Privacy Policy – Willow Business Support Ltd

This privacy notice provides the details of how we collect and process your personal data through your use of www.willowbusinesssupport.co.uk including any information you provide when you make contact to enquire about services.

By providing your data, you’re confirming that you are over 13 years of age.

As Willow Business Support Ltd is the Data Controller and is responsible for your personal data (referred to as ‘we’, ‘us’ or ‘our’ in this privacy notice).

Contact Details

Our full details are:

Full name of legal entity: Willow Business Support Ltd
Email address: susie@willowbusinesssupport.co.uk

Postal address: Willow Business Support Ltd,  Langton House, 124 Acomb Road, York, North Yorkshire, YO24 4EY
Telephone number: 07828974224

If you’re not happy with how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), (www.ico.org.uk). However, please contact us first so that we can try to resolve any problem for you.

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at susie@willowbusinesssupport.co.uk

What data do we collect about you

Personal data means any information capable of identifying an individual. It does not include anonymised data. We may process certain types of personal data about you as follows:

  • Identity Data may include your first name, maiden name, last name, username, marital status, title, date of birth and gender.
  • Contact Data may include your billing address, delivery address, email address and telephone numbers.
  • Financial Data may include your bank account details.
  • Transaction Data may include details about payments between us.
  • Technical Data may include your login data, internet protocol addresses, browser type and version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access this website.
  • Usage Data may include information about how you use our website, products and services.
  • Marketing and Communications Data may include your preferences in receiving marketing communications from us and our third parties and your communication preferences.

We may also process Aggregated Data from your personal data but this data does not reveal your identity and as such in itself is not personal data. An example of this is where we review your Usage Data to work out the percentage of website users using a specific feature of our site. If we link the Aggregated Data with your personal data so that you can be identified from it, then it is treated as personal data.

Sensitive Data

We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data.

Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver services to you). If you don’t provide us with the requested data, we may have to cancel a service you have ordered but if we do, we will notify you at the time.

How we collect your personal data

We collect data about you through a variety of different methods including:

  • Direct interactions: You may provide data by communicating with us by post, phone, or email including when you:
  • order our products or services;
  • give us feedback.
  • Automated technologies or interactions: As you use our site, we may automatically collect Technical Data about your equipment, browsing actions and usage patterns. We collect this data by using cookies, server logs and similar technologies. We may also receive Technical Data about you if you visit other websites that use our cookies.

How we use your personal data 

We will only use your personal data when legally permitted. The most common uses of your personal data are:

  • Where we need to perform the contract between us.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal ground for processing your personal data, other than in relation to sending marketing communications to you via email. You have the right to withdraw consent to marketing at any time by emailing us at susie@willowbusinesssupport.co.uk.

Purposes for processing your personal data

Set out below is a description of the ways we intend to use your personal data and the legal grounds on which we will process such data. We have also explained what our legitimate interests are where relevant.

We may process your personal data for more than one lawful ground, depending on the specific purpose for which we are using your data. Please email susie@willowbusinesssupport.co.uk if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose / Activity Type of DataLawful basis for activity
To register you as a new customer(a) Identity
(b) Contact		Performance of a contract with you
To process and deliver your order including:
(a) Manage payments, fees and charges
(b) Collect and recover money
owed to us		(a) Identity
(b) Contact
(c) Financial
(d) Transaction
(e) Marketing and
Communications		(a) Performance of a contract with you
(b) Necessary for our legitimate interests
to recover debts owed to us
To manage our relationship with you which will include:
(a) Notifying you about changes to
our terms or privacy policy
(b) Asking you to leave a testimony or review of services received		(a) Identity
(b) Contact
(c) Profile
(d) Marketing and
Communications		(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests to keep our records updated and to study how customers use our services
To administer and protect our
business and our site (including
troubleshooting, data analysis,
testing, system maintenance,
support, reporting and hosting of data)		(a) Identity
(b) Contact
(c) Technical		(a) Necessary for our legitimate interests
for running our business, provision of administration and IT services, network
security, to prevent fraud and in the context of a business reorganisation or
group restructuring exercise
(b) Necessary to comply with a legal obligation
To deliver relevant content and advertisements to you and measure and understand the effectiveness of our advertising(a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and
Communications		Necessary for our legitimate interests to
study how customers use our products/ services, to develop them, to grow our
business and to inform our marketing strategy
To use data analytics to improve our website, products/services,
marketing, customer relationships
and experiences		(a) Technical
(b) Usage		Necessary for our legitimate interests to define types of customers for our products
and services, to keep our site updated and relevant, to develop our business and
to inform our marketing strategy
To make suggestions and
recommendations to you about goods or services that may be of interest to you		(a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile		Necessary for our legitimate interests to develop our products/services and grow our business

Marketing communications

You will only receive marketing communications from us if you have:

  • requested information from us
  • or purchased marketing services from us

Your personal data will never be shared with any third party for marketing purposes.

You can ask us to stop sending you marketing communications at any time by emailing susie@willowbusinesssupport.co.uk  at any time.

Where you opt out of receiving our marketing communications, this will not apply to personal data provided to us as a result of specific marketing services purchase.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If we need to use your personal data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing. We may process your personal data without your knowledge or consent where this is required or permitted by law.

Disclosures of your personal data

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above:

  • Other associate companies who provide specific and necessary services to Willow Business Support Ltd such as IT and system administration services.
  • Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
  • HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances.

Please email susie@willowbusinesssupport.co.uk if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

If a suspected data breach occurs you will be notified along with any applicable regulator where we are legally required to do so.

Data retention

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

Your rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

  • Request access to your personal data.
  • Request correction of your personal data.
  • Request erasure of your personal data.
  • Object to processing of your personal data.
  • Request restriction of processing your personal data.
  • Request transfer of your personal data.
  • Right to withdraw consent.

You can see more about these rights at:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you wish to exercise any of the rights set out above, please email susie@willowbusinesssupport.co.uk.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month of your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Cookies

About my use of cookies

  • I use cookies to make my website easier for you to use
  • I use cookies to help prevent online forms being used to send spam-email
  • I also use cookies to monitor use of my web site, so I can spot trends and make improvements
  • I don’t (and never will) use cookies to identify individuals
  • I don’t store personal information in cookies
  • Information about what cookies are set

I believe that using cookies as outlined above is important for the smooth running of my website and don’t believe that they pose any threat to your personal privacy or online security. Therefore, I recommend you “allow” cookies. If you “disable” cookies the interactive functions of my shiny website will not operate (stuff like data submission via forms). Hope this answers your cookie queries.

What Are Cookies?

A cookie is a gizmo used by websites to send ‘state information’ to a users’ browser and for the browser to return state information to the website. State information can be used for authentication, identification of a user session, user preferences, shopping cart contents and other stuff else that can be accomplished through storing text data on the user’s computer.

Cookies can’t be programmed, nor can they carry viruses or install malware on the host computer. They can be used to track users browsing activities – it was the privacy concerns associated with this capability which prompted a change to the law.

Cookies are used by most websites for a multiple of reasons. These are often very practical reasons to do with the operation of the website but they are also used to monitor how people use the website (e.g. which pages are visited and how long is spent on each page). Each ‘visitor session’ is tracked even though no effort is made to try to identify the user in person.

The new legislation states that you, the web site user, must be able to opt-out from having cookies stored on your computer.

What Happens If You Opt-Out

If you decide to disable cookies I record this so that you don’t get asked the same question again. Most of the website will still work as expected, however, functions that rely on cookies are obviously disabled. This includes using the online enquiry form. I use a cookie to remember your cookie preferences and this has a couple of consequences:

  • If you delete all your cookies you will have to tell me your preference again
  • If you use a different device, computer profile or browser you will have to tell me your preference again