PRIVACY POLICY

Introduction

This privacy policy sets out how Paperchase Business Services Limited (“Supplier” or “we “or “us” or “our”) collects, uses and protects your personal information and tells you about your privacy rights and how the law protects you.
The Supplier is committed to protecting your privacy and ensuring that your personal data is protected.
Personal Data means any information that identifies, or could reasonably be used to identify, a natural person, either on its own or together with other information.
This website is not intended for children, and we do not knowingly collect data relating to children.
It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

Changes to this Privacy Policy

The Supplier may change this policy from time to time by updating this page. You should check this page from time to time to see any updates or any changes to our privacy policy. This policy was last updated on 19 May 2025. By visiting [www.pbsl-uk.com] you are accepting and consenting to the practices described in this policy.

Controller

The Supplier is the data controller and is responsible for your Personal Data. We have appointed a data privacy manager who is responsible for overseeing issues relating to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact: dpo@pbsl-uk.com

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 (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

What data we collect about you

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Datasuch as your name, your employer, your title or position and your relationship to a person or entity or other information we collect as part of our client on boarding process.
Contact Datasuch as billing address, email address and telephone numbers.
Financial Datasuch as bank account details.
Transaction Datasuch as details about payments to and from you and other details of services you have purchased from us.
Technical Datasuch as 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.
Usage Datasuch as information about how you use our website, and services.
Marketing and Communications Data such as your preferences in receiving marketing from us and our third parties and your communication preferences.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
Where we need to collect Personal Data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.
How we collect your data
If you have had contact with us, for example through email, business cards or meeting one of our representatives, we may store limited amounts of personal information relating to you.
We use different methods to collect data from and about you including through:
Direct interactions.When you seek advice or employment from us.
Automated technologies or interactions.As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy for further details.
Third parties or publicly available sources.We may receive personal data about you from various third parties and public sources. What we do with the information we gather
We will only use your personal data when the law allows us to. In most cases we will use your personal data in the following circumstances:
Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal obligation.
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
The table below describes the way we may use your personal data and the legal basis we rely on.
We may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We may use your personal data to decide what we think could be of interest to you.
You can receive marketing communication from us if you have requested information from us or if you have engaged us to provide services to you unless you opted out to receiving that marketing communication.

Opting out

You can ask us to stop sending you marketing messages at any time by contacting us at any time.
Where you opt out of receiving marketing communication, this will not apply to personal data provided to us during the course of a transaction or when we are providing services to you.

Data Transfer

We may transfer your data to business partners, service providers who provide IT and system administration services and professional advisers including lawyers, bankers, financial advisers, auditors and insurers.
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.
International Data Transfers
Whenever we transfer your personal data outside of the United Kingdom or the EEA, we will ensure a similar degree of protection is afforded to such data by ensuring that at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal databy the European Commission (including United Kingdom);
We may require certain organisations to use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
Where we use providers based outside Europe, we may use specific contracts which give personal data the same protection as it would have in Europe.
We may rely on other circumstances where the law permits the transfer for example where the transfer is necessary for the performance of a contract. Hawksford will ensure any transfer of your personal data will be compliant with applicable data protection laws. Please contact the DPO if you require further information on the specific mechanism used by Hawksford when transferring your personal data outside of the Channel Islands, the United Kingdom or the EEA.

Data Security

We have put in place appropriate security measures to safeguard and secure personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
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.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your Personal Data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk, and we cannot accept any liability for the loss, theft or misuse of the personal information which you have registered on our website if there is a security breach.

Data Retention

We will only retain your Personal Data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect of our relationship with you.
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, as well as applicable legal requirements. For example, if you provide us with your information in connection with the FCA mandatory client onboarding, we must keep your information for up to five (5) years from the date of our last contact with you.

Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your Personal Data:

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 data we hold about you corrected, although we may need to verify the accuracy of the new data you provide to us.
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 successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your Personal Data to comply with local law. Please note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your Personal Data where we are relying on a legitimate interest (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 as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your Personal Data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your Personal Data. This enables you to ask us to suspend the processing of your Personal Data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your Personal Data to you or to a third party. We will provide to you, or a third party you have chosen, your Personal Data in a structured, commonly used, machine-readable format. Please note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your Personal Data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

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 will try to respond to all legitimate requests within one month of receiving the request. Occasionally it could take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.

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We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may however prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to and from other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement but have their own privacy policies and we do not accept any responsibility or liability for these policies. You should exercise caution and look at the privacy statement applicable to the website in question.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.