Privacy & Cookies Policy
Privacy and Cookies Policy
We understand that your privacy is important to you, and you care about the use of your personal data. We respect and value the privacy of our clients, employees, suppliers and all individuals whose data we process; this privacy statement explains what personal data or information we collect from you at various points in our relationship with you, and from people who visit our website, and how we use it. We would encourage you to read the information below.
Who are we?
Amelore Limited is a registered company in England and Wales (07252557) and our registered office address is: 701 Stonehouse Park, Sperry Way, Stonehouse Gloucestershire, GL10 3UT. Amelore Limited is a registered Data Controller (ICO registration number Z2323528).
What is Personal Data?
“Personal data” is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data means, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
What personal data or information do we collect?
We may collect personal data about clients and their employees, prospective clients, job applicants, our employees, associates or contractors, and suppliers. The personal information we collect may include your name, address, email address, IP address, and information regarding what pages you access on this website and when. We provide greater detail about the data collected for each group of individuals below.
How do we collect data or information from you?
We collect personal information about you when you:
Make an enquiry via our website
When you discuss your requirements with us via email or phone
Request or engage us to deliver our Services
Use our website
Work for or with the business
Exchange business cards with a team member or associate working on behalf of the business
Sign up to our newsletter
How is your information used?
We collect your personal data or information to operate the business effectively and provide you with a high-quality service. We may use your information:
To deliver our Services to you.
To answer enquiries that you make prior to any agreement or contract.
To keep you informed about our services and our insight into industry trends, if you have not opted out of receiving these communications.
To fulfil our obligations as a responsible business
To manage our contracts with you
To maintain security of our IT systems
To invoice you, and to track payments you make or payments made to you
To help us understand our business, maintain quality and inform our decisions to help improve the services we deliver
We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the business, our contractual requirements to deliver the agreed services to you, and our legal obligations, both as a business and responsible employer. If you would like to know more, please read below:
Clients
Prospective clients
Associates
Suppliers
Partners
Advisors
Clients
As a client, we will hold the following information about you:
Name and business contact information.
Financial information
Information and documents relating to the products and services we are providing, including communications with you.
Billing and payment information
We store your information using our CRM System, our Financial Management Software, our Helpdesk System and our MSOffice 365 Suite of Products, including communications with you which will be stored in our email system. Our CRM System, HR Helpdesk System and our Financial Management Software have servers in the USA, which means your data will be transferred outside of the UK and EEA. Further details about international transfers are available later in the policy.
As our client, we may send you newsletter updates to keep you informed about relevant insights that could be helpful to your business. We will always give you the opportunity to opt-out of receiving these communications each time we send them.
We will retain your details for the duration of our relationship with you, and for a minimum period of 7 years after the end of the contract. We will retain financial records for 6 years, following the end of the current financial year.
We process information about our clients’ employees on their instruction as part of our service delivery to the organisation. Our clients will typically provide us access to their HR system where the employee data is stored, so they retain control of the information.
Prospective Clients
As a prospective client, we may hold the following information about you:
Name and business contact information.
Information and documents relating to the products or services you require, including communications with you.
We store your information in our MSOffice 365 Suite of products and our CRM Software. Our CRM Software has servers in the USA, which means your data will be transferred outside of the UK and EEA. Further details about international transfers are available later in the policy. Communications with you will be stored in our email system.
Where our relationship with you does not progress beyond the enquiry or proposal stage, we will retain your details for a maximum period of 2 years since the last meaningful communication we had with you.
Associates
When you work with us, we may hold the following information about you:
Name and contact information, including business email.
Information relating to your qualifications and experience
Summary professional bio, to support bids for projects
Details of your professional indemnity insurance
References where we take them up
Financial information (e.g. bank details)
Additional information may be required dependant on the project: proof of completed background check, proof of ID, proof of address, proof of National Insurance number, letter from accountant to evidence self-employed status.
Information and documents relating to our agreement with you, e.g NDA, time-spent on projects.
We store your information in our MSOffice 365 Suite of products, our Time-Recording System and our Financial Management Software. Our Time-Recording System and our Financial Management Software use servers based in the USA, which means your data will be transferred outside of the UK and EEA. Further details about international transfers are available later in the policy. Communications with you will be stored in our email system.
We will retain your personal data for a minimum of 7 years after the end of our last contract with you.
Suppliers
When you work with the business as a supplier, we may hold the following information about you:
Name and business contact information.
Information relating to your qualifications and experience, if relevant
Information relating to your business activities
Information and documents relating to the services or products you offer, including our communications with you.
Financial information
We store your information in our MSOffice 365 Suite of products and our Financial Management Software, which has servers in the USA. This means your data will be transferred outside of the UK and EEA. Further details about international transfers are available later in the policy. Communications with you will be stored in our email system.
We will retain your information for the duration of our relationship with you and for a minimum of 2 years after the last transaction we made with you. We retain financial information for 6 years, after the end of the current financial year.
Who has access to your information?
We limit access to your personal data to those employees, associates, contractors and third-party processors (see below) who have a legitimate need to know and ensure that they are aware of their duty of confidentiality.
We do not sell or rent your personal data or information to any third party or share your information with third parties for their own marketing purposes.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
We may pass your information on to third party service providers, agents or subcontractors for the purposes of completing a task or providing services to you on our behalf (e.g. managing email marketing campaigns). However, we disclose only the personal information necessary to deliver that service and have a contract in place that requires them to keep your information secure and not to use it for other purposes.
Third party service providers who act as data processors on our behalf:
Service Provider
Financial Management Software (data processor)
Activity Carried Out
Provision of accounting software, & managing leads, prospects and existing clients
Sector
Information Technology (software)
Location
USA
Service Provider
Expenses Management Software (data processor)
Activity Carried Out
Provision of software to support payment of invoices and other expenses
Sector
Information Technology
Location
UK and USA
Service Provider
HR Helpdesk Software (data processor)
Activity Carried Out
Provision of software to manage queries and communications from clients
Sector
Information Technology
Location
EU, USA & Worldwide
Service Provider
IT Support Provider (data processor)
Activity Carried Out
Manage IT and Security support and maintenance
Sector
Information Technology
Location
UK
Service Provider
CRM Software (data processor)
Activity Carried Out
Manage client and prospect details and communications
Sector
Information Technology
Location
USA
Service Provider
Marketing Communications Software (data processor)
Activity Carried Out
Provision of software for marketing communications: our newsletter
Sector
Information Technology
Location
EU
If any of your personal data are shared with a third party, as described above, we will take steps to ensure that your personal data are handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above.
Transfers outside of the UK and European Economic Area
We will store or transfer some or all of your personal data to countries that are not part of the UK or European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we will take additional steps in order to ensure that your personal data are treated just as safely and securely as they would be within the UK and under our Data Protection Legislation as follows:
We share your data with external third parties, as detailed in the table above, that are based outside of the UK & EEA. The following safeguards are applied to such transfers:
We will only transfer your personal data to third countries whose levels of data protection are deemed ‘adequate’ by the Information Commissioner’s Office.
We use specific contracts with external third parties that are approved by the Information Commissioner’s Office and European Commission for the transfer of personal data to third countries. These contracts require the same levels of personal data protection that would apply under the Data Protection Legislation. More information is available from the European Commission.
Where we transfer your data from the UK to a third party based in the US additional steps have been taken to ensure your personal data will be treated as securely and safely as it would be in the UK and under the GDPR. We check whether or not the US-based organisation is certified to the UK extension to the EU-US Data Privacy Framework. If not, we continue to rely on signed Data Processing Agreements with our data processors based on model contract clauses provided by the Information Commissioner’s Office and European Commission (also known as ‘standard contract clauses’), which impose suitable data protection standards on a contractual basis.
Please contact us using the contact details provided below for further information about the particular data protection mechanisms used when transferring your personal data to a third country.
What are my rights?
Under Data Protection Legislation, you have the following rights, which we will always work to uphold:
The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the contact details provided at the end of this policy.
The right to access the personal data we hold about you. The section “How Can I Access My Personal Data?” will tell you how to do this.
The right to have your personal data rectified if any of your personal data held by us are inaccurate or incomplete. Please contact us using the contact details provided at the end of this policy.
The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold, in certain circumstances. Please contact us using the contact details provided at the end of this policy to find out more.
The right to restrict (i.e. prevent) the processing of your personal data.
The right to object to us using your personal data for a particular purpose or purposes.
The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data are processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact using the contact details provided at the end of this policy.
It is important that your personal data are kept accurate and up-to-date. If any of the personal data we hold about you change, please keep us informed for as long as we have those data.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first using the contact details provided at the end of this policy.
How you can update your information
The accuracy of your information is important to us. If you change your contact details or if you want to update any of the information we hold on you, please email us at: ruthcornish@amelore.com or by post at: 701 Stonehouse Park, Sperry Way, Stonehouse Gloucestershire, GL10 3UT.
How you can access your personal information
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests can be made in writing, either via email or via the postal addresses shown below, or verbally, either in person or on the phone.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data, within that time. In some cases, however, particularly if your request is more complex, more time may be required, up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
You also have the right to lodge a complaint about our processing of your personal data with the UK’s Information Commissioner’s Office
Keeping your data secure
The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
Limiting access to your personal data to those employees, associates, contractors and third-party processors with a legitimate need to know and ensuring that they are subject to duties of confidentiality.
Procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.
Adhering to our policies and processes including, physical security, adopting a zero-trust approach, back-up, encryption, access control and password protocols.
Contacting us via email
We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government standards. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Children’s Privacy
We do not provide services to anyone under the age of 18 and do not knowingly collect their data. If you are a parent or guardian and you are aware that your child has provided us with personal data, please contact us at the details at the end of the policy. If we become aware that we have collected personal data from anyone under the age of 18 without verification or parental consent, we will take the appropriate steps to remove that information from our systems.
Visitors to Our Website
When you visit our website, we will collect information about your visit which may be indirectly attributable to you (e.g. if we were to link it with other publicly available data which allowed us to identify you). However, we do not attempt to identify you as an individual, but use the aggregated data collected from all visitors to our website to understand how we can improve the service. Further information about the technical information we collect and what choice you have is available in the ‘Cookie Information’ and the ‘Usage Data’ sections below.
We also collect information about you via our website if you choose to use the online form to contact us. In order to be able to deal with your enquiry effectively, we ask you to provide us with the following information:
Name
Job Title / Position
Company Name
Contact Email
Contact Telephone
Details of your enquiry
We only use this information to respond to your enquiry and will handle it in line with the ‘Prospective Clients’ and then ‘Clients’ data described earlier in this policy, depending on whether you engage our services. If your enquiry relates to working with or for us, we’ll handle the enquiry in line with the ‘Associates’ or ‘Suppliers’ data, as described earlier in this privacy policy.
Usage Data
We collect usage data automatically when you use our website. This may include information such as your device’s Internet Protocol address (i.e. IP address), browser type, browser version, the pages of our website that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
When you access the website using a mobile device, we may collect certain information automatically, such as the type of mobile device you use, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile Internet browser you use, unique device identifiers and other diagnostic data.
We may also collect information that your browser sends whenever you visit our website or access it using a mobile device.
Links to other websites
Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third party site.
Cookie Information for Visitors to our Website
What are cookies?
Cookies are small text files that are placed on your computer or mobile device by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Cookies can be ‘Persistent’ or ‘Session’ cookies. Persistent Cookies remain on your personal computer or mobile device when you go offline, while session cookies are deleted as soon as you close your web-browser.
What are tracking technologies?
Tracking technologies include web beacons, tags and scripts which are used in order to collect and track information about how users engage with the website or particular features, so that we can understand and improve our service. Certain sections of our service and our email use Web Beacons (also known as clear gifs, pixel tags and single-pixel gifs) which allow us to count users who have visited a webpage or opened an email. They also provide other related website statistics, such as recording the popularity of a certain section and verifying system and server integrity.
How do we use Cookies?
Cookies provide information about individuals’ usage of the website, which may identify you as the same individual even if we do not know your name, we can identify location, IP address and device information. As such, we make sure you have a choice about the cookies that are placed on your device for our statistical purposes by SquareSpace, which help us to understand more about the ways in which people use our website. We would appreciate it if you opt-in to accept these cookies when the website asks you, as it will help us to improve it over time.
What Cookies do we use?
We use first-party cookies (Cookies set by Amelore Limited) and third-party cookies (cookies set by other providers, e.g. analytics providers such as SquareSpace).
Strictly Necessary Cookies: Necessary cookies help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies. No consent is required for Necessary cookies.
Cookie
Crumb
Provider (Type)
SquareSpace (Functional)
Purpose
Prevents cross-site forgery
More information
Click here for an overview of Cookies used at Squarespace.
Cookie
ss_marketingCookiesAllowed
ss_performanceCookiesAllowed
Provider (Type)
SquareSpace (Consent)
Purpose
Stores visitor decision to accept marketing cookies
Stores visitor decision to accept performance cookies
More information
Click here for an overview of privacy at Squarespace.
Non-essential cookies: Non-essential cookies have a range of functions, from allowing the website owner to understand how users are moving around and using their website (Statistical) to third-party cookies which look to build a profile of individuals that can inform their online marketing decisions (Marketing). Non-essential cookies require a user to ‘opt-in’ to accept the cookie onto their device.
Cookie
ss_cvr
ss_cvt
Provider (Type)
Squarespace (Analytics)
Purpose
Identifies unique visitors and tracks a visitor’s session on a site
More information
Click here for an overview of privacy at Squarespace.
Most web browsers allow some control of most cookies through the browser settings, which will apply to all websites you visit. If you’d like to delete cookies or instruct your web browser to delete or refuse Cookies, please visit the help pages of your web browser.
For the Chrome web browser, please visit this page from Google:
For the Internet Explorer web browser, please visit this page from Microsoft:
For the Firefox web browser, please visit this page from Mozilla:
For the Safari web browser, please visit this page from Apple:
To find out more about specific cookies, who places them and their purposes, visit www.cookiedatabase.org. We have used this resource to populate the table above.
How do I contact you?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details for the attention of:
Data Protection Lead: Ruth Cornish
Email address: ruthcornish@amelore.com
Postal address: 701 Stonehouse Park, Sperry Way, Stonehouse Gloucestershire, GL10 3UT.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 21/11/2024