Privacy Policy

Our contact details:
Back Office Support Services Limited
15 John Bradshaw Court
Alexandria Way
Congleton
CW12 1LB
Telephone Phone number: 01260 280290

Privacy Policy

This Privacy Policy sets out how Back Office Support Services Limited uses and protects personal information that you give us when you use our website, become a client, supplier, visit our premises or wish to enquire about/apply for employment with us.

We are committed to ensuring that your privacy is protected.  Should we ask you to provide certain information by which you can be identified when using this website, contacting us by telephone, email, fax, social media or by visiting our premises, you can be assured it will only be used in accordance with this privacy statement.  We fully protect your rights and comply with our obligations under the UK GDPR and Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

We act as Data Controller for the personal data we process about our clients and suppliers, prospective clients and suppliers, employees, visitors and those who engage with our website and directly with us.

Back Office Support Services Ltd provides services to many clients in the recruitment industry where we process personal data for payroll, credit control and other financial purposes on behalf of those clients and under their instructions.  We act as a Data Processors in these circumstances.  If your data is managed by one of our clients (eg. a recruitment agency), the Data Controller for your personal information will be our client and you should refer to their privacy statement for further information.

Our Employees should refer to a separate Privacy Notice available from the HR Department.

Our website contains links to and from other websites.  If you follow links please note these websites will have their own privacy statements and we do not accept any liability or responsibility for these policies.

We 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 the changes. This Policy is effective from December 2022.

What we collect

We currently collect and process the following information:

• First Name, Last Name and Job Title.
• Company Name; business address, home address, work and personal email addresses and telephone numbers.
• Type of Business, annual revenue, financial information, number of workers.
• IP address (automatically collected).
• Activity on our website including a list of URLs (web addresses) or dates and times of website visits.
• Information collected from client surveys and promotions or competitions.
• Payment information such as bank account information, credit and debit card and payment details.
• Client service and invoice history.
• Personal Identification information such as passport details (including full name, nationality, date and place of birth), utility bills for bank guarantee purposes and for crime and fraud prevention, detection and related purposes. (Personal data for witnesses to such documents, including name and home address and contact details will also be collected).
• Education, Training and career history for application and recruitment purposes and speculative applications for employment.
• Employee data.
• Messages and requests from you.

This list is not exhaustive and we may need to collect additional data for the purposes set out in this policy.

We may also monitor or record calls, emails or other communications in accordance with UK Law and for quality and training purposes.

We may collect personal data from other third parties who have your consent to pass your details to us, or from sources that are publicly available.

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

How is data collected?

Most of the personal information we process is provided to us directly by you for one of the following purposes:

Client and Marketing Contacts:

• When you contact us on our website for further information about our services and when we capture data regarding the webpages you visit.
• When you provide us with your details to become a client of the Company and have requested a service from us.
• When you download information from our website.
• When you speak to/contact our Business Development Team over the phone, by email or at events or exhibitions.
• When we capture your data through competitions and client surveys.

Visitors and Others:

• When you register as a visitor to our premises.
• When you visit our website.
• When you are a supplier or prospective supplier and provide us with quotes, goods or services.
• When you express an interest in a job or apply to be a prospective employee.

We may contact you by email, phone, fax, social media or mail.

Why do we have it?

We use the information that you have given us in order to:

• Understand your needs and improve our services.
• Establish and manage your account and supply our services to you.
• Personalise and tailor your experience on our website and our services for you.
• Communicate changes and contact you about our services which we think may be of interest to you.  We may periodically send promotional emails about new services or other information which we think you may find interesting using the email address which you have provided.  (You can opt out if you wish).
• Keep internal records of our dealings with you.
• Provide customer support, improve customer service, quality control and for training purposes.
• For market research purposes.
• Verify your identity and to prevent crime, fraud, assist detection and other related purposes.
• Arrange adequate and appropriate insurance where necessary.
• Ensure your health and safety when visiting our premises.
• Comply with legal agreements, policies and relevant legislation including money laundering legislation.
• Receive goods and services.
• Process job applications for recruitment purposes.
• Continually improve our site and user experience and to tailor our website to you.
• Analyse website user behaviour.
• Enable posting on our Linked-In and other social media channels.
• Any other reason consistent with this Privacy Policy.

Who do we share it with?

We need to share your data to make some of our services available to you including:

• Marketing contacts may be shared with call centres and other marketing agencies.
• CRM providers.
• Banks and other financial institutions supporting our services including providing invoice discounting or factoring facilities.
• HMRC and other appropriate government organisations or regulators where required to do so.
• Insurance providers.
• Recruitment organisations and providers of assessment tests and some training organisations (with your consent).
• Legal advisers.
• Pension providers.
• IT delivery partners.
• Credit reference agencies where necessary.
• Other organisation supporting our business.

Legal Basis for Processing

Under UK GDPR there are 6 lawful bases under which organisations can collect use and store personal data.  We have identified 4 which we rely upon for our business activities:-

1. Where we have a Contractual obligation. For example, in many cases we rely on the basis of “performance of a contract” to arrange and to provide you with the services you have requested from us.
2. Where we have your Consent. For example when you opt in to sales and direct marketing communications.  You are able to remove your consent at any time.  We will always make it clear how you can opt-out at any time.
3. Where we have a legal obligation. For example, in circumstances where we are legally obliged to hold your information or disclose it by law including HMRC for payment of taxes.
4. Where we have a legitimate interest. Where we rely on this basis to collect and use your personal data, we have concluded that these activities will not have an overriding impact on your privacy rights or freedoms.  Some examples include sending you marketing communications and customising the marketing content we provide you.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

• Whenever you are asked to complete a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for sales and direct marketing purposes.
• If you have previously agreed to us using your personal information for sales, direct marketing or account management purposes, you may change your mind at any time by using the unsubscribe button on any emails we send you such as newsletters, information about our services etc or by writing to the Head of Marketing using the email address marketing@backofficesupportservices.co.uk or the postal address Back Office Support Services Limited, 15 John Bradshaw Court, Alexandria Way, Congleton, Cheshire, CW12 1LB.
• We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
• You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information we hold about you please write to us at the above address.
• If you believe that any information we are hold about you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will correct any information found to be incorrect promptly.

Cookies

What are cookies?

Like most websites, Back Office Support  Services use cookies to collect information. Cookies are small data files which are placed on your computer or other devices (such as smart ‘phones or ‘tablets’) as you browse this website.

They are used to ‘remember’ when your computer or device accesses our websites. Cookies are
essential for the effective operation of our websites and to help you interact with us online. They are also used to tailor the products and services offered and advertised to you, both on our websites and elsewhere.

Information collected by cookies

Some cookies collect information about browsing and purchasing behaviour when you access this website via the same computer or device. This includes information about pages viewed, products purchased and your journey around a website. We do not use cookies to collect or record information on your name, address or other contact details. Back Office Support Services can use cookies to monitor your browsing behaviour.

What are cookies used for?

The main purposes for which cookies are used are: –

• For technical purposes essential to effective operation of our websites, particularly in relation to site navigation.
• To enable Back Office Support Services to collect information about your browsing patterns, including to monitor the success of campaigns, competitions etc.

How do I disable cookies?

If you want to disable cookies you need to change your website browser settings to reject cookies. How you can do this will depend on the browser you use.

What happens if I disable cookies?

This depends on which cookies you disable, but in general the website may not operate properly if cookies are switched off.

Data Transfers

Our headquarters are based in Congleton in the UK.  The data we collect may be processed, transferred to and stored at various service locations around the world but not outside the EU.  Data may be stored with a cloud provider eg. Microsoft or CRM provider and located in those providers’ European environments.

Google Analytics is used to catch visitor patterns and to improve experience of our website.  No personal data is collected for this purpose.

We take appropriate steps to ensure your data is treated securely with appropriate technical and organisational measures.

Data Retention and Storage

We keep your data for as long as we need to in order to use it as described above and/or for as long as we have your permission to keep it.  A copy of our Data Retention Policy can be obtained by writing to us. Your data will be deleted securely if we no longer need it.

Your data will only be stored within the UK and European Economic Area.

Security

We are committed to ensuring that your information is secure.  In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Links to Other Websites

Our website may contain links to enable you to visit other websites of interest easily.  However, once you have used these links to leave our site, you should note that we do not have any control over that website.  Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such websites and such sites are not governed by this privacy statement.  You should exercise caution and look at the privacy statement applicable to the website in question.

Your Data Protection Rights

Under data protection law we need to make you aware of your rights.  Your rights depend on our reason for processing and are as follows:-

• Your right of access – you have the right to ask us for copies of your personal information.
• Your right to rectification – you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure – you have the right to ask us to erase your personal information in certain circumstances. Exclusions include where a legal basis for processing exists.
• Your right to restrict processing – you have the right to ask us to restrict the processing of your personal information in some circumstances.
• Your right to object to processing – you have the right to object to the processing if we rely on legitimate interests for processing. If you have given consent for processing, you can withdraw this at any time.
• Your right to data portability – you have the right to ask us to transfer the personal information you given to us to another organisation, or to you, in certain circumstances. This applies if the information is being processed based on your consent, or in preparation for a contract and processing is automated.

You are not required to pay any charge for exercising your rights.  If you make a request, we have one month to respond to you.

Please contact us at 15 John Bradshaw Court, Alexandria Way, Congleton, Cheshire, CW12 1LB if you wish to make a request.

How to Complain

If you have any concerns about our use of your personal information, you can make a complaint by writing to the Data Protection Officer, Back Office Support Services Ltd, 15 John Bradshaw Court,, Alexandria Way, Congleton, Cheshire, CW12 1LB.

You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number:  0303 123 1113

ICO Website: https://ico.org.uk/