planhappy privacy notice

We (PlanHappy Ltd trading as “planhappy”) are committed to ensuring that your personal information and privacy are protected. Please read this privacy notice carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

When we collect, store and process your personal data we are regulated by the General Data Protection Regulation (“GDPR”), the Data Protection Act 2018 and any other applicable data protection and privacy legislation. We are responsible as a ‘controller’ or a ‘processor’ (depending on why we are storing and processing your personal data) for the purposes of data protection legislation.This privacy notice applies to any individual whose data we process, including (but not limited to) visitors to our website, Licensees and Clients of Licensees (please see definitions below).

planhappy may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective as of February 2020.

Key terms

We, us, our, PlanHappy PlanHappy Ltd (CRN: 10676266) (trading as “planhappy”), a private company limited by shares whose registered office is at The Planning Rooms, Wellington Court, Preston Farm Business Park, Stockton-on-Tees TS18 3TA
Our point of contact  

 

Danuta Czerwinska

Danuta.czerwinska@planhappy.co.uk

The Planning Rooms, Wellington Court, Preston Farm Business Park, Stockton-on-Tees TS18 3TA

www.planhappy.co.uk

01642 044957

Personal data/ information  

 

Any information relating to an identified or identifiable individual
Sensitive personal data/ information  

 

Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership, genetic and biometric data, data concerning health, sex life or sexual orientation, or details of criminal offences
Licensees An entity/individual that is granted a licence by PlanHappy to use the planhappy platform, including any users authorised to use the planhappy platform by such entity/individual, and who provides services to its clients
Client A client of the Licensee

 

We may collect, use, store and transfer different types of personal data including, but not limited to, the following:

  • Identity data – includes first name, last name, username or similar identifier, title, date of birth. If you attend our offices, we may collect details of your car registration
  • Contact data – includes billing address, postal address, email address and telephone numbers
  • Financial data – includes bank account and payment card details
  • Transaction data – includes details about payments to and from you and other details of products and services you have purchased from us
  • Technical data – includes internet protocol (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 on the devices you use to access the planhappy, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs)
  • Profile data – includes your username and password, purchases or orders made by you and any requests for support, your feedback and survey responses
  • Usage data – includes information about how you use our website, products and services
  • Marketing and communications data – includes your preferences in receiving marketing from us and our third parties and your communication preferences

We may also collect and share aggregated data. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

The personal information we collect about you will depend on our relationship with you, e.g. whether you are a Licensee, a Client, a visitor to our website etc. We only collect personal information about you where it is both lawful and necessary.

If you are a Client, please note we provide a subscription service to Licensees that allows them to upload information about you onto the planhappy platform. Such information is securely stored by us, but we do not access such information unless it is necessary to do so.

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.

Our website is not intended for children and we do not knowingly collect data relating to children.

We may collect/store (via the Licensee) the following sensitive personal information about you:

  • If you are a Client, any sensitive personal information uploaded to the planhappy platform by the Licensee. We will not access this information unless it is absolutely necessary.

This sensitive personal information is stored and processed for the reasons, and in the manner, explained below. We only collect and store such sensitive personal information where it is necessary and lawful to do so. We are committed to protecting and preserving the confidentiality of this information.

The Licensee is responsible for ensuring that all necessary appropriate consents and notices in place to enable lawful transfer of personal data and sensitive personal data to us for the purposes of performing our contract with the Licensee.

How we collect your personal data

We use various methods to collect your personal data including, but not limited to:

  • Directly: You may give us your identity, contact and financial data by filling in forms or by corresponding with us by post, phone, email or otherwise
  • If you are a Client, through the Licensee (as covered above)
  • Automated means: as you interact with our website, we may automatically collect technical data about your browsing actions and patterns. We do this by using cookies, server logs and other similar technologies. Please see our Cookie Policy [document attached] for further details
  • Through third parties or information publicly available: Third parties to whom you have provided your personal data where you have expressly consented to them sharing your contact details with us; Publicly available sources, for example Companies House, The Financial Conduct Authority, directories, search engines and social media.

How and why we use your personal information

We may collect your personal data for the following purposes:

  • to register you as a user on the planhappy platform;
  • to provide services to you and fulfil our contract with you;
  • to administer our relationship with you, including processing payments, accounting and taking other steps linked to the performance of our relationship and/or the relationship between the Licensee and the Client;
  • compliance with our legal and regulatory obligations, including maintaining records, compliance checks etc.;
  • to analyse and improve our services and communications and to ensure business policies are adhered to e.g. policies covering security, data protection, use of our website etc.;
  • to protect the security of our website, communications and other systems and to prevent and detect security threats, frauds or other criminal or malicious activities;
  • for insurance purposes;
  • to exercise or defend our legal rights, or to comply with court orders;
  • for any other purposes related and/or ancillary to any of the above or any other purposes for which your personal data was provided to us;
  • for statistical analysis to help us manage our practice e.g. in relation to our financial performance, client base, work type or other efficiency measures;
  • to communicate with you to keep you up-to-date on the latest developments, announcements, and other information about our, events and initiatives;
  • to send you feedback surveys and marketing campaigns; and
  • to collect information about your marketing preferences to personalise and improve the quality of our communications with you.

Under data protection legislation, we can only use your personal data if we have a reason for doing so. We may process your personal data in connection with any of the purposes set out above on one or more of the following legal grounds:

  • for the performance of our contract with you or to take steps at your request before entering into a contract;
  • to comply with our legal and regulatory obligations;
  • because our legitimate interests, or those of a third party recipient of your personal data, make the processing necessary, provided that those interests are not overridden by your interests or fundamental rights and freedoms;
  • where you have given consent; or
  • in order to establish, exercise or defend our legal rights or for the purpose of legal proceedings.

Please note a legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

How and why we store your sensitive personal information

Please note we provide a subscription service to Licensees that allows them to upload information about Clients onto the planhappy platform. Such documents and information are securely stored by us, but we do not access such information unless it is necessary to do so.

If you are a Client, we may collect/store your sensitive personal data for the following purposes:

  • to securely store any sensitive personal information uploaded to the planhappy platform by the Licensee, as deemed necessary by the Licensee to allow the Licensee to provide services to you. Please note we will not access such information unless it is absolutely necessary, such as where we need to retrieve lost personal data.

The Licensee is responsible for ensuring that all necessary appropriate consents and notices in place to enable lawful transfer of sensitive personal data to us for the purposes of performing our contract with the Licensee.

Holding your data

We undertake to review the data we hold on you on a regular basis to ensure compliance with data protection law. In the course of any review, we will:

  • Subject to you informing us of any changes, update the data to ensure that any errors or inaccuracies are corrected.
  • Subject to the data retention periods, as detailed below, securely delete the data when it is identified that we no longer need to hold it.
  • We will only keep your personal data for as long as is necessary for the purpose(s) it was collected, including for the purposes of satisfying any legal, regulatory, accounting or reporting requirements.
  • We keep your data for the minimum period we consider necessary to resolve any queries and to ensure legal and regulatory compliance and in line with industry practice.
  • If you are a Client, as mentioned above, we do not access your personal/sensitive personal data unless it is absolutely necessary. Such data is uploaded by the Licensee to the planhappy platform to be securely stored. We therefore rely on the Licensee promptly archiving your matter
  • In general, we may retain and process your data for the following periods. In the event that more than one period applies to the same data, we will retain the data to the last such period to expire.
  • We will hold any agreements between you and us for a period of 6 years from the termination or expiry of the agreement unless we have been notified of any claim or circumstance which might give rise to a claim under or by reference to such agreements.
  • We will process data relating to services which we have provided to you. We will process such data throughout the entire period you are and remain a client of the firm and for a period of not less than 6 years following our ceasing to provide service to you.
  • We will hold data as required by any relevant third party until the end of any limitation period imposed by that relevant third party, which in the case of HMRC shall be 7 years, unless we are notified that any period is considered “open” by HMRC in which case it will be until we are notified the period is “closed”.
  • We will hold data as required for the purposes of any legal proceedings for a period of 6 years following the conclusion of any such proceedings unless a longer period is required pursuant to any court rule or enactment. Proceedings will be taken to have concluded on the expiry of any period given for appealing any final judgment or on the date of concluding any settlement staying all relevant claims if the proceedings were settled before judgement.

Save for the above, we will hold data for a maximum of 10 years from the date we receive the data.

Data Security

We are committed to ensuring that your information is secure. We endeavour to ensure that your data is stored securely and to prevent unauthorised access. We have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online, which we monitor regularly.

We limit access to your personal information to those individuals who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Information may be transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information that passes between us, and you should consider the risk of this. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites and planhappy software, you are responsible for keeping this password confidential. If we do provide you with a password, it is your responsibility to change it on first use. We ask you not to share your password with anyone.

Marketing

We may use your personal data to send you updates (by email, telephone or post) about our services that might be of interest to you.

We have a legitimate interest in processing your personal data for promotional purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.

We will always treat your personal data with the utmost respect.

You have the right to opt out of receiving promotional communications at any time or to update your marketing preferences by:

  • contacting us by e-mailing danuta.czerwinska@planhappy.co.uk; or
  • using the ‘unsubscribe’ link in emails.

We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

Cookies

Like many companies, the planhappy website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences.

Note – Turning cookies off may result in a loss of functionality when using our website.

Read more about our Cookie Policy

Whom we may share your data with

We may share your personal information with third parties, but only where this is necessary and lawful. We may share your information with the following categories of third parties, for the purposes of professional advice, compliance, IT systems security, data management and control and auditing.

Details of these companies, their addresses and contact details are available on request:

  • Compliance, audit, legal, financial, service delivery, marketing and business support related services
  • Other software providers including (but not limited to) providing document storage, code development, document conversion ability, text messaging, remote software support
  • IT services and systems suppliers
  • HMRC (UK Tax authority)
  • Secure and confidential waste disposal services

We reserve the right to change this list from time to time.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.

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.

Transferring your information outside of Europe

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

Your rights

You have the following rights, which you can ordinarily exercise free of charge:

Access The right to be provided with a copy of your personal data
Rectification The right to require us to correct any mistakes in your personal data
To be forgotten The right to require us to delete your personal data – in certain situations
Restriction of processing The right to require us to restrict processing of your personal data – in certain circumstances e.g. if you contest the accuracy of the data
Data portability The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party
To object The right to object:

–          at any time to your personal data being processed for direct marketing; and

–          in certain other situations to our continued processing of your personal data e.g. processing carried out for the purpose of our legitimate interests.

 

If you would like to exercise any of those rights, please:

  • email, call or write to us – see below: ‘How to contact us’; and
  • let us have enough information to identify you (e.g. your full name, address and client or matter reference number);
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
  • let us know what right you want to exercise and the information to which your request relates.

Right to withdraw consent

If you have provided your consent to the processing of your personal and/or sensitive personal data, you have the right to withdraw your consent. If you wish to do so, please contact us.

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose(s) to which you originally consented unless there are compelling legitimate grounds for further processing which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims. Withdrawal of consent to receive marketing communications will not affect the processing of personal data for the provision of our legal services.

Updating your personal information

We are committed to maintaining the accuracy of the personal data we process. If any of the personal data that you have provided to us changes or if you become aware that we are processing inaccurate personal data about you, please get in touch. We will not be responsible for any losses arising from any inaccurate or incomplete personal data provided to us by you.

How to complain

We hope that we can resolve any query or concern you may raise about our use of your information.

Data protection legislation also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk concerns or by telephone on 0303 123 1113.

How to contact us

Please contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you.

Our contact details

PlanHappy Ltd
The Planning Rooms, Wellington Court, Preston Farm Business Park, Stockton-on-Tees TS18 3TA
www.planhappy.co.uk
01642 044957

 

PlanHappy Academy privacy notice

PlanHappy Academy – part of PlanHappy Ltd (“we”, “our”, “PlanHappy Academy” or “PlanHappy”) is committed to ensuring that your personal information and privacy are protected.

Please read this privacy notice carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. This Privacy Policy applies to the use of all our services and websites (and web-based services) on which a link to this policy appears (the “Sites”). It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

When we collect, store and process your personal data we are regulated by the General Data Protection Regulation (“GDPR”), the Data Protection Act 2018 and any other applicable data protection and privacy legislation. We are responsible as a ‘controller’ or a ‘processor’ (depending on why we are storing and processing your personal data) for the purposes of data protection legislation.

This privacy notice applies to any individual whose data we process, including (but not limited to) visitors to our website, and Members of the PlanHappy Academy (please see definitions below). By providing us with any information about yourself (including via the Sites), you understand that we will process your personal information in accordance with this Privacy Policy.

PlanHappy Academy or PlanHappy Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective as of October 2020.

Key terms

We, us, our, PlanHappy Academy PlanHappy Academy is a trading name of PlanHappy Ltd (CRN: 10676266), a private company limited by shares whose registered office is at The Planning Rooms, Wellington Court, Preston Farm Business Park, Stockton-on-Tees TS18 3TA
Our point of contact  

 

§  Danuta Czerwinska

§  Danuta.czerwinska@planhappy.co.uk

§  The Planning Rooms, Wellington Court, Preston Farm Business Park, Stockton-on-Tees TS18 3TA

§  www.planhappy.co.uk

§  01642 044957

Personal data/ information  

 

Any information relating to an identified or identifiable individual
Sensitive personal data/ information  

 

Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership, genetic and biometric data, data concerning health, sex life or sexual orientation, or details of criminal offences
Member   An entity/individual that is a member of the PlanHappy Academy and have an account to use the PlanHappy Academy platform.

 

We may collect, use, store and transfer different types of personal data including, but not limited to, the following:

  • Identity data – includes first name, last name, username or similar identifier and title. If you attend our offices, we may collect details of your car registration
  • Contact data – includes billing address, postal address, email address and telephone numbers
  • Financial data – includes bank account and payment card details
  • Transaction data – includes details about payments to and from you and other details of products and services you have purchased from us
  • Technical data – includes internet protocol (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 on the devices you use to access the PlanHappy Academy, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs)
  • Profile data – includes your username and password, purchases or orders made by you and any requests for support, your feedback and survey responses
  • Usage data – includes information about how you use our website, products and services
  • Marketing and communications data – includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We may also collect and share aggregated data. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

Information that you provide us directly

We collect personal information whenever you contact us and provide us with information that we are able to identify you by, including when you contact us by phone, email, or when you sign up to use any of our services.

In particular, we collect and use your personal, contact and user account information when you:

  • Enrol, complete and claim your certificate for an PlanHappy Academy Course;
  • Create an account for our Learning Management System, ‘PlanHappy Academy’;
  • Subscribe to receive email updates from us;
  • Take part in market research or surveys; and;
  • Every time you e-mail or call us;

We also collect information about the payment methods that you use for any transactions that you make.

Information that we collect from third parties

Where you work for a third party that purchases products and services direct from PlanHappy Academy they are required to provide information about you in order to deliver your training. It is that third party’s responsibility to ensure that it has informed you, and where necessary, obtained your consent to do this. Should you have any questions about how third parties use your data, you should direct these to that party.

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.

If you purchase from a PlanHappy Academy, we may collect:

  • Your name, address, phone number, and email address; and
  • Your account name on LearnDash.

We do not collect your credit card information when you purchase a Course or register for an Event.  Your payment will be processed through a third-party provider that complies with PCI DSS standards.

We use an External Platform to host our Academy – LearnDash, you will also be subject to its privacy policy. LearnDash’s privacy policy is available here.

Our website is not intended for children and we do not knowingly collect data relating to children.

How we collect your personal data:

We use various methods to collect your personal data including, but not limited to:

  • Directly: You may give us your identity, contact and financial data by filling in forms or by corresponding with us by post, phone, email or otherwise
  • Automated means: as you interact with our website, we may automatically collect technical data about your browsing actions and patterns. We do this by using cookies, server logs and other similar technologies. Please see our Cookie Policy for further details.
  • Through third parties or information publicly available: Third parties to whom you have provided your personal data where you have expressly consented to them sharing your contact details with us; Publicly available sources, for example Companies House, The Financial Conduct Authority, directories, search engines and social media.

How we use your personal information

We will use your personal information to enable us to provide our Services to you and enable you to use the Sites, including, for the following purposes:

Performance of a Contract

We will use your personal information for the following purposes where it is necessary to perform a contract, or enter into a contract, with you:

  • To register you as a user on the PlanHappy Academy;
  • To administer our relationship with you, including processing payments, accounting and taking other steps linked to the performance of our;
  • To authenticate your identity and administer your PlanHappy Academy account;
  • To deal with your enquiries and requests;
  • To process your orders for any services or products that you purchase from us;
  • To provide you with updates about developments on our Sites;
  • To enable our data processors (such as our group companies and hosting providers) to provide services (or components thereof) requested by you;
  • for statistical analysis to help us manage our practice e.g. in relation to our financial performance, client base, work type or other efficiency measures.

Legitimate Interest

We may use your personal information where we have a legitimate business interest to do so. These legitimate interest are:

  • To personalise aspects of our services to you;
  • To carry out market research or surveys about our products and services;
  • For marketing and strategic development purposes, for example to identify trends usage;
  • To enable our data processors (such as our group companies and hosting providers) to provide services (or components thereof) requested by you;
  • For the proper keeping of business records;
  • To analyse and create statistical reports based on the services we provide and our performance of those services;
  • to protect the security of our website, communications and other systems and to prevent and detect security threats, frauds or other criminal or malicious activities;
  • for insurance purposes;
  • to exercise or defend our legal rights, or to comply with court orders.

Legal Obligation

We will use your personal information where we are legally obliged to do so, this includes:

  • compliance with our legal and regulatory obligations, including maintaining records, compliance checks etc.;
  • For financial reporting and auditing purposes;
  • For anti-money laundering or fraud prevention, detection and reporting;
  • To maintain records of actions taken on your account.

Consent

We will use your personal information where we have your consent to do so:

  • to send you feedback surveys and marketing campaigns; and
  • To provide you direct marketing information related to information about the products and services we offer.

It is your responsibility to ensure that any information submitted as part of the registration process to your PlanHappy Academy account is accurate and up to date.

Personal information that we share with third parties

In order to provide the services offered on our Site, we sometimes need to share your personal information with other companies. However, we will continue to be responsible for the usage and security of your personal information when this happens.

PlanHappy Academy data processors

We may also share your personal information with third party processors or suppliers that we engage to provide services to us and/or support our offering to you (such as our hosting, database and marketing platform providers). These third parties may need to process your personal information on our behalf to provide our services. Where this is the case we take great care to only appoint reliable third parties who can guarantee the security of your personal information and our business information. For example, we assess each third party for their compliance with relevant privacy laws and information security practices to ensure they are able to provide the level of security that we would expect (and is required under law) when processing personal information.  Note that these third parties simply process personal information on behalf of PlanHappy Academy and have no right to use, disclose or transfer your personal information in any other way. Please see below in relation to our policy for transfers of personal information outside the EEA.

 Other circumstances where use or share your personal information

In certain circumstances, we may be required by law to disclose your personal information for investigative, regulatory or other related purposes to third parties such as government bodies, law enforcement agencies, banks or other financial institutions and data protection regulators.

Automated Processing of your personal data, including Profiling

PlanHappy Academy does not undertake and automated decision making or profiling on the data which is provided to us.

Holding your data:

We undertake to review the data we hold on you on a regular basis to ensure compliance with data protection law.  In the course of any review, we will:

  • Subject to you informing us of any changes, update the data to ensure that any errors or inaccuracies are corrected.
  • Subject to the data retention periods, as detailed below, securely delete the data when it is identified that we no longer need to hold it.
  • We will only keep your personal data for as long as is necessary for the purpose(s) it was collected, including for the purposes of satisfying any legal, regulatory, accounting or reporting requirements.
  • We keep your data for the minimum period we consider necessary to resolve any queries and to ensure legal and regulatory compliance and in line with industry practice.
  • In general, we may retain and process your data for the following periods. In the event that more than one period applies to the same data, we will retain the data to the last such period to expire.
  • We will hold any agreements between you and us for a period of 6 years from the termination or expiry of the agreement unless we have been notified of any claim or circumstance which might give rise to a claim under or by reference to such agreements.
  • We will process data relating to services which we have provided to you. We will process such data throughout the entire period you are and remain a client of the firm and for a period of not less than 6 years following our ceasing to provide service to you.
  • We will hold data as required by any relevant third party until the end of any limitation period imposed by that relevant third party, which in the case of HMRC shall be 7 years, unless we are notified that any period is considered “open” by HMRC in which case it will be until we are notified the period is “closed”.
  • We will hold data as required for the purposes of any legal proceedings for a period of 6 years following the conclusion of any such proceedings unless a longer period is required pursuant to any court rule or enactment. Proceedings will be taken to have concluded on the expiry of any period given for appealing any final judgment or on the date of concluding any settlement staying all relevant claims if the proceedings were settled before judgement.

Save for the above, we will hold data for a maximum of 10 years from the date we receive the data.

Data Security:

We are committed to ensuring that your information is secure. We endeavour to ensure that your data is stored securely and to prevent unauthorised access. We have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online, which we monitor regularly.

We limit access to your personal information to those individuals who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Information may be transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information that passes between us, and you should consider the risk of this. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites and your PlanHappy Academy profile, you are responsible for keeping this password confidential. If we do provide you with a password, it is your responsibility to change it on first use. We ask you not to share your password with anyone.

Marketing:

We may use your personal data to send you updates (by email, telephone or post) about our services that might be of interest to you.

We have a legitimate interest in processing your personal data for promotional purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.

We will always treat your personal data with the utmost respect.

You have the right to opt out of receiving promotional communications at any time or to update your marketing preferences by:

We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

Cookies:

Like many companies, the PlanHappy Academy website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences.

Note – Turning cookies off may result in a loss of functionality when using our website.

For more information on our Cookie Policy please see –

Whom we may share your data with:

We may share your personal information with third parties, but only where this is necessary and lawful. We may share your information with the following categories of third parties, for the purposes of professional advice, compliance, IT systems security, data management and control and auditing. Details of these companies, their addresses and contact details are available on request:

  • Compliance, audit, legal, financial, service delivery, marketing and business support related services
  • Other software providers including (but not limited to) providing document storage, code development, document conversion ability, text messaging, remote software support
  • IT services and systems suppliers
  • HMRC (UK Tax authority)
  • Secure and confidential waste disposal services

We reserve the right to change this list from time to time.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.

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.

Transferring your information outside of Europe:

The personal information that we collect from you will be stored and processed within the UK and the EEA.

In the event your personal information is transferred, stored or processed outside of the EEA, we will take all steps reasonably necessary to ensure that your personal information is treated securely and in accordance with this Privacy Policy and the Data Protection Legislation.  This means that we will only allow third parties to access your personal information where those third parties; (a) are in countries that have been confirmed by the European Commission to provide adequate protection to personal information; or (b) have agreed to provide all protections to your personal information as set out in the Data Protection Legislation (such as by entering into the European Commission’s Model Clauses).

Your rights

You have the following rights, which you can ordinarily exercise free of charge:

Access The right to be provided with a copy of your personal data
Rectification The right to require us to correct any mistakes in your personal data
To be forgotten The right to require us to delete your personal data – in certain situations
Restriction of processing The right to require us to restrict processing of your personal data – in certain circumstances e.g. if you contest the accuracy of the data
Data portability The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party
To object The right to object:

–          at any time to your personal data being processed for direct marketing; and

–          in certain other situations to our continued processing of your personal data e.g. processing carried out for the purpose of our legitimate interests.

 

If you would like to exercise any of those rights, please:

  • email, call or write to us – see below: ‘How to contact us’; and
  • let us have enough information to identify you (e.g. your full name, address and client or matter reference number);
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
  • let us know what right you want to exercise and the information to which your request relates.

Right to withdraw consent

If you have provided your consent to the processing of your personal and/or sensitive personal data, you have the right to withdraw your consent. If you wish to do so, please contact us.

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose(s) to which you originally consented unless there are compelling legitimate grounds for further processing which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.  Withdrawal of consent to receive marketing communications will not affect the processing of personal data for the provision of our legal services.

Updating your personal information

We are committed to maintaining the accuracy of the personal data we process. If any of the personal data that you have provided to us changes or if you become aware that we are processing inaccurate personal data about you, please get in touch.  We will not be responsible for any losses arising from any inaccurate or incomplete personal data provided to us by you.

How to complain

We hope that we can resolve any query or concern you may raise about our use of your information.

Data protection legislation also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or by telephone on 0303 123 1113.

How to contact us

Please contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you.

Our contact details

  • PlanHappy Academy
  • The Planning Rooms, Wellington Court, Preston Farm Business Park, Stockton-on-Tees TS18 3TA
  • www.planhappy.co.uk
  • 01642 044957
  • Danuta.czerwinska@planhappy.co.uk
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