The AF Group Limited (AF) and all its wholly owned subsidiary companies (collectively known as “The AF Group”) are committed to protecting and respecting your privacy.
For the purposes of the relevant data protection legislation, the “controller” (or “data controller”) is The AF Group Limited of Honingham Thorpe, Colton, Norwich, Norfolk, NR9 5BZ. Questions, comments and requests regarding this Policy are welcomed and should be addressed to firstname.lastname@example.org.
1: Why we collect your information
When you visit or interact with this website, we collect different information about you for the following reasons:
- To provide you with access to this website if you have registered for access to it.
- For our legitimate interest in order to improve this website and the services that we offer on this website.
- In order to help or support you when using this website.
- In order to contact you about service availability or new services available on the website.
2: When we collect your information
We collect information from you when:
- You complete the registration form.
- You request a new password.
- You login to this website.
- You contact us to request information about additional services available on this website.
- You contact us to request help or support using this website.
3: The types of personal data we collect
In order to give you access to the website, the minimum amount of information we require is your name, email address and the AF member account(s) that you require access to.
It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, please scroll down to the ‘Cookies’ section below. Turning cookies of may result in a loss of functionality when using our website.
4: How we use the data collected
In order to provide you with access to this website, we may use your data in the following ways;
- In order to setup a user account so you can login to this website.
- To provide an audit trail of any amendments made via the website, for example,
- If you code or edit an invoice using the eAccounts section of the website, we will record the user who edited the line, as well as the date and time the line was edited.
- If you complete the annual declaration form online, we will record the user who submitted the form, and the date and time the form was submitted.
- To provide you with goods / services ordered via the website.
- To provide you with training, help or support when using the website.
For our legitimate interests, we may also process your data;
- To maintain and monitor the performance of our website and to constantly look to improve the site and the services it offers to our users.
- To let you know about any new services available via this website, or if the website will be unavailable.
If we need to process your personal data for a reason which is not outlined above, we shall contact you in order to obtain your prior consent for such use.
5: When we will share your personal data
We will share your personal data with the following third parties for the reasons stated below:
- Your personal data may be shared between the AF Group of companies and its’ employees in order to facilitate the management and administration of your user account and to provide help or support if requested.
- We use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
6: Where we store your personal data
7: How long we retain your personal data for
We will hold your personal data for as long as you hold an active member account with the AF Group, or until you ask us to delete it.
Google Analytics retains your data for a maximum of 14 months.
8: Your rights
Please see the relevant sections below for further details on your rights as a data subject. You can exercise any of the above rights by emailing us at email@example.com.
We will endeavour to comply with any request made within one month from the date of your request. However, we may extend this date to two months if the request is excessive or of a repetitive nature. If we need more than one month to meet your request we will let you know.
Please note that where we receive requests under this section which are manifestly unfounded or excessive, in particular because of their repetitive character, we may:
- Charge a reasonable fee taking into account the administrative costs of providing the information or taking the action requested; or
- Refuse to act on the request.
8.1: Right to access / access request
You have the right to request access to the information that we hold on you. In order to protect your information, we may take reasonable steps to verify your identity before we can hand over your data.
8.2: Right to rectification
You have the right to ask us to update any personal information that is incomplete or inaccurate. We will endeavour to ensure that if we update your information, we will pass this onto our selected third parties, including suppliers and contractors.
8.3: Right to erasure / right to be forgotten
You have the right to ask us to delete your personal data if;
- The personal data is no longer necessary for the purpose which we originally collected or processed it for.
- You object to the processing of your data and there is no overriding legitimate interest for us to continue this processing.
- We have processed the data unlawfully.
- We have to in order to comply with a legal obligation.
8.4: Right to restrict processing
You have the right to ask us to restrict or supress the processing of your personal data if;
- You have previously informed us that the data is inaccurate.
- We no longer require the data for its original purpose, but we need to hold it, or you ask us to retain the information to comply with legal obligations.
- We have processed the data unlawfully.
- We are in the process of deleting your data.
We will endeavour to ensure that where you have asked us to restrict the processing of your data, we will inform our selected third parties, including suppliers and contractors accordingly.
8.5: Right to data portability
You have the right to receive a copy of your data in a commonly used machine-readable format for transfer to another controller, provided the data was processed for the purpose of a contract between us and the processing is being carried out by automated means.
This will allow you to move, copy or transfer personal data easily from one IT environment to another. Alternatively, we can transmit such data directly to another organisation. Please note that we will not be able to comply with a data portability request if this will affect the rights and freedoms of others.
8.6: Right to object
You have the right to restrict processing based on legitimate interests. If you exercise your right to object, we will stop processing your personal data unless;
- We are able to demonstrate compelling legitimate grounds for the processing.
- The processing is for the establishment, exercise or defence of a legal claim.
9: What to do if you are not happy with how we process your data
If you consider that we are in breach of our obligations under the GDPR you have the right to complain to the Information Commissioner’s Office (ICO).
10: Review of this policy
We keep this policy under regular review. This policy was last updated on 25/05/2018.
We may also collect non-personal statistical information about which information you are accessing on our site though cookies.
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This site uses some unobtrusive cookies to store information on your computer. Some cookies on this site are essential, and the site won't work as expected without them. These cookies are set when you submit a form, login or interact with the site by doing something that goes beyond clicking on simple links. We also use some non-essential cookies to anonymously track visitors or enhance your experience of the site.
By using this website you are accepting that the following cookies will be used.
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