can be found on our website) and the companies that host our website and our other computer systems.
If we have asked for your consent to use your data you may withdraw that consent at any time.
How We Use Your Information
If you are a shareholder we use your information to keep track of your shareholding, to pay any dividends (through our registrars) and to deal with enquiries you make of us. In any other circumstances we will only use your data in connection with any business that we or our subsidiaries might have with you.
During our recruitment process we may collect information directly from you, from other organisations and/or from publicly available information, including media profiles. If necessary, we will share your information in order only to assess your application, equality monitoring and to meet legal or policy requirements for pre-employment checks. This may include checking your identity, work and education activity, criminal record and credit history. Your information will be securely stored. Unsuccessful applicants’ details are held for 12 months and then destroyed.
Sharing Your Information
We will only share data about you where we have a legitimate interest to do so. Other than in a purely business context we are only likely to share details of our shareholders with companies that process your data on our behalf or our business advisers or with other parties instructed by you (such as your brokers, advisers or nominees). We may have to disclose, or allow inspection of, our share register where such a request is made in the form laid down by statute and we have to comply unless we can prove that the information is not being requested for a “proper purpose” (a broad term that is not defined in the relevant legislation).
Where We Store Your Personal Information
All information you provide to us is stored securely. If we have given you, or where you have chosen a password which enables you to access certain parts of our systems (including any hosted for us), you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of 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 your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
International Data Transfers
Except for data provided through our website, we do not generally process personal information outside of the UK and the European Economic Area.
Access to Information
You may obtain the information we hold about you by making a written request to us using the contact details above.
Subject to compliance with any laws and regulations, when you ask us about the information we hold on you we will give you confirmation that your data is being processed, access to it and any other supplementary information we consider relevant to your request.
Your Other Rights
In addition to having access to your information (see above) and your right to the information set out in our privacy statements you have the rights to ask us to rectify any incorrect information about you, to delete information we hold about you, to restrict what we do with information about you, to require us to send information we hold about you either to you (or someone you designate) in a commonly used machine readable form, additionally you may object to how we are using information about you and the right not to have automated decisions made about you.
The above rights are not all absolute and whether you can use one of these rights may depend on the way we obtained your information or the legal basis on which we use your personal information. More information about how and when you can exercise these rights is available from the UK Information Commissioner’s Office.
We are committed to protecting and respecting your personal information in compliance with relevant laws and regulations and we will take any complaints we receive about this very seriously. Please address any concerns to us at the contact address given above or to email@example.com. We encourage you to contact us directly if you are unhappy, but if you are not satisfied with our response or if you prefer not to raise the issue with us you may at any time complain to the Information Commissioner’s Office; for more information on this see the ICO’s report a concern links, their contact links or at one of its regional offices.