Privacy Policy

Last Updated: January 2, 2024

This document aims to provide you with information about how we handle and safeguard your personal data. Clavis & Stuteley Ltd are committed to protecting your privacy and ensuring the security of your personal information. We encourage you to read this policy to understand your rights and how we utilise the data collected.

Information Commissioner’s Office Registration

We are registered with the Information Commissioner’s Office (ICO) under the registration number ZB644934. Our registration covers the use of personal data as outlined below.

Commitment to Data Security and Privacy            

At Clavis & Stuteley the protection and security of your personal data is highly important to us .  We are dedicated to ensuring that your information is handled responsibly and that you are fully informed of your rights. Additionally, we will outline the legal basis on which we process the personal data collected.

Third-Party Websites

Occasionally, our website may contain links to third-party websites (such as social media platforms). Please note that these websites maintain their own privacy policies, and we hold no responsibility or liability for their policies. Prior to providing any personal data to these websites, we recommend reviewing their respective privacy policies.

Policy Updates

We may periodically review and update this Privacy Policy to accurately reflect how we use your personal data. Therefore, we encourage you to check this page regularly for any updates. The date of the most recent update is displayed at the top of this page.  Additionally, we may notify you of any significant changes to this Policy via email.

Contact Information

Should you have any further questions or require clarification regarding this Policy, please contact our Data Controller at the following address:

    Data Controller
    Clavis & Stuteley Limited
    71-75 Shelton Street
    Covent Garden
    London
    WC2H 9JQ

Or email:   enquiries@clavisandco.com

When Do We Collect Your Personal Data?

We collect and process personal data in the following circumstances:

• When you visit our website and complete any available enquiry forms.
• During telephone conversations with us.
• When you engage with our services and provide contractual documents.
• Through interactions on social media platforms.
• When booking appointments.
• Via email communication for queries or complaints.
• When a third party shares personal data they hold about you with us with your permission.
• Information sourced from publicly available resources like Companies House.
• Information made public as mandated by law.

What Personal Data Do We Collect?

It is important to understand the type of personal data we collect about you. This includes:

• Contact information such as email address, telephone number, business, and correspondence addresses.
• Non-personal information like business contact details, business accounts, business descriptions, and registered company number.
• Details of your website visits to our group websites obtained through your web browser's use of cookies (if you provide consent). 
• Information obtained from conversations, requests for information, and documents shared during discussions.

How Do We Use Your Personal Data?

Administration and Service Provision

We use your personal data to process enquiries submitted via our website, social media, email, or telephone. Personal data processing also occurs when appointments are booked with us.

We process your personal data as part of our day-to-day business operations. This includes situations where you engage with our services, where contract documents are submitted and when payments are processed.

During telephone conversations, we may record calls for internal training and to enhance customer service. 

Your personal data enables us to contact you, address any queries, complaints, or comments promptly and to ensure appropriate solution.

Marketing

We may use your contact information for marketing purposes (when you've opted to receive such communication) or when we're lawfully allowed to contact you without specific consent. This includes notifying you of our services and sharing industry updates.

You can opt out of receiving marketing communications at any time by following the unsubscribe instructions in our marketing communications. Changes in preferences may take up to 7 days to take effect, and previously scheduled communications will not be affected during that time.

Even if you opt out of marketing, occasional communications related to your online account (if applicable) may still be sent. Additionally, your contact information will be retained in a suppression list to ensure compliance with your marketing preferences.

Security Measures

We may process your personal data to safeguard our business and your online account from fraudulent activities. Additionally, we monitor web browsing history (via cookies) to identify and address website-related issues promptly. This proactive measure helps protect the integrity of our website.

Legal Basis for Using Your Personal Data

As per current data protection laws, companies may collect and process personal data based on various legal reasons.  At Clavis & Stuteley we have carefully reviewed our policies and procedures to determine the most relevant legal basis. 

Here is an outline of the legal basis concerning each of the following purposes:

Account Management

It is necessary for us to process your personal data to establish and manage your account. This includes fulfilling any contractual commitments related to the account.

Administration and Service Provision

Processing your personal data for day-to-day business operations, including maintaining contact for claim progress, processing payments, etc., is both in our and your legitimate interests. Recording telephone calls serves our legitimate interests, enabling reference in clarifying conversations, addressing complaints, and aiding internal training for delivering quality services. When providing services, processing your personal data is a contractual necessity as we cannot progress claims without such data.

Marketing

To ensure our communications are relevant, we use your personal data to inform you about services that might be of interest to you. Contacting you with tailored information relevant to your interests is within our legitimate interests. Additionally, maintaining suppression lists for individuals opting out of marketing is in our legitimate interest to comply with future marketing preferences. If we cannot rely on our legitimate interests for marketing purposes, we will seek your prior consent.

Security

It is within our legitimate interests to process your data and account activity to safeguard our business and any associated online accounts against fraudulent activities. This allows us to promptly address and resolve any detected issues.

When Do We Share Your Personal Data with Third Parties?

Unless otherwise specified below, we do not disclose your personal data to any third party without obtaining your consent. Additionally, we do not transfer your personal data outside the European Economic Area (EEA).

However, there are circumstances where we may need to share personal data with third parties, including:

• When legally required, such as sharing data with HMRC.
• If necessary for legal proceedings, obtaining legal advice, or establishing, exercising, or defending legal rights in our or a third party's legitimate interest.
• When disclosure is necessary to safeguard our or someone else's interests (e.g., to prevent fraud) or to protect your vital interests (e.g., seeking medical assistance if you fall unwell at our premises)

Protection of Your Personal Data

At Clavis & Stuteley we prioritise the security of personal data and conduct regular assessments to ensure its adequate protection. To safeguard your information, we have implemented the following measures:

• We operate an online business system secured by password protection and SSL encryption technology.
• Clavis & Stuteley employees undergo thorough training in data protection, understanding their responsibilities regarding the security of your personal data.
• Our systems and infrastructure restrict access to personal data, ensuring only relevant employees have authorised access based on their roles. Data not relevant to their responsibilities is inaccessible.
• Our servers are equipped with the latest firewalls and up-to-date virus protection software for enhanced security measures.

Retention Period for Your Personal Data

In general, we retain your personal data for a maximum of three years from its collection or acquisition date. However, statutory obligations or legal claims might necessitate a longer retention period.

Your Rights

You have various rights concerning your personal data. This section highlights applicable rights and when you can exercise them. For further information or to exercise your rights, please contact us using the details provided below. Kindly allow up to one month for us to process your request unless otherwise specified.

Opting Out from Marketing Communications

Should you wish to discontinue receiving marketing or communications from us, please submit a written request via email or post using the contact details below.

Processing Request Timelines

Please allow us up to 7 calendar days to process your request.

Accessing Your Personal Data

Understanding how your personal data is used is essential. You can contact us at any time to enquire about the processing of your personal data. If we hold or use your personal data, you have the right to access it. To do this:

• Submit a written request using the contact details below.
• We require identity verification for processing your request.
• We appreciate fair and reasonable frequency in making such requests; however, repeated requests may result in an administration fee.
• Please allow us up to one month from receiving your request to provide a response. For complex requests, an additional month may be required. In such cases, we will notify you promptly before the initial response deadline.

Seeking Additional Information

We aim for transparency in our use of personal data and continuously update this Policy as our practices evolve. If you have specific queries or need further clarification regarding the use of your personal data, please contact us using the details provided below.  

Additional Rights

In addition to the previously outlined rights, you have further rights as detailed below. For each request, we may require written communication via email or post to the contact details specified below, along with identity verification.

• You have the right to request the rectification of any inaccuracies in the personal data we hold about you. Upon such a request, we may require verification of the corrected information. For instance, a recent utility bill might be requested as proof of a change in address.
• You retain the right to request erasure of your personal data. Please note that we can only fulfil such a request if:

(a) Your personal data is no longer necessary for its initially intended purposes (e.g., necessary for responding to a communication).

(b) Legal constraints prevent us from collecting, storing, or using your personal data.

(c) Your personal data is unnecessary for establishing, exercising, or defending legal claims, such as in legal proceedings.

• You have the right to request the restriction or cessation of processing your personal data:

(a) While we verify the accuracy of disputed personal data.

(b) When the collection, storage, or use of your personal data by us is deemed unlawful, yet you opt not to request erasure.

(c) In cases where we no longer require your personal data, but you necessitate it for establishing, exercising, or defending legal claims.

(d) Pending the determination of whether we have an overriding legitimate reason to continue processing your personal data, following your objection to processing.

• You have the right to data portability concerning the personal data we collected based on your consent or for entering into a contract. If you exercise this right, upon request, we will transfer a copy of the information you provided to us.

Additionally, you have the right to object to our use of your personal data:

(a) Where we utilize your personal data based on our legitimate interests, and where compelling overriding grounds do not exist to continue using your personal data.

(b) At any time, specifically regarding the use of your personal data for direct marketing. In such cases, your data will no longer be used for marketing purposes but may continue to be used for other lawful purposes.

Complaints and Queries

We uphold high standards in collecting and using personal data. Your complaints about our use of your personal data are taken seriously, and we urge you to bring any issues to our attention.

When communicating a complaint, your personal data will solely be used to handle, investigate, and respond to the complaint, ensuring the quality of service. If the complaint involves a team member, we may need to disclose your identity to the concerned individual. We strive to respect requests for anonymity, although complete anonymity may not always be feasible when addressing a complaint.

Should you have any complaints or queries regarding the collection or use of your personal data, please contact us using the details provided below.

If dissatisfied with our handling of your complaint or query, you have the right to directly contact the Information Commissioner's Office (ICO) to lodge a complaint. Visit www.ico.org.uk for further information.

Contact Information:

Post:   Data Controller
           Clavis & Stuteley Limited
           71-75 Shelton Street
           Covent Garden
           London
           WC2H 9JQ

Email: enquiries@clavisandco.com

Message us here.