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Privacy Policy

Professional Administration Ltd trading as Pro-Admin is a company registered in England and Wales, company number 09717337 whose registered office is 8 School Cottages, Hargrave, Bury St. Edmunds, Suffolk, IP29 5HR.  We are committed to protecting and respecting your privacy.

 

This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

 

We are a provider of the fulfilment of typing and administration services (“Services”) pursuant to an agreement(s) (“Agreement”) entered into with each respective client (Client) of ours.

 

Information

We may receive, collect and/or process the following data about you:

 

  1. Information that we receive from Clients
  • We receive personal information in relation to individuals contained within dictation and typing that we receive from each Client with whom we have an Agreement and in these circumstances the Client is the data controller and we are the data processor and process personal data in accordance with the respective Client’s instructions in providing the Services. In these circumstances the categories of data that we hold are ordinarily names and addresses but can include bank details and medical records.

 

  1. Personal information you give us:
    • Information that you provide by filling in forms on our site www.pro-admin.co.uk (our site). This includes information provided at the time of registering to use our service, posting material or requesting further services. We may also ask you for information when you report a problem with our site.
    • The data you give us may include your name, address, email address and phone number.
    • If you contact us, we may keep a record of that correspondence.
    • We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.

 

  1. Information we collect about you:

IP addresses

  • We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.

 

Cookies

  • Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookies policy

 

Uses made of the information

We use information held about you in the following ways:

  • To carry out our obligations in providing the Services pursuant to Agreements.
  • To provide you with information, products or services that you request from us or where you have consented to be contacted for marketing purposes.
  • To ensure that content from our site is presented in the most effective manner for you and for your computer.
  • To notify you about changes to our service.

 

Disclosure of your information

  • as part of the provision of the Services we routinely share personal data with: (i) third party consultants who are sub-processors (providers of typing services to us) with whom we have service agreements and a binding internal data privacy policy; and (ii) providers of software to us or whose software interfaces with our Software who routinely contract with us on their standard terms and conditions of supply.

 

  • Our current software providers are:
    • Office 365 for email, word, excel – this server is in Ireland.
    • KashFlow Accountancy for processing our accounts – this server is in London.
    • Dropbox for file transfer only – not storage of data – their servers are primarily in the US.
    • Microsoft OneDrive for file transfer only – not storage of data – their servers are in the EU.

 

We need to share this data in order to provide the Services.

 

We may, with your consent, include personal data within Capsule CRM for marketing purposes. This server is hosted by AWS (Amazon Web Services).

 

We will not otherwise disclose your information to any third parties.

 

Our Legal Basis for processing your personal data

  • It is necessary for us to process personal data received from and about Clients and their respective clients for performance of the Agreements in relation to the provision of the Services that we are contractually obligated to provide.
  • In certain circumstances we process your personal data after obtaining your consent (which you may withdraw at any time) to do so for the purposes of sending you marketing emails.
  • We process information collected (IP addresses and Cookies) on the basis of our legitimate interests seeking to develop our business and we do not carry out any automatic profiling.

 

How long we keep your personal data

  • We will keep your personal data as set out below:
  • Where Pro-Admin is a Data Controller:
    • If you are a Client or sub-contractor, personal data will be stored for 3 years after the termination of our contract.
  • Where Pro-Admin is a Data Processor:
    • Personal Data processed on behalf of a Client, in order to fulfil our Agreement, will be stored on a secure server for 3 months. It will then be deleted.  Clients can request alternative deletion timescales for their completed documents.  

 

 

Where we store your personal data

  • The data that we collect from you is stored on our Server (see Systems and Security below). It may be the case that as part of the provision of the Services or marketing that data is transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by Consultants operating outside the EEA.  Currently, we have one Consultant in New Zealand who remotely accesses our server and all data is retained on our Server and not stored on local PCs. These transfers will only take place if we have approved the use of the relevant sub-processor and we are satisfied that it has provided appropriate safeguards and enforceable data subject rights are available.  By submitting your personal data, you agree to this transfer, storing or processing.
  • All information you provide to us is stored on our secure server at our premises.
  • Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

 

Systems and Security

  • We have a Dell PowerEdge T430 Server, which is hosted at our premises in the UK.
  • We have appropriate security measures in place to prevent personal information from being lost, used or accessed in an unauthorised way. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
  • We have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
  • 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.

 

Your rights

You have a number of rights when it comes to your personal data including to correct any mistakes, erasure and withdraw consent to marketing.  Further information can be obtained from www.ico.org.uk.  Where we are acting as Data Processor we can only act on the instructions of the Client as Data Controller.  Where we are the Data Controller we may not be able to delete data relating to Clients/Agreements if we are required to retain it for compliance reasons (e.g. audit). 

 

Consequences of failing to provide personal data

If you fail to provide personal data we may not be able to provide our services to you. 

 

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

 

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to info@pro-admin.co.uk.

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