Privacy policy, cookies policy and UK GDPR

Introduction

This is our privacy policy. It tells you how we collect and process data received from you, including how we process data in relation to our clients, suppliers, business contacts and visitors of our site. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

This policy applies to Accace UK Limited trading as Accace Adept and its website https://accace.co.uk/

If you have any comments on this privacy policy, please contact Michelle Martin at

Who We Are

Here are the details that the retained version of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regards to the processing of personal data and on the free movement of such data, known as General Data Protection Regulation and UK Data Protection Act 2018 (UK GDPR) says we have to give you as a ‘data controller’:

Our site address is https://accace.co.uk/
Our company is Accace UK Limited, registered in England with its registration number 08534737 and registered address at Berkeley Suite, 35 Berkeley Square, Mayfair, London W1J 5BF, United Kingdom
We are registered as a data controller with the Information Commissioner’s Office (ICO) and our registration number is ZB224511
Our Data Protection contact is Michelle Martin and she can be contacted at

What information we collect

We collect and process the following data about you:

Identity data, including name and ID documents
Contact data, including email address, postal address and telephone numbers.
Financial data, including all tax filing details, annual financial statements and limited payment details.
Transaction data, including details about payments to and from you and other details of products / services you have purchased from us or products / services we have purchased from you.
Technical data, including 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 you use to access our site. Please see our cookie policy at https://accace.com/cookie-policy/ for more information on cookies.
Profile data, including your preferences, feedback and survey responses.
Usage data, including information on event logs generated from actions taken by the website visitors and how you use our website. Please see our cookie policy at https://accace.com/cookie-policy/ for more information.
Marketing and communication data, including your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated data such as statistical or demographic data. Aggregated data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage data to calculate the percentage of users accessing a specific website feature.

We will not specifically 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). Some of the Special Categories of Personal Data may be apparent from your ID documents that we are required to see and store as part of our legal obligations and the due diligence process. By submitting your ID documents to us you agree to this. We do not collect any information about criminal convictions and offences.

Under UK GDPR we will ensure that your personal data is processed lawfully, fairly, and transparently, without adversely affecting your rights. We will only process your personal data if at least one of the following basis applies:

you have given consent to the processing of your personal data for one or more specific purposes;
processing is necessary for the performance of a contract to which you are a party or in order to take steps at the request of you prior to entering into a contract;
processing is necessary for compliance with a legal obligation to which we are subject;
processing is necessary to protect the vital interests of you or of another natural person;
processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; and/or
processing is necessary for the purposes of the legitimate interests pursued by us or by a third party such as our credit card payment processing, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data.

We use different methods to collect data from and about you, including:

Direct interactions when you purchase our products or services or make enquires or we purchase your products or services, you create an account on our site, request marketing to be sent to you, enter a promotion or survey, or give us feedback or contact us.
Automated technologies or interactions – we collect data by using cookies and other similar technologies. We may also receive Technical Data about you if you visit our websites employing our cookies. Please see our Cookie Policy at https://accace.com/cookie-policy/ for further details.
Third parties or publicly available sources, including analytics providers such as Google (see https://accace.com/cookie-policy/ for further details) and search information providers, identity and contact data from publicly available sources such as Companies House, the Electoral Register and business network websites such as LinkedIn.

Cookies

We use various cookies to distinguish users and improve our site. Please see our Cookie Policy at https://accace.com/cookie-policy/ for further information.

How we use what we collect

We use information about you to:

Present site content effectively to you.
Provide information and products and services that you request, or (with soft opt-in following your purchase, your consent or if we have another lawful basis, such as legitimate interest) which we think may interest you.
Carry out our contracts with you.
Tell you our charges.

If you are already our client, we will only contact you electronically about things similar to the products or services that you previously purchased from us and you will be given an opportunity to opt-out and unsubscribe from further communications.

Please note: We don’t identify individuals to our advertisers, but we do give them aggregate information to help them reach their target audience, and we may use information we have collected to display advertisements to that audience.

If you don’t want us to use your personal data for any of the reasons set out in this section 5, you can let us know at any time by contacting us and we will delete your data from our systems. However, you acknowledge this may limit our ability to provide some or all of our products and services to you.

In some cases, the collection of personal data may be a statutory or contractual requirement, and we will be limited in the products and services we can provide you if you don’t provide your personal data in these cases.

Please find below further information as to the purposes and lawful basis of the personal data that we collect and process. Information on how we process personal data collected using cookies is contained in our Cookie Policy https://accace.com/cookie-policy/.

Type(s) of data subject	Categories of personal data	Purpose of processing	Lawful basis
Clients, their directors, employees and contractors	Work Contact information, including name, address, telephone number and e-mail address Communication data including e-mail communication, text and other messaging services Financial data including some limited bank account and payment card details Transaction data including details about payments to and from clients	Process orders, including invoices, payments and refunds Provision of services	Necessary for the performance of a contract
Clients, their directors, employees and contractors	Work Contact information, including name, address, telephone number and e-mail address	Marketing communications, including competitions	Consent OR Soft opt-in in case of existing or previous users and those enquiring about our services
Clients’ directors	Work Contact information, including name, address, telephone number and e-mail address Copy of ID	KYC (know your customer) and AML (anti-money laundering regulations)	Legal obligation
Suppliers, partners, subcontractors and their employees	Contact information, including name, address, telephone number and e-mail address; bank details	To enable compliance with obligations under relevant contracts, including processing order, refunds, logging and payment of invoices.	Necessary for the performance of a contract
Business contacts	Contact information, including name, company name, job position, address, telephone number and e-mail address, including those available via business networking websites, such as LinkedIn	Business networking	Legitimate interests of all parties 1. Legitimate interests of all parties with a view to network in the context of business. 2. It is necessary to exchange, keep and otherwise process contact information in order to network in the context of business. 3. There is normally a positive action taken by all parties to provide their contact details during networking with the expectation that such contact details, including personal data, may be used by the recipient for business networking.

Where we store your data

We will generally store your personal data within the UK or the European Economic Area (EEA) and we transfer your collected data to storage or companies based outside of the UK and EEA as may be necessary to provide our products and services to you, to fulfil your order and deal with payment, or if we have your consent.

We will only transfer your data to countries that are deemed to have an adequate level of protection of personal data; or we may use specific contracts approved by the European Commission and/or the Information Commissioner’s Office in the UK which give personal data the same protection it has in Europe, such as Model Clauses.

By giving us your personal data, you agree to this arrangement. We will do what we reasonably can to keep your data secure.

If we give you a password, you must keep it confidential. Please don’t share it. Although we try to provide protection, we cannot guarantee complete security for your data, and you take the risk that any sending of that data turns out to be not secure despite our efforts.

We only keep your personal data for as long as we need to in order to use it as described above in section 5, and/or for as long as we have your permission to keep it. Our general retention period for accounting and legal reasons is 7 years but your data may be kept for shorter or longer periods of time, in accordance with our data retention procedures. In any event, we will conduct regular reviews to ascertain whether we need to keep your personal data. Your personal data will be deleted if we no longer need it.

Disclosing your information

We are allowed to disclose your information in the following cases:

If we want to sell our business, we can disclose it to the potential buyer.
We can disclose it if we have a legal obligation to do so, or in order to protect other people’s property, safety or rights.
We can exchange information with others to protect against fraud or credit risks.

We may contract with third parties to supply our products or services to you on our behalf. These may include payment processing, search engine facilities, web hosting, advertising and marketing. In some cases, the third parties may require access to some or all of your data. These are the third parties that have access to your information:

Tax and HR consultants as may be necessary for the provision of our products and/or services – identity, contact, financial and transactional data
Accounting and audit companies, as may be required for our compliance with statutory obligations and financial calculations – identity, contact, financial and transactional data
IT and hosting services providers (including MS office Outlook, Teams and other applications; Xero accounting and payroll software, Brightpay payroll software, IRIS products for accounting and payroll, Tulip (Slovakia cloud-based HR and accounting workflow), as may be necessary for the provision of their services to us – identity data, contact data, financial data, transaction data, technical data, profile data, usage data and/or marketing and communications data
Payment processing companies, as may be necessary for the provision of their services – identity data, contact data, financial data and transaction data
Banks, as may be necessary for the provision of their services to us – identity data, contact data, financial data and transaction data
Insurance companies, as may be necessary for the provision of their services to us – identity data, contact data, financial data and transaction data
Debt collection agencies, as may be necessary for the provision of their services to us – identity data, contact data, financial data and transaction data
Marketing services and CRM providers, including Synergy (hosted in Slovakia), as may be necessary for the provision of their services to us – identity data, contact data and transaction data
Telecommunication services providers, as may be necessary for the provision of their services to us – identity data, contact data, financial data, transaction data, technical data, profile data and usage data
Parcel tracking services providers, as may be necessary for the provision of their services to us – identity data, contact data and transaction data
Other services providers, including law firms and documents services – identity data, contact data, financial data and/or transaction data as may be required for the provision of the relevant services
Governmental authorities, as may be necessary in order for us to comply with statutory requirements and official requests – identity data, contact data, financial data, transaction data, technical data, profile data, usage data, marketing and communication data.

Where any of your data is required for such a purpose, we will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of the third party under UK GDPR and the law.

Your rights

You can ask us not to use your data for marketing. You can do this by ticking the relevant boxes on our forms, clicking the unsubscribe link contained in our marketing communications or by contacting us at any time at

Under UK GDPR, you also have the right to:

request access to, deletion of or correction of, your personal data held by us at no cost to you;
request that your personal data be transferred to another person (data portability);
be informed of what data processing is taking place;
restrict processing;
to object to processing of your personal data; and
complain to a supervisory authority.

You also have rights with respect to automated decision-making and profiling.

To enforce any of the foregoing rights or if you have any other questions about our site or this Privacy Policy, please contact us at .

Links to other sites

Please note that our terms and conditions and our policies will not apply to other websites that you get to via a link from our site. We have no control over how your data is collected, stored or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

Changes

This Policy was last updated on 13 July 2022. If we change our Privacy Policy, we will post the changes on this page.

Automated Decision-Making and Profiling

We do not undertake any automated decision-making, including profiling.

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About Accace Adept UK

We are a joint venture between Accace and Adept Advisory, established to pursue a long-term strategy of providing innovative Business Process Outsourcing (BPO) and advisory services to clients in the United Kingdom and South Africa. We joined forces to augment each other’s valuable insight, knowhow and practices, whilst combining our experience in complementary fields of expertise.

About Accace Circle

Accace Adept operates internationally as Accace Circle, a co-created business community of like-minded BPO providers and advisors who deliver outstanding services with elevated customer experience and erase the borders of service delivery. Covering over 50 jurisdictions with nearly 2,500 professionals, we support more than 15,000 customers, mostly mid-size and international Fortune 500 companies from various sectors, and process at least 200,000 pay slips globally.

Locations and contacts | Accace Circle

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