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Privacy notice for clients

Melf Computing Limited (trading as Expert Office Documents) ("We") are committed to protecting and respecting your privacy.

 

This policy (together with our website terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.  Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.


The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).

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1. Definitions


Data controller - A controller determines the purposes and means of processing personal data.


Data processor - A processor is responsible for processing personal data on behalf of a controller.


Data subject – Natural person


Categories of data: Personal data and special categories of personal data


Personal data - The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.


Special categories personal data - The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.


Processing - means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.


Third party - means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
 

2. Who are we? 


Melf Computing Limited (trading as Expert Office Documents) is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are: Melf Computing Limited, 2 Highgrove Cottages, Maidstone Road, Wateringbury, Kent, ME18 5GA, United Kingdom, +44 (0)1622 816751, info@expertofficedocuments.co.uk. For all data matters contact Melanie Francis on +44 (0)1622 816751, melanie@expertofficedocuments.co.uk.

 

3. The purpose(s) of processing your personal data


We use your personal data for the following purposes:

 

  • To maintain our own accounts and records;

  • To inform individuals of news, events or activities;

  • You may give us information about you by filling in forms on our site www.expertofficedocuments.co.uk (our site) or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register to use our site, subscribe to our service, place an order on our site, enter a competition, promotion or survey and when you report a problem with our site.


4. The categories of personal data concerned


With reference to the categories of personal data described in the definitions section, we process the following categories of your data: 


Personal data. Name, address, email address and phone number.


5. What is our legal basis for processing your personal data? 

Personal data (article 6 of GDPR)


Our lawful basis for processing your general personal data:

 

  • Processing necessary for the performance of a contract for services with the data subject or to take steps to enter into a contract for services.

  • Processing necessary for compliance with a legal obligation.

  • Processing necessary for the purposes of the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject. Our legitimate interests are to develop our products and services and grow our business.


We do not process special categories of data.


6. Sharing your personal data 


Your personal data will be treated as strictly confidential, and will be shared only with:-

 

  • External Third Parties

    • Service providers, acting as processors based in the UK and who provide IT, system administration and accounting services.

    • Professional advisers, acting as processors or joint controllers, including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.

    • HM Revenue & Customs, regulators and other authorities, acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.


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.


7. How long do we keep your personal data? 


We keep your personal data for no longer than reasonably necessary and we only retain your data for the following purposes and use the following criteria to determine how long to retain your personal data.

 

  • By law we have to keep basic information about our customers (including contact, identity, financial and transaction data) for six years after they cease being customers for tax purposes.


8. Providing us with your personal data


We require your personal data as it is a requirement necessary to enter into a contract.


9. Your rights and your personal data


Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: 

 

  • The right to request a copy of the personal data which we hold about you;

  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;

  • The right to request your personal data is erased where it is no longer necessary to retain such data;

  • The right to withdraw your consent to the processing at any time, where consent was your lawful basis for processing the data; 

  • The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means); 

  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

  • The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics). 
     

10. Transfer of Data Abroad


Our cloud backup provider’s servers are based in the United States. However our backup provider’s servers are compliant with GDPR and all the data we transfer is encrypted. The data is encrypted before it is transferred and remains encrypted whilst stored on their servers. We are the only holders of the encryption keys; the backup provider is not able to decrypt our data. For more information please see https://support.spideroak.com/hc/en-us/articles/360002173891-GDPR-Compliance.

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11. Further processing


If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. 


12. Changes to our privacy policy


Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.


13. How to make a complaint


To exercise all relevant rights, queries or complaints please in the first instance contact our data protection officer, Melanie Francis, on +44 (0)1622 816751 or email melanie@expertofficedocuments.co.uk.


If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.

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