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Privacy Notice

Welcome to the privacy notice for iComply online

We respect your privacy and are committed to protecting your personal data. This privacy notice describes how we collect, use and disclose your personal data, and what rights you have with respect to the use of it.

Personal data, also known as personal information, or personally identifiable information, means any information about an individual from which that individual can be identified.

By using our products and/or services you signify that you have read and understood this privacy notice.

Purpose

The purpose of this privacy notice is to inform you about how and why your personal data is used to ensure we are as transparent as possible, and to ensure that you are aware of your rights under data protection legislation. If you have any questions, or you think something is missing or unclear, please let us know via email at: privacy@icomply.online.

As we may use your personal data for our purposes and determine how and why we use your personal data we are a, "data controller", under UK and European data protection laws.

In line with our obligations under relevant data protection laws, this privacy notice sets out how we will collect, hold and use your personal data where we are a data controller.  In particular the table in the section “How we use your personal data” below specifies the purposes for which we may use your personal data as a data controller.

Where we refer to “you” and “your” in this privacy notice, we are talking to the individual whose personal data we use as a data controller.

How We Get Personal Data
  • Direct interactions with you: For example, you may submit your personal data (including identity data and contact data) to us as part of submitting an enquiry form on our website about products or services or we may send marketing materials and promotions to you (in accordance with your marketing preferences).

  • Automated technologies or interactions: As you interact with our products and/or services, we may automatically collect data about your browsing actions and patterns. We collect this data by using cookies. You can control cookies through your browser’s settings and other tools.

  • Third parties: We may receive your name and contact details from an existing customer who invites you to use our product or services through a referral arrangement with our partners. We may also source marketing lists from third parties which contain personal data (i.e. identity data and contact data) about those that might be interested in our products and services. (i.e. identity data and contact data) about those that might be interested in our products and services.

Where we have received your personal data from a third party, we expect that all relevant and appropriate consents have been sought and granted.

What We Do With Personal Data

‍Where we are a data controller in respect of your personal data, we are required by UK and EU data protection law to be clear about the purposes for which we are processing that personal data and our lawful basis for doing so.

We set out below, in a table format, a description of the ways we plan to use your personal data in our capacity as a data controller.

We may process your personal data using more than one lawful ground depending on the specific purpose for which we are using your personal data. Please contact us if you would like details about the specific legal ground we are relying onto process your personal data where more than one ground has been set out in the table above.

We are a provider of products and services and you are not obliged to provide your personal details to us. However, if you choose not to, we may not be able to respond to your queries or provide our products and services to you.

Marketing

We want to provide you with choices regarding certain uses of your personal data, particularly around marketing and advertising. You can ask us at any time to stop sending you messages by unsubscribing from emails or otherwise contacting us to specify your marketing preferences.

You may receive marketing communications from us where you have requested products or services from us or if you have requested information from us and, in each case, you have opted in to receiving that marketing material.

How We Store Your Personal Data

‍Your personal data is securely stored using Wix cloud hosting services. Wix stores personal information in multiple locations worldwide, whether by themselves or with the help of affiliates and service providers.

Wix ensure compliance to the highest industry standards for physical, environmental, and hosting controls, in addition to offering end-to-end encryption. All sensitive data is safeguarded through the use of AES 256 encryption within the production database and is encrypted in transit between the application and client facing interface using Transport layer Security (TLS) 1.2 or later. 

Enterprise customers may opt to store and process data covered under select services within a defined geographic boundary in their own private clouds. By using Velo code, customers can connect an external database to their Wix site to make sure that such data is stored in the customer's local servers. 

iComply online 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. We limit access to your personal data to those employees other third-party partners who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so

Data Retention

‍We will only retain your personal data for as long as necessary to fulfil 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 and legal purposes.

In some circumstances you can ask us to delete your data: see the “erasure” right in the section below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this data indefinitely without further notice to you.

Your Data Protection Rights

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

  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).

  • Object to processing of your personal data. This right applies where we are relying on our legitimate interests (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.

  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.

  • Request the transfer of your personal data to another party (known as the “right to data portability”).

  • Withdraw consent. This right applies only if we are relying on your consent to process any of your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

  • Not be discriminated against if exercise rights. Should you exercise any of your data rights, we will not discriminate against you in any way.

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 if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. Please contact us at privacy@icomply.online if you wish to make a request.

Changes To This Privacy Notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal data.

If you have any questions about this privacy notice, please contact privacy@icomply.online.

This policy was last reviewed and updated on 10th May 2024.

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