PAPERCHASE BUSINESS SERVICES LIMITED

PRIVACY POLICY

At Paperchase, it is our basic understanding that we are responsible for protecting and respecting your privacy along with looking after your personal data.

This Privacy Notice, together with our General Terms of Service, explains what personal data we acquire, how we use your personal data, reasons we may also need to reveal your personal data to others and how we store your private data securely.

For clarity, Paperchase may be both data controller and statistics processor for your personal data under certain occasions.

We must suggest that this policy is subject to change, and will hold you informed all time for any modifications.

New Data Protection law which came into effect from 25 May 2018

Under the new laws, your rights are set in this privacy notice.

1. About US

Paperchase is a provider of accounting and payrollservices, based in Croydon. Paperchase have a registered office at The Courtyard, 14A Sydenham Road, Croydon, CR0 2EE and company number 03656438. Mr.Minesh Patel is Data Protection Officer for Paperchase.

2. How new law protects your data

Data protection suggests that we are only able to process your personal data if we have legitimate reasons to do so. The premise for processing your personal data consists of, however is not confined to, yourapproval, performance of a service agreement, to enable raise invoices and remit money, and to contact you for service details.

3. How do we gather personal data ?

We get hold of your information when you operate on our website, complete forms on our internet site, if you contact us through phone, email, live-chat or otherwise in respect of any of our services. Additionally we also acquire data from you when you sign up, enter a contest, merchandising or survey or when you
inform us of any other matter.

We will collect your personal data which is necessary in provision of our services to you. We will also gather personal data of your employees for processing of payroll. This will be acquired via secured web portal. You warrant that you have acquired the specific consent from all employees. In case you offer us with non-public data about a third party (as an example, when you refer us any new client), you warrant that you have acquired the specific consent from the third party for the disclosure and use of their private data.

4. Which data do we collect ?

Your name, address, email address, phone numbers, payment information, National Insurance numbers, Employment history, Personal tax, Payroll and accounting Data.

If you have visited our website, we may collect technical data which includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

We simply process such data on your behalf, based on Terms and Conditions and you are answerable for any applicable legal requirements respecting your content.

5. Use of Data

We use information about you in the following approaches:

Some of our processing is important for compliance with a legal responsibility. For example, a company is a regulated entity and consequently has a responsibility to act as a data controller and is required to report certain matters to its regulators or regulatory enforcement agencies.

We may also process data if it is necessary for the implementation of a contract with you, or to take steps to enter into a contract. An instance of this would be processing your data in connection with providing you with services.

6. How long we will keep your data?

We will preserve your personal data in the course of the length that you are a customer of Paperchase. We shall maintain your data only for as long as necessary in accordance with relevant legal guidelines.

On the closure of your account, we may preserve your data for up to 7 years after you have opted out of your services with us. It is our assurance that your private data shall only be used for the functions said herein.

7. Sharing your personal data

Any personal data will only be shared with third parties including other data controllers where it is important for the performance of the data controllers’ tasks or where you first deliver us your prior consent. It is probable that we will require to share your data with our agents, providers and sub-contractors. For example, we may ask a supplier to ship out newsletters on our regard, or to hold our database software, or to offer us with management, IT and other related services.

Any private data transmitted to countries or territories outside the European Union will only be positioned on systems obeying with measures giving equivalent safeguarding of personal rights either through global agreements or contracts accepted by the European Union.

8. 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 thetable in paragraph 5 above.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our
instructions.

9. Any other Third Parties

For the prevention of doubt, we do not and never shall sell your private data to third parties for marketing or promotional activities.

In case we are acquired or amalgamated by a third party, in which case personal data held by it about its customers will be one of the transferred assets. In those occasions, we may expose your private data to the potential buyer of our enterprise, provided that both the parties have entered into appropriate confidentiality undertakings. Similarly, we may share your personal data if we are under an obligation to reveal data in order to comply with any legal undertaking or to defend the rights, property, or safety of Paperchase, our customers, or others. This includes but is not always constrained to exchanging information with other firms and enterprises for the purposes of fraud prevention, credit risk cutting and arbitrating policies. However, to ensure the protection of your privacy rights, we will aim to take continued steps to that regard.

10. International transfers

When we share your personal data with Paperchase Business Services Private Limited and Paperchase Software Solutions Private Limited, this will involve transferring your data outside the European Economic Area (EEA).

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring that we use specific contracts approved by the European Commission, which give personal data the same protection it has in Europe.

Please Contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

11. What rights you have ?

In averting the operating or processing of your personal data, it may postpone or prevent us from carrying out our contractual duties to you. It may also imply that we shall be unable to provide our services or process the rescindment of your service.

You have the right to object to our use of your personal data, or ask us to delete, eliminate or prevent using it if there is no need for us to maintain it. This is referred as your right to be forgotten. There are legal and accountancy motives why we will need to keep your data, but please do inform us in case you suppose that we are maintaining or using your private facts incorrectly.

Our Privacy Notice shall be made clear to you at the point of collection of your personal data.

Unless you have given us your prior consent, we will not get in touch with you for marketing purposes. You can change your marketing preferences at any time within your Paperchase.

12. Browser Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.

13. Links to other sites

Paperchase may provide links to third party sites. We encourage you to review the privacy policies of these third party sites since we have no direct control over them. Any information that is supplied on these sites will not be within our authority and we cannot be held responsible for the privacy policies and practices of these.

14. Where we store your personal data

We follow accepted ISO standards to store and protect the personal data we collect, including the use of encryption if appropriate.

All records you provide to us are stored on our secured servers within the EEA. Occasionally, your data may be transmitted to and stored in a country outside the EEA in line with the provision of services. The legal guidelines in these nations may not pledge you with the same protection as in the EEA; however, any third party referred to above outside of the EEA has agreed to abide by European levels of data protection in relation of the transmission, processing and storage of any private information. By dispensing your data to us, you concur to this transfer and storage. However, with this privacy notice, we will ensure that reasonable steps are taken to protect your data in accordance with the legal guidelines.

As soon as we have acquired your information, we will use uncompromising procedures and protection capabilities to try to prevent unauthorised access.

Any sensitive data (payment details for example) are encrypted and protected.

You are responsible for keeping the password confidential where we have given you (or where you have chosen) a password which enables you to access certain parts of our website. We will never ask you to share a password with anyone.

15. Our Liability

In accordance with our General Terms and Conditions and conferring with the applicable laws, we agree to take reasonable measures to protect your data.

16. Data Breaches

We shall ensure that our obligations under applicable data protection laws are complied with where necessary in the event of data breach.

17. Contact us

Please e-mail any questions or comments you have about privacy to us at privacy@pbsl-uk.com. You can also write us at:

Minesh Patel (DPO)
Paperchase Business Services Ltd
The Courtyard
14A Sydenham Road
CR0 2EE
Phone: 020 3725 2888

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

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

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113