Privacy Policy

Who are we?

Callis Admin, registered address at 10 Lockington Close, Tonbridge TN9 2RB

Sonia@callisadmin.co.uk

Sonia Simpson Business Services LTD T/A Paperclip Admin provides remote admin support and consultancy

What does this policy cover?

Callis Admin LTD takes your personal data seriously. This policy:

  • Set outs the types of personal data we collect about you;

  • Explains how and why we collect and use your personal data;

  • Explains how long we keep your personal data for;

  • Explains when, why and with who we will share your personal data;

  • Sets out the legal basis we have for using your personal data;

  • Explains the effect of refusing to provide the personal data requested;

  • Explains the different rights and choices you have when it comes to your personal data; and

  • Explains how we may contact you and how you can contact us.

What personal data do we collect about you?

We collect the information necessary to provide secretarial and administrative services to you. This information may include, name, career history, references, addresses, details on work and personal life.

We may also collect sensitive personal data about you in the form of biometric data. We only collect sensitive personal data from you and further process this data, where you have given us your explicit consent.

Where do we collect personal data about you from?

The following are the different sources we may collect personal data about you from:

  • Directly from you. This is information you provide in order for us to perform our function as an admin support to you or your business.

How do we use your personal data?

We use your personal data to provide admin and secretarial support to you. This is all confidential.

How long do we keep your personal data for?

We only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal obligations. However, please be advised that we may retain some of your information after you cease to use our services, for instance if this is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes.

When determining the relevant retention periods, we will take into account factors including:

(a) our contractual obligations and rights in relation to the information involved;

(b) legal obligation(s) under applicable law to retain data for a certain period of time;

(c) statute of limitations under applicable law(s);

(d) (potential) disputes;

(e) if you have made a request to have your information deleted; and

(f) guidelines issued by relevant data protection authorities.

Otherwise, we securely erase your information once this is no longer needed.

Who do we share your personal data with?

We only share your personal data internally or externally where we have been instructed to do so by you, in order to perform our duties as your admin support.  

What legal basis do we have for using your information?

We only use your personal information to provide the tasks that you have required of us in performing our duties.

What happens if you do not provide us with the information we request or ask that we stop processing your information?

If you do not provide the personal data necessary, or withdraw your consent for the processing of your personal data, we may not be able to perform our function as your consultant.

Do we make automated decisions concerning you?

No

Do we use Cookies to collect personal data on you?

To provide better service to you on our websites, we use cookies to collect your personal data when you browse.

Do we transfer your data outside of the EEA?

We only transfer data outside of the EEA to fulfil our role as your consultant. This may be for invoicing, or because a company you have asked us to work with are outside of the EEA.  

 

What rights do you have in relation to the data we hold on you?

By law, you have a number of rights when it comes to your personal data. Further information, and advice, about your right can be obtained from the data protection regulator in your country.

 

Rights

What does this mean?

1. The right to be informed

 You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy.

2. The right of access

You have the right to obtain access to your information (if we’re processing it), and certain other information (similar to that provided in this Privacy Policy).

This is so you’re aware and can check that we’re using your information in accordance with data protection law.

3. The right to rectification

You are entitled to have your information corrected if it’s inaccurate or incomplete.

4. The right to erasure

This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.

5. The right to restrict processing

You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.

6. The right to data portability

You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.

7. The right to object to processing

You have the right to object to certain types of processing, including processing for direct marketing.

8. The right to lodge a complaint

You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.

9. The right to withdraw consent

If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

 

 

We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:

  • baseless or excessive/repeated requests, or

  • further copies of the same information.

Alternatively, we may be entitled to refuse to act on the request.

Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.

How will we contact you?

We may contact you by phone or email. If you prefer a particular contact means over another please just let us know.

How can you contact us?

If you are unhappy with how we’ve handled your information, or have further questions on the processing of your personal data, contact us here: Sonia@callisadmin.co.uk