At Workflo, we are committed to protecting your privacy and ensuring the security of your personal data. This privacy policy outlines how we collect, use, disclose, and protect your personal information as a data controller. By engaging our services, you acknowledge and consent to the practices described in this policy.
Information We Collect
We may collect and process the following types of personal data:
- Contact information, including your name, address, phone number, and email address.
- Financial information, such as billing details and payment records.
- Information necessary to provide our services, including project details and relevant documentation.
- Communication records and correspondence with you.
- Any other information you provide to us voluntarily.
Purpose and Legal Basis for Processing
We process personal data for the following purposes:
- Your consent given at the time of engaging our services.
- The processing is necessary for the performance of our contract with you.
- Compliance with legal obligations.
Please note that providing us with certain personal data is a requirement of our contract with you. If you fail to provide the requested information, we may be unable to provide our services effectively.
Disclosure of Personal Data
We may share your personal data with the following parties:
- HM Revenue and Customs (HMRC) for tax compliance purposes.
- Professional indemnity insurers for insurance coverage.
- Debt collection service providers for recovering outstanding payments.
- Product manufacturers, if necessary for warranty claims or technical support.
Additionally, we may disclose personal data if required or permitted by law, including:
- Law enforcement agencies, upon their lawful request.
- Courts and tribunals in connection with legal proceedings.
- The Information Commissioner's Office (ICO) as required by data protection regulations.
Should you request us not to share your personal data with the above parties, we may need to cease our services.
Third-Party Service Providers
We may engage third-party service providers, including service agents, debt recovery agents, field tracing agents, and subcontractors, to assist in delivering our services and fulfilling our legitimate interests. These providers are bound by contractual obligations to handle your personal data securely and only process it for the specified purposes.
Subject Access Requests (SARs)
You have the right to request access to the personal data we hold about you, subject to applicable laws. To submit a subject access request, please send a written request to the address provided below. To expedite the process, include relevant details to verify your identity and locate the requested information, such as your name, address, work address, date of work, and relevant invoice numbers.
We are committed to responding to SARs promptly, within one month of receipt, as required by the Data Protection Act 2018 (DPA 2018). However, there may be circumstances where we are permitted to refuse access, such as when there has been little or no change to the data since a previous request.
You may authorise someone else, such as a friend, relative, or solicitor, to request information on your behalf. To grant such authorisation, please sign a letter stating your consent and the authorised person's details.
Rectification of Personal Data
If you believe that any personal data we hold about you is inaccurate or incomplete, please notify us promptly. We will take reasonable steps to rectify and update the information as necessary.
Withdrawal of Consent
If you have provided consent for the processing of your personal data, you have the right to withdraw that consent at any time. To withdraw your consent, please inform us promptly. Please note that the withdrawal of consent does not affect the lawfulness of processing prior to the withdrawal, and we may still have a legal basis to process your data in certain circumstances.
Marketing Activities and Data Usage
At Workflo, we may use your personal data for limited marketing activities, subject to your consent where required by applicable laws.
- Consent: We will obtain your explicit consent before using your personal data for direct marketing purposes, where required by applicable data protection laws.
- Marketing Communications: With your consent, we may send you marketing communications via email, phone calls, or other means of communication.
- Opt-out: You have the right to opt-out of receiving marketing communications from us at any time.
- Data Sharing: We will not share your personal data with third parties for their direct marketing purposes without obtaining your consent.
- Data Retention: We will retain your personal data for marketing purposes only as long as your consent is valid or as required by applicable laws.
Marketing, Contact Form and Data Usage
We may use personal data you submit via our website forms for the purposes of responding to your enquiry, providing you with the correct information, product, or service you have requested, and, with your consent, sending you marketing information related to our services.
- Consent: When completing a form on our website, you will be asked to confirm your consent for Workflo to process your personal data in accordance with this Privacy Policy.
- Opt-out: You can withdraw your consent and opt out of marketing communications at any time by following the unsubscribe link in our emails or contacting us.
- Data Sharing: We will never share your personal data with third parties for their direct marketing purposes without your consent.
Automated Decision-Making
We do not engage in automated decision-making processes that significantly impact you or involve sensitive personal data.
Use of CCTV
In order to ensure the security and safety of our premises, we utilise Closed-Circuit Television (CCTV) surveillance systems. The primary purpose is to prevent and detect unlawful activities, protect the security of our premises, assets, and personnel, and enhance the safety of individuals within the premises.
Data Security
We take data security seriously and implement appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures include encryption, access controls, regular security assessments, and employee training on data protection.
Data Breach Notification
In the event of a data breach that poses a risk to the rights and freedoms of individuals, we will promptly notify the relevant authorities and affected individuals, as required by applicable data protection laws.
Cookies and Tracking Technologies
Our website may use cookies or other tracking technologies to enhance user experience. For more information on our use of cookies, please review our Cookie Policy.
Third-Party Links/Websites
Our website may contain links to third-party websites or services. Please note that our privacy policy does not apply to those external sites, and we encourage you to review the privacy policies of those sites.
Children's Privacy
Our services are not intended for children under a certain age. We do not knowingly collect personal data from children.
Changes to the Privacy Policy
We may update this privacy policy from time to time to reflect changes to our data handling practices or legal requirements. The most current version of the policy will be available on our website.
Contact Information
For any questions or concerns related to data protection or this privacy policy, please contact:
Kirsty Cole
privacy@workflo.solutions
Workflo
Workflo House Unit 16 Shairps Business Park
Houston Ind Estate, Livingston
West Lothian EH54 5FD
Phone: 0330 055 9435