Privacy and Cookies Policy

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

We, Rollits, are the data controller in respect of all personal data collected via our website.  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 offices at Forsyth House, Alpha Court, Monks Cross, York, YO32 9WN.

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 of 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.  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.

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. 

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

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”).

We may also automatically 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.

We have set out below a description of what personal data you may give us, the ways we use your personal data, and which of the 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)

(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 we require your information for the purposes of performing a contract with you and you fail to provide this information, or if the information you provide is not accurate, we may not be able to perform our obligations under the contract.

You warrant that any information you supply to us is accurate and up to date, that you will inform us if any such information requires updating, and that if you submit a third party’s details to us you have that third party’s permission to do so.

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

3. Third Parties

We may share personal data about you:

a) with third parties who are directly involved in dealing with any request or enquiry made by you;
b) where such disclosure is required by law;
c) with third parties who are providing us with professional advice;
d) where the disclosure is in connection with any criminal investigation, legal proceedings or prospective legal proceedings where permitted by law;
e) where the disclosure is in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);
f) where we are required to enforce our Terms of Business and/or Terms of Use; or
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 sell or buy any business or assets (in which case we may disclose your personal data to the prospective seller or buyer of such business or assets) or if we or substantially all of our assets are acquired by a third party, in which case personal data held by us about our clients and subscribers will be one of the transferred assets.

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 pat.coyle@rollits.com 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. It may take up to 14 working days to remove you from our marketing lists.

5. Security

Our website is hosted in the EU and all data provided to us is stored within our servers located in the EU. We will take all reasonable steps to protect your personal data. 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 data 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 European Economic Area as it passes between you and us.

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, subject to certain exemptions.  Requests for such information should be made by emailing us at jonathon.wells@rollits.com or writing to Jonathon Wells, Director of Finance & Operations, Rollits LLP, Citadel House, 58 High Street, Hull, HU1 1QE.

In some circumstances you may also have a right to:

a) rectify or erase any personal data we hold about you;
b) restrict our processing of your personal data;
c) object to us processing your personal data;
d) data portability in respect of your personal data.

In accordance with applicable data protection legislation, we follow security procedures when we process your personal data. We may therefore request proof of your identity before disclosing certain information to you or acting on any requests pursuant to this section 6.

Please contact us at the above address if you have any reason to believe that information we hold about you is inaccurate.

7. How long do we retain your personal data?

We only retain your personal data for as long as we need it for the purpose for which is was collected.  Whilst taking in to consideration our legal obligations, we will on an ongoing basis: review the length of time we retain your personal data; consider the purpose or purposes for which we hold your personal data for 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 Jonathon Wells 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 and Cookies 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 that you can access via our website?

Our website contains links to other websites which are outside our control and are not covered by this Privacy Policy. If you access other websites using the links provided, the operators of those websites 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 operators in respect of your personal data.

You acknowledge that any information that you post using our social media facilities will be viewable by anybody who visits those websites 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.