How to contact us?

• Post                 158 De Clare Drive, Radyr, Cardiff, CF15 8FY
• Telephone    +44  7480 121236
• Email               karen.wright@workplacemattersltd.co.uk

What information do we collect, use, and why?

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details
• Addresses
• Payment details (including card or bank information for transfers and direct debits)
• Financial data (including income and expenditure)
• Transaction data (including details about payments to and from you and details of products and services you have purchased)
• Usage data (including information about how you interact with and use our website, products, and services)
• Information relating to compliments or complaints
• Records of meetings and decisions
• Account access information
• Website user information

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details
• Addresses
• Purchase or service history
• Account information, including registration details
• Marketing preferences

We collect or use the following personal information for information updates or marketing purposes:

• Names and contact details
• Addresses
• Marketing preferences

We collect or use the following personal information to comply with legal requirements:

• Name
• Contact information
• Any other personal information required to comply with legal obligations

We collect or use the following personal information for dealing with queries, complaints, or claims:

• Names and contact details
• Addresses
• Payment details
• Account information
• Customer or client accounts and records
• Financial transaction information
• Correspondence

What are our lawful bases and your data protection rights?

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR.  You can find out more about lawful bases on the ICO’s website. The lawful basis on which we rely may affect your data protection rights, which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website.

• Your right of access - You have the right to ask us for copies of your personal information. You can request additional information, such as where we get personal information from and who we share it with. There are some exemptions, so you may not receive all the information you request. Read more about your right of access
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more on your right to rectification
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure. Read more on your right to erasure
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more on your right to restrict processing
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing. Read more on your right to object to processing
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation or to you. Read more about your right to data portability
• Your right to withdraw consent – When we use consent as our lawful basis, you have the right to withdraw your consent at any time. Read more on your right to withdraw consent

If you make a request, we must respond to you within one month.

To make a data protection rights request, contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data?

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

• Consent - we have received your permission after we have given you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we must collect or use the information to enter or carry out a contract with you. All your data protection rights may apply except the right to object.
• Legal obligation – we must collect or use your information to comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• Consent - we have received your permission after we have given you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we must collect or use the information to enter or carry out a contract with you. All your data protection rights may apply except the right to object.
• Legal obligation – we must collect or use your information to comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent - we have received your permission after we have given you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we must collect or use the information to enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
• Legal obligation – we must collect or use your information to comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information to comply with legal requirements:

• Consent - we have received your permission after we have given you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we must collect or use the information to enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
• Legal obligation – we must collect or use your information to comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent - we have received your permission after we have given you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we must collect or use the information to enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
• Legal obligation – we must collect or use your information to comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where do we get our personal information from?

• Directly from you
• Publicly available sources

How long do we keep information?

We retain personal data about you during and after termination of your relationship with us. This data is held and used for as long as permitted for legal, regulatory, fraud prevention and legitimate business purposes.

For more information on how long we store your personal information, see the Retention of Information Schedule or the criteria we use to determine this on our About Us page.   Alternatively, contact us using the details at the top of the privacy notice.

How do you complain?

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. If you remain unhappy with how we have used your data after raising a complaint with us, you can also complain to the Information Commissioner’s Office (ICO).     

The ICO’s Address        

Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint