Willix Limited privacy notice

Registered name: Willix Limited

Registered Company Location:14 Museum Place, Caerdydd, United Kingdom, CF10 3BH

Registered Company Number:16166712

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email

legal@willixlimited.co.uk

What information 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

·    Pronoun preferences

·    Third party information (such as family members or other relevant parties)

·    Information relating to compliments or complaints

·    Audio recordings (eg calls)

·    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

·    Information used for security purposes

·    Marketing preferences

·    Technical data, including information about browser and operating systems

·    Names and contact information

·    Client accounts and records

·    Video recordings of public areas

·    Audio recordings of public areas

·    Video recordings of private or staff only areas

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

·    Names and contact details

·    Addresses

·    Profile information

·    Marketing preferences

·    Purchase or account history

·    Website and app user journey information

We collect or use the following personal information for research or archiving purposes:

·    Names and contact details

·    Addresses

·    Purchase or client account history

·    Website and app user journey information

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

·    Name

·    Contact information

·    Identification documents

·    Client account information

·    Any other personal information required to comply with legal obligations

·    Criminal offence data

We collect or use the following personal information to protect client welfare:

·    Names and contact information

·    Client account information

·    Health and wellbeing information

·    Emergency contact details

We collect or use the following personal information for recruitment purposes:

·    Contact details (eg name, address, telephone number or personal email address)

·    Date of birth

·    National Insurance number

·    Copies of passports or other photo ID

·    Employment history (eg job application, employment references or secondary employment)

·    Education history (eg qualifications)

·    Right to work information

·    Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

·    Security clearance details (eg basic checks and higher security clearance)

·    Genetic information

·    Biometric information (where used to identify someone)

·    Health information

·    Sexual orientation information

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

·    Names and contact details

·    Address

·    Payment details

·    Account information

·    Purchase or service history

·    Video recordings of public areas

·    Audio recordings of public areas

·    Video recordings of private or staff only areas

·    Audio recordings of private or staff only areas

·    Call recordings

·    Dashcam footage - outside vehicle

·    Dashcam footage - inside vehicle

·    Witness statements and contact details

·    Photographs

·    Relevant information from previous investigations

·    Customer or client accounts and records

·    Financial transaction information

·    Information relating to health and safety (including incident investigation details and reports and accident book records)

·    Correspondence

·    Telematics data and connected car information

·    Location data

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

·    Genetic information

·    Biometric information (where used to identify someone)

Lawful bases and 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.

Which lawful basis we rely on may affect your data protection rights which are in brief set out 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 other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.

·    Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.

·    Your right to erasure - You have the right to ask us to delete your personal information.

·    Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.

·    Your right to object to processing - You have the right to object to the processing of your personal data.

·    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.

·    Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please 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 permission from you after we gave you all the relevant information. All of 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 have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·    Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

·    Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

·    Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organization such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

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

·    Consent - we have permission from you after we gave you all the relevant information. All of 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 have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·    Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

·    Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

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

·    Consent - we have permission from you after we gave you all the relevant information. All of 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 have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·    Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

·    Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information for research or archiving purposes:

·    Consent - we have permission from you after we gave you all the relevant information. All of 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 have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·    Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

·    Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

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

·    Consent - we have permission from you after we gave you all the relevant information. All of 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 have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·    Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

·    Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information to protect client welfare are:

·    Consent - we have permission from you after we gave you all the relevant information. All of 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 have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·    Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

·    Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

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

·    Consent - we have permission from you after we gave you all the relevant information. All of 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 have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·    Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

·    Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

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

·    Consent - we have permission from you after we gave you all the relevant information. All of 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 have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·    Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

·    Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

·    Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Where we get personal information from

·    Directly from you

·    Regulatory authorities

·    CCTV footage or other recordings

·    Legal bodies or professionals (such as courts or solicitors)

·    Debt collection agencies

·    Publicly available sources

·    Previous employment

·    Market research organizations

·    Credit reference agencies

·    Providers of marketing lists and other personal information

·    Suppliers and service providers

·    Third parties:

o  Microsoft

o  https://websitesforfree.co.uk/

How long we keep information

For information on how long we keep personal information, see our retention schedule at willixlimited.co.uk\polices\retentionschedule

Who we share information with

Data processors

Daniel Williams

This data processor does the following activities for us: He process our payroll information He manage our IT systems or they store our HR records He is the Director

Others we share personal information with

·    Debt collection agencies

·    Organisations we’re legally obliged to share personal information with

·    Publicly on our website, social media or other marketing and information media

How to 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’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

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

Helpline number: 0303 123 1113

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

Last updated

14 November 2024