Privacy and Data Protection
Assyst Software & Consultancy Privacy and Data Protection Statement
Privacy Statement
At Assyst, we are committed to safeguarding your privacy. We want you to know how we collect, use, share, and keep information about you and your clients.
In this privacy statement, we describe how Assyst in its capacity as a data controller and data processor, collects, uses, shares, and keeps information about you in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (the General Data Protection Regulation). For the contact details of our Data Protection Officer, please see the “Query or Complaint” section.
We will periodically review and potentially change this privacy statement to ensure that it is still fit for purpose, is adjusted as experience dictates or as regulations change. If we make changes to our privacy policy we will inform you of any such change.
The information we hold about you
This privacy statement describes how we collect, use, share, and keep information about you. The types of information we collect will depend on which product or service you request or use. We collect Personal information about you from:
- you, through conversations with you and your staff;
- forms that you complete or information you provide when you request information about or purchase products or services from us;
- you, through the way you communicate with us (e.g., telephone numbers provided during servicing calls);
The personal information that we hold about you is contact name, company name, and contact details such as current postal address, email addresses, and phone numbers.
If you pay for our products and services via credit or debit cards, the money is collected by our agents; we ourselves do not have access to this information in any form.
If you sign up for an ongoing service from us you will complete a direct debit mandate that our agents will forward to your bank for authorization; we do not hold your bank information in any form.
Cookies
We and our trusted partners use cookies and other technologies in our related services, including when you visit our Site or access our services.
A "cookie" is a small piece of information that a website assigns to your device while you are viewing a website. Cookies are very helpful and can be used for various different purposes. These purposes include allowing you to navigate between pages efficiently, enabling automatic activation of certain features, remembering your preferences and making the interaction between you and our Services quicker and easier. Cookies are also used to help make sure that the advertisements you see are relevant to you and your interests and to compile statistical data on your use of our Services.
The Site uses the following types of cookies:
a. 'session cookies' , which are stored only temporarily during a browsing session in order to allow normal use of the system and are deleted from your device when the browser is closed;
b. 'persistent cookies ', which are read only by the Site, saved on your computer for a fixed period and are not deleted when the browser is closed. Such cookies are used where we need to know who you are for repeat visits, for example to allow us to store your preferences for the next sign-in;
c. 'third-party cookies' , which are set by other online services who run content on the page you are viewing, for example by third-party analytics companies who monitor and analyse our web access.
Cookies do not contain any information that personally identifies you, but Personal Information that we store about you may be linked, by us, to the information stored in and obtained from cookies. You may remove the cookies by following the instructions of your device preferences; however, if you choose to disable cookies, some features of our Site may not operate properly and your online experience may be limited.
We use a tool which is based on the Snowplow Analytics technology to collect information about your use of the Site. The tool collects information such as how often users access the Site, which pages they visit when they do so, etc. The tool does not collect any Personal Information and is only used by our Site hosting and operating service provider to improve the Site and services.
Use of script libraries (Google Web Fonts)
In order to present our contents correctly and make them graphically appealing across all browsers, we use script libraries and font libraries such as Google Web Fonts ( https://www.google.com/webfonts ) on this website. Google Web Fonts are transferred to your browser's cache to avoid multiple loading. If your browser does not support Google Web Fonts or does not allow access, content will be displayed in a default font.
Calling script libraries or font libraries automatically triggers a connection to the library operator. In theory, it is possible – but currently also unclear whether and, if so, for what purposes – that operators of corresponding libraries collect data.
The privacy policy of the library operator Google can be found here: https://www.google.com/policies/privacy .
Use of your personal information
We use your personal Information:
- where it is necessary for the performance of a contract or compliance with a legal authority;
- for our legitimate interests, such as to establish, exercise or defend legal claims, prevent fraud and/or enhance our products or services;
- More specifically, we use your personal Information to do the following:
process applications to deliver products and services to you; - administer and manage your account;
- communicate with you through letter, email, SMS or any other electronic methods about your accounts, products, and services and to update you about new features and benefits attached to the products or services that you requested;
- answer questions submitted to us by you and respond to your requests;
- improve our products and services and conduct research and analysis, including to better understand our customers, their needs, preferences and behaviours.
- Information we may temporarily hold about your customers
When you request certain services from us, for example, if you have asked us to convert your client data from a previous back office system, or if you need us to investigate a possible problem in the operation of our software, or you have asked us to ‘clean-up’ your data due to some incorrect manual processes or a fault in our software, etc., we may ask you to provide us with copies of the data/personal information that you hold for your clients in your copy of our software.
This data/personal information that we may hold about your clients will only be accessible to our personnel and subcontractors on a need to know basis for the purpose of the services you have requested.
Once those services are completed to your satisfaction, we will hold a copy of your client data for a limited but reasonable period of time, to allow us to investigate and address any reported deficiencies in the services we have provided. The period of time will be determined on a case by case basis, but our goal is for that period of time not to exceed 30 days. Your client data will then be permanently removed from our systems and storage facilities.
Information sharing
We do not share your personal information with anyone except as described below.
We will share your personal information only with your consent or as required or permitted by applicable law, such as with:
regulatory authorities, courts, and governmental agencies to comply with legal orders, legal or regulatory requirements, and law enforcement requests;
- collection agencies and external legal counsel to collect debts on your account;
- service providers who perform services or provide data for you via our software, for example with Providers and Platforms for contract enquiries, for Fund Price feeds, and potentially in the future for Electronic Remuneration.
Security
We use organisational, administrative, technical and physical security measures to safeguard your personal information.
We have agreements with service providers to safeguard your personal information and only use your personal information for the purposes we specify.
We use up to date firewalls, virus checkers, and data encryption where necessary. None of your personal information will leave our secure environment – for example, none of your personal information will be held on laptops that can be removed from our offices.
All of our personnel and sub-contractors are required to read, understand, and adhere to this Privacy and Data Protection Statement.
We process, transfer and access your personal information through our systems in the UK and the European Economic Area (EEA) only. Regardless of where we process your information, we will take appropriate steps to ensure the adequate level of protection for your information.
Retention of information
We will keep your personal information only as long as we need to deliver the products and services that you requested, unless we are required to keep it for longer periods because of law, regulation, litigation or regulatory investigation purposes.
When your personal information is no longer necessary for legal or regulatory needs, to administer your account or to deliver the products and services you have requested, we will take reasonable steps securely to destroy such information or permanently de-identify it,
For more information about our data retention practices, you can contact our Data Protection Officer – please see the “Query or Complaint” section.
Access to your information
If you believe that any information we hold about you is incorrect or incomplete, you may ask us to correct or remove this information from our records.
Your rights
You have the right to ask us to access, update, erase, change or correct your personal Information. More specifically, you have the right to withdraw your consent for our use of your personal information at any time, where our processing is based on your consent.
If you want to exercise any of your rights or if you have any questions about how we process your personal information, you can contact our Data Protection Officer – please see the “Query or Complaint” section. You also have the right to contact the Information Commissioner directly at www.ico.gov.uk.
Query or Complaint
If you have questions about this privacy statement or how your information is handled or wish to make a complaint or exercise your rights, please call us on 01793 845511, or please contact our Data Protection Officer at contact-us@assyst-software.co.uk. You may also write to Assyst Software & Consultancy Ltd, Fern Court Business Centre, Castle Gate, Clitheroe BB7 1AZ.
Last Modified: September 2020