Ellis & Co

Privacy Policy
Data Protection law will change on 25 May 2018. This policy sets out most of your rights under the new laws. We may update this policy again between now and 25 May 2018 when changes come into effect.
Your privacy and the protection of your personal information is important to us. This privacy notice tells you how we look after your personal information and your privacy rights.
Ellis & Co  is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).
If you have any questions about our privacy policy or information we hold about you, please write to us at 28 Normandy Street Alton Hampshire GU34 1BX or email us at simon.ellis@ellisco.co.uk
If you are not happy with how we collect and use your data, please contact us first so we can try to resolve it for you. If you aren’t satisfied with our response you have the right to complain to the Information Commissioner’s Office (www.ico.org.uk).

What our policy contains
1) What information we collect about you
2) Where we collect personal information from
3) How we use personal information
4) How we use your information for marketing purposes
5) How long we keep your information
6) How we store and transfer your information
7) Who we share your information with
8) Your legal rights
9) Other important points about our website and your information
10) Changes to our privacy policy
11) How to contact us

1) What information we collect about you
Personal data means any information capable of identifying an individual. It does not include anonymously generated data. We may process the following types of personal data:

  • Identity information may include your title, first name and last name.
  • Contact information may include your address, email address and telephone numbers.
  • Financial information may include your bank account, your financial position, your financial history
  • Profile information may include marital status, date of birth, details of your current work or profession, income and past work history or skills.
  • Contractual information may include details of the services we provide to you, details of any payments to us and the contracts you enter in to with the third parties we introduce you to.
  • Usage information may include information about how you use and open our website and email newsletters, products and services, your internet protocol (IP) addresses, browser type and version, time zone and location, operating system and the type of device you use.
  • Marketing and communications information may include your preferences in receiving marketing communications from us and your communication preferences.

2) Where we collect personal information from
We may collect personal information about you and your business from these sources. The data you give to us may include:

  • when you enquire about for our services through our website
  • when you talk to us on the phone
  • when you use our website
  • in emails and letters
  • in face to face meetings

We may also get data about you from the third parties we work with, which may include:

  • our associates
  • companies that introduce you to us
  • financial advisers
  • social media networks.

This is information that we need to provide the services you have requested from us and to carry out our obligations arising from any contracts between you and us.

3) How we use personal information
We are only allowed to use personal information if we have a legal reason to. The most common reasons are:

  • to fulfil a contract we have with you
  •  when it is in our (or those of a third party) legitimate interest; which means we have a genuine business reason to use your information. But this is always balanced against what is reasonable to expect given the nature of our relationship and ensuring it has minimal impact on your privacy;
  • when you give your consent to it;
  • where we need to comply with a legal or regulatory obligation.

 4) How we use your information for marketing purposes
For those clients added to our database before 25 May 2018, who have not previously opted-out of our email newsletters, we are using a carefully balanced legitimate interest assessment to continue to send you our email newsletters and marketing information from time-to-time. For a full copy of our legitimate interest assessment which details why we have chosen this lawful ground, and the safeguards we have put in place, please contact us by email at simon.ellis@ellisco.co.uk. You can object to this grounds processing at any time by emailing us at simon.ellis@ellisco.co.uk and we will remove you from our list.
We would like to send new contacts and enquirers news about the industry and about our products and services which may be of interest. This may be by post, telephone, email and text message. We will not use your personal information for these purposes, unless you have given explicit consent by checking the appropriate boxes on the forms (website and/or paper copies) we use to collect your personal information.
If you receive our newsletter or other marketing information, you have a right to opt out any time. This can be done through the ‘Unsubscribe’ link that will always be at the bottom of any of our email communications.
If you no longer wish to be contacted for marketing purposes by post, telephone or text message, please contact us in writing at Ellis & Co  28 Normandy Street Alton Hampshire GU34 1BX or email us at simon.ellis@ellisco.co.uk

5) How long we keep your information
We will not retain your personal information for longer than is necessary to provide our services unless we are required to do so for legal or regulatory requirements.
All data relating to Money Laundering Regulations will be kept on our systems for six years in line with our regulatory requirements.

6) How we store and transfer your information
All the personal information we collect is processed by us. We are committed to ensuring that your information is kept secure. We maintain strict security standards and procedures to prevent un authorised access to your data by anyone. We have put in place a variety of physical, electronic and managerial procedures to protect the security of your data. We adhere to our privacy standards and we  check them for compliance.

7) Who we share your information with
We may share your name, address, telephone number and email information with   third-parties eg  our associate firm Clarke Gammon Wellers. We will  have a written contract in place with Clarke Gammon Wellers which will require them to process your data only in accordance with our instructions.
We may also disclose your personal information to third parties in the following situations:
 

  • if we are under a duty to disclose or share your personal data to comply with any legal obligation.  

We will not share your information for marketing purposes with other companies.

8) Your legal rights
Under certain circumstances, you have the rights to request:

  • access to your personal data.
  • correction of your personal data.
  • erasure of your personal data.
  • restriction of processing your personal data.
  • transfer of your personal data.
  • your consent is withdrawn.

and to object to processing of your personal data.
If you wish to exercise any of these rights, please email us at simon.ellis@ellisco.co.uk
You will not have to pay a fee to exercise any of these rights, but we may charge a reasonable fee for additional copies. We aim to action these requests within one month of the receipt of the request.

9) Other important points about our website and your information
Cookie policy: This website uses cookies. A cookie is a tiny file containing small amounts of information which is downloaded to your computer or device when you visit a website. Cookies do many different things, such as remembering your preferences and help us to improving your online experience. By using our website you consent to our use of cookies. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of our website.
External links: Our website contains links to and from other third-party websites or social media sites. We cannot be held responsible for the security of these sites and we advise users to read the privacy policies of other websites before registering any personal data.
Enquiry form data: The online enquiry form requires a user to enter personal information to allow us to contact you about the services you request. This information is stored in a secure database. It is not readable by other websites. The transmission of information via the internet is never 100% secure. We will do our best to protect your personal information, but we cannot guarantee the security of your information transmitted from our website via our forms. Any transmission is done at your own risk.

10) Changes to our privacy policy
We keep our privacy policy under regular review to make sure that we continue to maintain your privacy and keep your information safe. We reserve the right to update this policy and any changes will be posted on this web page. We may email you directly with any changes if we think it is necessary.
This privacy policy was last updated on 10th May 2018.

11) How to contact us
If you have any questions about our privacy policy or information we hold about you, please write to us at:
Ellis & Co  28 Normandy Street Alton Hampshire GU34 1BX or email us at simon.ellis@ellisco.co.uk


 
 
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