PRIVACY NOTICE

1 Introduction

G.P.B. Limited (“GPB”), ICO registration ZA071564, is committed to ensuring that your privacy is protected and that your information is secure. This Privacy Notice with our Privacy Policy is intended to define your rights and answer any queries regarding the handling of your Personal Data.
If you have entered into a contract with GPB, the controller of your data will be GPB who has implemented controls to meet the requirements of the 1995 European Union Data Protection Directive (Directive 95/46/EC) and the 2018 UK General Data Protection Regulation (GDPR), in force from 25 May 2018.
In order to prevent unauthorised access or disclosure of Personal Data, we have implemented suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

2 The Personal Data GPB Collect & Process

Primarily when you interact with us and our services, when you receive a quote, purchase services or contract with us, the Personal Data we process includes your:

Name, username and password;
home or work address, email address and/or phone number;
company or employer and your job title;
education details and employment history;
payment and delivery details, including billing and delivery addresses and credit card details, where you make purchases from us;
browser or device you use to access our website and data/information access sites;
calls and recordings you make to our office ;
information relevant to customer surveys and/or offers
additional information provided directly, or we collect automatically or obtain from third parties.

2.1 Information you provide to us directly:

When you visit or use some parts of our websites, data/information access sites and/or services we might ask you to provide Personal Data to us. As an example, we may request your password or contact information when you make an enquiry, respond to a job application or an email offer, join us on social media, take part in training and events, contact us with questions or request support.
Where you do not wish to provide Personal Data, you don’t have to, but this may mean your access may be restricted to some parts of our websites, data/information access sites or services.

2.2 Information we collect automatically:

We collect some information about you automatically when you;

visit our websites / pages or use our services, like your IP address and device type;
navigate through our websites / pages, data/information access sites and services, including what pages or sections you looked at and what links you clicked on as detailed in our Privacy Policy.
1. Some of this information is collected using cookies, a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site.
2. Cookies allow web applications to respond to you as an individual to tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
3. A Cookie does not provide access to your computer or any information about you, other than the data you choose to share with us.
4. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer, however this may prevent you from taking full advantage of the website.
5. This information is necessary for us to obtain an understanding of how you are using our websites data/information access sites and services, so that we can continue to provide the best experience possible (e.g., by personalising the content you see) or fulfill our contractual obligations.

2.3 Information we obtain from third parties:

The majority of information we obtain is collect directly from you, however we may collect Personal Data about you from other sources. These may include publicly available materials, including social media, or trusted third parties like our marketing and research partners, previous employers or educational establishments or other third parties;
We may use this information to contact you, submit quotations, propose services and/or supplement the Personal Data we already hold about you, to better inform, personalise and improve our websites data/information access sites and services, or to validate the Personal Data you have provided.

3 How GPB will Control, Utilise your Personal Data and the Legal Basis for use?

We process the Personal Data listed in Clause 2 above to:

confirm and fulfill quotations, purchases or contracts with you, to verify your identity, communicate with you, provide and arrange delivery of our services. We require this information to contact you, enter into a contract, fulfill our services, make payments and/or invoice you as contracted and cannot conduct our legitimate business interests without it;
comply with applicable law and regulation;
protect our legitimate business interests and rights, including but not limited to, use in connection with legal claims, compliance, regulatory and investigative purposes;
issue Certificates of Training or Course Attendance as contracted;
issue and retain passwords for your access to our data/information sites as contracted;
monitor use of our websites and online services;
invite you to take part in our updating and/or email services;
respond to any comments, investigate complaints or amendment requests received from you or from others about our data/information access sites, website or our services in accordance with our legitimate interests, contractual commitments and as required by law;
personalise our communications to you and/or our data/information access sites and our services for you, in accordance with our legitimate interests;
send you direct marketing in relation to relevant services. Electronic direct marketing will only be sent where you have given your consent to receive it, or (where this is allowed) you have been given an opportunity to opt-out. You will continue to be able to opt-out of electronic direct marketing at any time by following the instructions in the relevant communication.
help us check, improve and protect our content, services and data/information access sites websites, both online and offline, in accordance with our legitimate interests;
monitor any customer account data to prevent, investigate and/or report fraud, terrorism, misrepresentation, security incidents or crime, in accordance with applicable law and our legitimate interests;
In circumstances where you contact us by telephone, calls may be recorded for quality, training and security purposes, in accordance with our legitimate interests;
We will not sell, distribute or lease your Personal Data to third parties unless we have your permission or are required by law to do so.
With your prior permission, we may use your Personal Data to send you promotional information about third parties that we assess may be useful to you.

4 With whom we share your Personal Data?

We may share your Personal Data with our Associates who are bound by GPB’s contractual terms including this Privacy Notice and third parties such as our;

professional advisors such as auditors, external legal and financial advisors;
marketing and communications agencies where they have agreed to process your Personal Data in line with this Privacy Notice;
providers of our website hosting or maintenance, data/information access site’s operations and identity checking;
suppliers, contractors and/or their agents from whom and on your behalf we have requested quotations for products and/or services;
Government authorities and/or law enforcement officials as required for lawful purposes as mandated by law or, where needed the legal protection of our legitimate interests in compliance with applicable laws.

5 How long will GPB keep Personal Data?

We will retain your;

details for as long as is necessary to resolve any query you raise with us;
information for the length of any contractual relationship you have with us and thereafter for a period of 24 months post contract completion;
data while you interact with us via the data/information access sites and our email marketing / updating services until you unsubscribe from our communications;
data for a short time beyond the specified retention period, to allow for information to be reviewed and any deletion to take place in the case of any contact you may have with GPB;

Certain information as required by law, or for as long as is reasonably necessary, to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our terms and conditions.

6 Were does GPB store Personal Data?

In the case of our GDPR compliant Zero Accounting software only, the personal Data we collect from you for invoicing purposes only, may be transferred to or stored outside the European Economic Area (“EEA”).
All other Personal Data is stored and in the case of electronic files, backed-up using non-cloud based, secure media in the UK and in accordance with the UK’s data protection laws.

7 What are my rights in relation to Personal Data held by GPB?

You have the right to:

request us to remove your Personal Data for marketing purposes;
select and check certain boxes on the forms we use to collect your data by clicking the unsubscribe button on any communication we have sent to you, or by contacting us;
notify us and request we correct or supplement any information we hold about you where this is deemed inaccurate or incomplete;
withdraw your consent at any time to store or process your Personal Data;
ask us to provide a copy of any Personal Data we hold about you with some exceptions and qualifications.Should you have a complaint about how we have handled your Personal Data, you may be able to request us to restrict how we use your Personal Data while your complaint is resolved. In some circumstances you can request erasure of your Personal Data by;
1. withdrawing your consent for us to use it and if it is no longer necessary for us to use your Personal Data;
2. objecting to the use of your Personal Data and we have no reason to continue to use it or in the event we have not handled your Personal Data in accordance with our legal obligations or contract.

8 Where can I find more information about GPB’s handling of my data?

Should you have any queries regarding this Privacy Notice, about our processing of your Personal Data or wish to exercise your rights please contact us using this email address: info@gpb.co.uk.