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Privacy Policy

1. Introduction

We, Rollits operate this Privacy Policy because we are committed to safeguarding the privacy of our clients and those using our website (www.rollits.com) and the confidentiality of any information that we collect about you.

We are registered as a data controller with the Information Commissioner’s Office and our registration number is Z2350460. Rollits is a trading name of Rollits LLP, a limited liability partnership registered in England and Wales, registered number OC 348965, registered office Citadel House, 58 High Street, Hull, HU1 1QE. A list of the partners in Rollits is available for inspection at our registered office and at our office at Forsyth House, Alpha Court, Monks Cross, York, YO32 9WN.

In accordance with data protection legislation, we are required to explain to you how we will treat any personal data which we collect from or about you. This Privacy Policy sets out how we will use any personal data that we may obtain from you. Our website is not intended for children and we do not knowingly collect data relating to children.

Whenever you submit your information to us, whether it be by using our website, by email, over the telephone, in person or by any other means, we will collect and use such information in accordance with the terms of this Privacy Policy. We are committed to ensuring that all personal data we hold is treated properly and in accordance with applicable data protection legislation.

You have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”) if you have any concerns with regard to the way in which we process your personal data. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

You warrant that any information you supply to us is accurate and up to date (whether or not the information is about you), that you will inform us if any information that you provide us with requires updating (e.g. email address/mobile number), and that if you submit a third party’s details to us (including but not limited to via our website) you have that third party’s permission or an alternative legal basis to do so.

2. What information do we collect and how do we use it?

It is possible to visit and browse some sections of our website without being required to tell us who you are or reveal any information about yourself.

You may give us information about you by corresponding with us by phone, e-mail or otherwise, by submitting an enquiry via our website, by instructing us to act for you, by opting in to receive our e-newsletter, by registering as a client on our website, or by submitting information for the purposes of being considered for a vacancy, period of recognised training or work experience.

The information we may collect, use, store and transfer about you includes the following:

a) name, username or similar identifier, title, job title, information contained on your driving licence/passport and/or other information necessary to identify you (“Identity Data”);

b) work contact details, address, email address and telephone number(s) (“Contact Data”);

c) bank account and payment card details (“Financial Data”);

d) your preferences in receiving marketing from us and your communication preferences (“Marketing Data”);

e) information regarding your organisation;

f) (where you are a client), information regarding your matter;

g) (where you contact us regarding a vacancy, period of recognised training or work experience) information contained within your CV and any related application.

We may also collect technical data about you (such as internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website) as you interact with our website. We collect this technical data by using cookies and other similar technologies. Please click here to see our cookies policy for further details.

We have set out below a description of what personal data you may give us, the ways we use your personal data, and which legal bases we rely on to do so.

Purpose/Activity Type of Data Lawful basis for processing
To respond to an initial enquiry made by you (whether by phone/email/through the website or by other means) (a) Identity Data

(b) Contact Data

(c) Information regarding your organisation

(d) Information regarding your enquiry

Necessary for our legitimate interests (to provide our services and grow our business)
To provide services to you and to manage payments and charges and collect and recover money owed to us (a) Identity Data

(b) Contact Data

(c) Financial Data

(d) Information regarding your organisation

(e) Information regarding your matter

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to provide our services and grow our business and to recover debts due to us)

To manage our relationship with you (including to inform you about changes to our business terms or privacy policy) (a) Identity Data

(b) Contact Data

 

(a) Necessary to comply with a legal obligation

(b) Necessary for our legitimate interests (to keep our records updated and to improve our services)

To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data, and monitoring compliance with the terms and conditions applicable to any contracts entered into between us) (a) Identity Data

(b) Contact Data

(c) Technical Data

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

To use data analytics to improve our website, client relationships and experiences (a) Technical Data Necessary for our legitimate interests (to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To provide you with marketing information regarding our business and other legal updates which we think may be of interest to you (a) Identity Data

(b) Contact Data

a) consent
b) legitimate interest (where we are legally permitted to do so in order to promote our business and the services we offer).For information on how to stop receiving marketing materials from us, please refer to section 4.
To register you as a client on our website (a) Identity Data

(b) Contact Data

(c) Information regarding your organisation

(d) Information regarding your matter

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to improve the services we are able to offer to you)

To consider you for a vacancy, period of recognised training or work experience (a) Identity Data

(b) Contact Data

(c) Information contained within your CV and application form

Necessary for our legitimate interests (for running and improving our business)

If you use our website to make a payment by card or by any other payment method (e.g. to pay our charges for any legal services provided by us), you will be redirected to the website of our relevant payment services provider (who will be Worldpay, our “Payment Service Provider”) in order to make your payment; we do not store any card details on our systems. Please note that our Payment Service Provider may collect personal information from you which will be used in accordance with their own privacy policy (for Worldpay click here), which you should read. More information regarding our Payment Service Provider can be accessed via the Payment Service Provider’s website. We are not liable for the practices of any Payment Service Provider in respect of your personal information.

In the event that you provide us with feedback regarding our website or any of our services, we may use and disclose that feedback to our suppliers and other users of our website where it is necessary in our legitimate interests to do so in order to improve our website and the services that we provide. This includes any information that you provide to us if you report a problem with our website or any of our services.

If you correspond with us (e.g. using email), we may retain a record of or the content of your correspondence together with your contact details and our responses where necessary for our and your legitimate interests in order that we can appropriately manage your relationship with us, to reply to your correspondence and for training and quality purposes.

In limited circumstances, we may approach you for your consent to allow us to process certain information for purposes not referred to in this Privacy Policy. If we do so, we will provide you with full details of the information we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of any contract with us that you agree to any such request for consent from us. If you do provide us with consent, you will be able to withdraw it at any time via the method that we notify you of when obtaining your consent. Any such withdrawal will not affect the lawfulness of our processing of your personal information for the relevant purpose(s) before you withdrew consent.

If we require your information in connection with any services which you request from us (or any other request) and you fail to provide that information, or if the information you provide is not accurate, we may not be able to provide such services, perform our obligations under any related contract, or assist with any related request.

We will not sell any of your personal data to any third party.

3. Third Parties

We may disclose personal data about you:

a) to third parties who are directly involved in dealing with any request, enquiry, complaint or other correspondence submitted by you in the performance of any contract between us and you;

b) to third parties who are processing your information on our behalf for specified purposes in accordance with our instructions;

c) where such disclosure is required by law;

d) to third parties who are providing us with professional advice where necessary for our legitimate interests in obtaining such advice and permitted by law;

e) where the disclosure is in connection with any criminal investigation, legal proceedings or prospective legal proceedings where necessary for our related legitimate interests and permitted by law;

f) where the disclosure is necessary for our legitimate interests and permitted by law in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention, debt collection, debt tracing actions and reducing credit risk or to protect the rights, property or safety of Rollits, our clients, our employees, suppliers or others); and

g) where we have stated or informed you otherwise (e.g. on our website).

We will not pass on your information to any third party for the purpose of marketing.

We may also disclose your personal data to third parties in the event that we propose to dispose of or acquire any business or assets (in which case we may disclose your personal information to the prospective acquirer or seller of such business or assets and/or their professional advisors) or if we or substantially all of our assets are proposed to be acquired by a third party. Any such disclosure will be made where necessary for the legitimate interests of us and/or the third party in respect of the proposed transaction; however we will not transfer your personal information to any such third party unless we are satisfied that they are able to provide an adequate level of protection in respect of your personal information.

4. How do you stop marketing information being sent to you?

If you have opted in to receive our e-newsletter, you can ask that such information is no longer sent to you by emailing us at moc.s1669925543tillo1669925543r@ely1669925543oc.ta1669925543p1669925543 or writing to Pat Coyle, Director of Marketing & Client Relations, Rollits LLP, Citadel House, 58 High Street, Hull, HU1 1QE or clicking on the appropriate link in the footer of any of our marketing emails. Any related withdrawal of consent will not affect the lawfulness or our processing based on your consent before you withdrew it.

5. Security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know that information. However, the Internet is global and no data transmitted via the Internet can be guaranteed by us to be completely secure during transmission. We cannot guarantee the security of any information that you disclose online and we will not be responsible for any breach of security unless this is due to our negligence or wilful default. It is possible that the information you provide to us will be temporarily transferred via a route outside the United Kingdom and the European Economic Area as it passes between us.

We have put in place procedures to deal with any suspected data security breach and will notify you and/or any applicable regulator of a suspected breach where we are legally required to do so.

In certain circumstances we may use the services of a supplier outside the United Kingdom and European Economic Area (EEA) for purposes referred to in this Privacy Policy. This may involve your personal information being processed by the relevant supplier on our behalf outside of the UK and EEA. If we do this, we will require the relevant supplier to put in place appropriate technical and organisational data protection security measures (for example, as part of our contract with the relevant supplier).

All direct payment gateways used by our website adhere to the encryption and other standards of the Payment Card Industry Data Security Standard (PCI-DSS).

6. Your Rights

If you have given your consent to receive our e-newsletter you may withdraw your consent at any time. Please see section 4 above for further information on how to do this.

You have a legal right to see a copy of the personal data that we keep about you and to correct any inaccuracies, subject to certain exemptions.

In some circumstances you may also have a right to:

a) request that we erase any personal data we hold about you;

b) restrict our processing of your personal data (for example, to ask to suspend the processing of personal data to establish its accuracy or the reasons for processing it);

c) object to us processing your personal data where we are relying on a legitimate interest (or those of a third party);

d) data portability (i.e. to request the transfer of your personal data to a third party).

Requests of the nature set out in this section 6 above should be made in writing to the Data Compliance Officer, Rollits LLP, Citadel House, 58 High Street, Hull, HU1 1QE, United Kingdom or via email to moc.s1669925543tillo1669925543r@ocd1669925543. Please contact the same address if you have any reason to believe that any information we hold about you is inaccurate. We will respond to your request as soon as possible and, in any event, within one month from the date of receiving the request. Please note that we may, where legally permitted, reject any such request or limit the scope of our response (e.g. if, in thecircumstances, the right does not apply to you).

In accordance with applicable data protection legislation, we follow security procedures in the storage and disclosure of your information. We may therefore request proof of your identity before disclosing certain information to you or acting on any other request pursuant to this section 6.

You will not generally have to pay a fee to exercise any of your rights described in this section 6 above. However, we may charge a reasonable fee if you make a request to see a copy of your personal information which is clearly unfounded or excessive. Alternatively we may refuse to comply with your request in such circumstances.

7. How long do we retain your personal data?

We only retain your personal data for as long as we need it for the purposefor which it was collected. Whilst taking into consideration our legal obligations, we will on an ongoing basis: review the length of time for which we retain your personal data; consider the purpose or purposes for which we hold your personal data in deciding whether (and for how long) to retain it; securely delete your personal data if it is no longer needed for such purpose or purposes; and update, archive or securely delete your personal data if it goes out of date. For further information on how long we retain your personal data please contact our Data Compliance Officer using the contact details set out in section 6 above.

8. Cookies

Our website uses “cookies” to ensure you receive the best possible visitor experience. Information regarding the cookies we use is detailed in our cookies policy. Please click here to see our cookies policy.

9. How will you know if we make any changes to this Privacy Policy?

We may amend this Privacy Policy from time to time. You are bound by any changes we make to this Privacy Policy with effect from the date of the change. If we make any substantial changes to the way in which we use your personal data we will notify you by posting a notice on our website's homepage. You can view the current version of our Privacy Policy at any time by clicking on the Privacy Policy link on our website's homepage.

10. What about third party websites/email addresses that are referred to on our website?

Our website contains links for accessing or contacting other websites and email addresses which are outside our control and are not covered by this Privacy Policy (for example, Conscious Solutions). If you access other websites or contact any third party email address using the links provided, the operators of those websites/email addresses may collect personal data from you which will be used in accordance with their respective privacy policies which you should read. We are not liable for the practices of such third party website/email address operators in respect of your personal data.

You acknowledge that any information that you post using our social media facilities (such as Instagram and Twitter) will be viewable by anybody who uses those facilities and that such information is also subject to the relevant provider’s privacy policy. You are advised to consult each such privacy policy to see how they will use your data.

You acknowledge that any content that you post using our social media facilities will be considered non-confidential and non-proprietary, and that we have the right to monitor, remove, use, copy, distribute and disclose to third parties any such content for any purpose permitted by law.

You acknowledge that we will cooperate with any person, law enforcement authority or court order requesting or directing us to disclose the identity of anyone posting or sending material using any of our social media facilities in breach of any law (whether civil or criminal) or the legal rights of any party (including but not limited to intellectual property rights and rights to privacy).

11. Contact

If you have any questions about this Privacy Policy or our treatment of personal data, please write to us at Data Compliance Officer, Rollits LLP, Citadel House, 58 High Street, Hull, HU1 1QE, United Kingdom or email us via moc.s1669925543tillo1669925543r@ocd1669925543.

Get in Touch

To speak to one of our experts please call one of our offices Hull 01482 323239 or York 01904 625790 or simply fill in the form and we’ll get back to you.