Privacy Notice
XP Processing Ltd is registered in England and Wales (company number 08374960). Office address 7 Westminster Chambers, 106 Lord Street, Southport, PR8 1LF.
This policy explains how we collect your personal information and how that data will be used.Please read the below notice carefully and if you have any questions or concerns contact us directly.
What information do we collect?
We collect information about you when enquiring about our services, this can be through our website, telephone or face to face meeting.
The data we collect about your company is name, directors, addresses and contact details. Once an agreement has been made the company will supply personal information about its clients which may include but are not limited to:
Personal:
Title; Full Name; Date of Birth; Gender; Nationality; Contact Details
Employment:
Employment Status; Salary Details; Employment History
Assets & Liabilities:
Bank Account Details; Sources of Income and Expenditure; Credit History
Health:
Health Status and History
Existing Arrangements:
Investment; mortgage; pension; protection
Some of our clients have a requirement for us to carry out identification checks on their clients which means we will hold copies of Passports, Driving Licence, Bank Statements and Utility Bills etc.
Special Data
Special category data is personal data which is more sensitive and needs more protection. This may include, but is not limited to, race, ethnic origin, health, sex life or sexual orientation.
We will only record special data where it is appropriate to do so in order to meet the obligations of the company who we have agreed a contract with.
If a client is the parental guardian for a child/ children under the age of 13, we will record information relevant to them where necessary. This may also include their Special Data.
How do we use personal information?
Information about you and your company will help us direct your business. We will then be able to put together a plan whereby our company will provide third party services. These services may include but are not limited to the following:
- CRM design
- Incoming call handling
- Website design
- Administration & processing
- Outbound telesales
- Sales & Marketing consultancy.
What legal basis do we have for processing your personal data?
We will hold your data on the Contractual lawful basis, in accordance with the Data Protection Act of 1998 and the General Data Protection Regulation (GDPR) enforced by the Information Commissioners Office (ICO) whereby both parties are entering a contract for the provision of a service.
Your personal data will be used provided it is in our business interest to do so and your rights are not affected. For example, we may need to respond to requests from product providers.
When do we share personal data?
We treat personal data confidentially and we may share / disclose data to third parties to provide services to you. All the details about who data may be shared with will be outlined in the agreement.
We will only share data securely, this can be via secure email or post. We will regularly review the information any third parties hold and ensure that are still relevant to provide a service to you.
Third parties we may share data with are consultants for our company, document collection services and IT specialist etc. All will be detailed in the agreement depending on which service you wish to use.
How do we secure personal data?
We take precautions to ensure all data provided is kept save and secure.
All company information is kept on a secure CRM data base which requires both username and password. Only authorised individuals will be able to obtain personal data.
If any amendments to details are required we suggest using a secure email or password protect documents, and we will also do the same when in relation to personal data.
All staff are trained to ensure that no personal data is given to someone who is not authorised. If we are unable to verify an individual on the phone when we will secure email or write out to the data subject.
How long do we keep your personal data for?
Data will be kept whilst business relationships are still ongoing. Once any contract comes to an end we will return all client data over to the company which we held the contract with. All business related information will be kept for a period of 6 years. After that point the data will be removed from our database.
Your rights in relation to personal data
The right to be informed – You have the right to be informed about the collection and use of your personal data.
The right of access – You have the right to access their own personal data, which is known as subject access. You can make a subject access request verbally or in writing and we will respond within a month. There will be no charge for this request.
The right to rectification – You have the right to have inaccurate personal data rectified or completed if it is incomplete. These requests can be taken in writing or verbally and we will respond within a month. A request for rectification may be refused and will be detailed as to why in our response.
The right to erasure/ The right to be forgotten – You have the right to have personal data erased. This request can be made verbally or in writing and we will respond within a month.
The right to restrict processing – You have the right to request the restriction or suppression of your personal data. When processing is restricted, we are permitted to store the personal data, but not use it. We can accept a request verbally or in writing and will respond within a month.
The right to data portability – This allows you to obtain and reuse your personal data for your own purposes across different services. This allows you to move, copy or transfer data from one IT environment to another safely and securely, without affecting the usability of the usability of the data.
The right to object – You have the right to object to the processing of your personal data in certain circumstances and you have the absolute right to stop their data being used for direct marketing. This request can be made verbally or writing and we will respond within a month.
Rights in relation to automated decision making and profiling – You have the right to challenge a decision or request human intervention where automated decision making and profiling has occurred. Regular checks will be carried out to ensure all systems are working as intended.
Above is a summary of all of your rights, some may have restrictions applied. Please contact us directly if you wish to discuss your rights in more detail.
How to contact us?
If you have any questions or concerns regarding our Privacy Policy, your personal information or wish to make a complaint please email us at team@xpprocessing.co.uk or write to XP Processing Ltd, 7 Westminster Chambers, 106 Lord Street, Southport, PR8 1LF. Alternatively, you can call our office on 01704 777100.