This Privacy Policy applies to the website ratiobox.co.uk (our website). Our website is provided by:
– Ratiobox Holdings Limited a company registered in England and Wales under company registration number 10273116.
– Ratiobox Limited a company registered in England and Wales under company registration number 10047695.
– Ratiobox Accounting Services Limited a company registered in England and Wales under company registration number 10272658.
– Ratiobox Property Management Limited a company registered in England and Wales under company registration number 10273195.
Together (‘Ratiobox’, ‘we’, ‘our’ or ‘us’). We are the controller of personal data obtained via our website, meaning we are together and individually the organisation legally responsible for deciding how and for what purposes it is used.
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share any information relating to you (your personal data) in connection with your use of our website. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have a complaint.
We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).
This privacy policy is divided into the following sections:
– What this policy applies to
– Personal data we collect about you
– How your personal data is collected
– How and why we use your personal data
– Marketing
– Who we share your personal data with
How long your personal data will be kept
– Transferring your personal data out of the UK
– Cookies
– Your rights
– Keeping your personal data secure
– How to complain
– Changes to this privacy policy
– How to contact us
What this policy applies to
This privacy policy relates to your use of our website only.
Personal data we collect about you
The personal data we collect about you depends on the particular activities carried out through our website. We will collect and use the following personal data about you:
– your name, address and contact information, including email address and telephone number and company details.
– location data
– details of any information, feedback or other matters you give to us by phone, email, post or via social media
– your activities on, and use of, our website
– your professional online presence, eg LinkedIn profile
– information about the services we provide to you
– your contact history and saved items
– information about how you use our website and technology systems
– your responses to surveys, competitions and promotions
We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.
How your personal data is collected
We collect personal data from you:
– directly, when you enter or send us information, such as when you fill in the contact request form or when you request that we telephone you., and
– indirectly, such as your browsing activity while on our website; we will usually collect information indirectly using the technologies explain in the section on ‘Cookies’ below
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason, eg:
– where you have given consent
– to comply with our legal and regulatory obligations
– for the performance of a contract with you or to take steps at your request before entering into a contract, or
– for our legitimate interests or those of a third party
A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).
The table below explains what we use your personal data for and why.
| What we use your personal data for | Our reasons |
| To contact you at your request/reply to your contact with us. | For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best priceTo perform our contract with you or to take steps at your request before entering into a contract |
| Providing services to you | To perform our contract with you or to take steps at your request before entering into a contract |
| Conducting checks to identify you and verify your identity or to help prevent and detect fraud against you or us | To comply with our legal and regulatory obligationsFor our legitimate interests, i.e. to minimise fraud that could be damaging for you and/or us |
| To enforce legal rights or defend or undertake legal proceedings | Depending on the circumstances:to comply with our legal and regulatory obligationsin other cases, for our legitimate interests, i.e. to protect our business, interests and rights |
| Customise our website and its content to your particular preferences based on a record of your selected preferences or on your use of our website | Depending on the circumstances:your consent as gathered – see ‘Cookie’ belowwhere we are not required to obtain your consent and do not do so, for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best priceIf you have provided such a consent you may withdraw it at any time by changing your cookies settings (this will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn) |
| Retaining and evaluating information on your recent visits to our website and how you move around different sections of our website for analytics purposes to understand how people use our website so that we can make it more intuitive or to check our website is working as intended | Depending on the circumstances:your consent as gathered – see ‘Cookie’ belowwhere we are not required to obtain your consent and do not do so, for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best priceIf you have provided such a consent you may withdraw it at any time by changing your cookies settings (this will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn) |
| Communications with you not related to marketing, including about changes to our terms or policies or changes to the services or other important notices | Depending on the circumstances:to comply with our legal and regulatory obligationsin other cases, for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price |
| Protecting the security of systems and data used to provide the services | To comply with our legal and regulatory obligationsWe may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests, i.e. to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us |
| Statistical analysis to help us understand our customer base | For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price |
| Updating and enhancing customer records | Depending on the circumstances:to perform our contract with you or to take steps at your request before entering into a contractto comply with our legal and regulatory obligationswhere neither of the above apply, for our legitimate interests, e.g. making sure that we can keep in touch with our customers about existing orders and new products |
| Marketing our services to existing and former customers | For our legitimate interests, i.e. to promote our business to existing and former customersSee ‘Marketing’ below for further information |
| To share your personal data with members of our group and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvencyIn such cases information will be anonymised where possible and only shared where necessary | Depending on the circumstances:to comply with our legal and regulatory obligationsin other cases, for our legitimate interests, i.e. to protect, realise or grow the value in our business and assets |
How and why we use your personal data—sharing
See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.
Marketing
We will use your personal data to send you updates (by email, text message, telephone or post) about our products/services, including exclusive offers, promotions or new products/services.
We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.
You have the right to opt out of receiving marketing communications at any time by:
– contacting us at compliance@ratiobox.services, or
– using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts.
We may ask you to confirm or update your marketing preferences if you ask us to provide further products/services in the future, or if there are changes in the law, regulation, or the structure of our business.
We will always treat your personal data with the utmost respect and never share it with other organisations outside the Ratiobox group for marketing purposes.
For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.
Who we share your personal data with
We may share personal data with:
– third parties we use to help deliver our products/services to you, e.g. compliance, accountancy or legal services as well as product and platform providers that we use to manage book-keeping services for you (where applicable).
– other third parties we use to help us run our business, e.g. marketing agencies or website hosts and website analytics providers
We or the third parties mentioned above occasionally also share personal data with:
– our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations
– law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations
– other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible. The recipient of any of your personal data will be bound by confidentiality obligations
Who we share your personal data with—further information
If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).
How long your personal data will be kept
We will not keep your personal data for longer than we need it for the purpose for which it is used. For example, the duration of our contract with you. This is subject to any regulatory requirement that may be upon us from time to time and the different retention periods that apply for different types of personal data.
Transferring your personal data out of the UK[and EEA]
Countries outside the UK have differing data protection laws, some of which may provide lower levels of protection of privacy.
It is sometimes necessary for us to transfer your personal data to countries outside the UK. In those cases we will comply with applicable UK laws designed to ensure the privacy of your personal data.
Under data protection laws, we can only transfer your personal data to a country outside the UK/EEA where there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you, or a specific exception applies under relevant data protection law
Cookies
A cookie is a small text file which is placed onto your device (e.g. computer, smartphone or other electronic device) when you use our website. We use cookies, Google Analytics and Microsoft Clarity on our website. These help us recognise you and your device and store some information about your preferences or past actions.
For further information on Google Analytics and Microsoft Clarity our use of Cookies, when we will request your consent before placing them and how to disable them, please see our https://www.ratiobox.co.uk/cookies-policy/.
Your rights
You generally have the following rights, which you can usually exercise free of charge:
| Access to a copy of your personal data | The right to be provided with a copy of your personal data |
| Correction (also known as rectification) | The right to require us to correct any mistakes in your personal data |
| Erasure (also known as the right to be forgotten) | The right to require us to delete your personal data—in certain situations |
| Restriction of use | The right to require us to restrict use 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—in certain situations |
| To object to use | The right to object:—at any time to your personal data being used for direct marketing (including profiling)—in certain other situations to our continued use of your personal data, e.g. where we use your personal data for our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims |
| Not to be subject to decisions without human involvement | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects youWe do not make any such decisions based on data collected by our website |
| The right to withdraw consents | If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any timeWithdrawing a consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn |
For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under the UK GDPR.
If you would like to exercise any of those rights, please compliance@ratiobox.services—see below: ‘How to contact us’. When contacting us please:
– provide enough information to identify yourself and any additional identity information we may reasonably request from you, and
– let us know which right(s) you want to exercise and the information to which your request relates
Keeping your personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine need to access it.
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.
How to complain
Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.
You also have the right to lodge a complaint with the Information Commissioner in the UK
The UK’s Information Commissioner may be contacted using the details at https://ico.org.uk/make-a-complaint or by telephone: 0303 123 1113.
Changes to this privacy policy
We may change this privacy policy from time to time.
How to contact us
You can contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.
Our contact details are shown below:
17-19 Sawmills Road
Diss,
Norfolk
IP22 4GG
compliance@ratiobox.services
0800 955 3350