Tremark Associates Limited (“we”, “us” or “our”) is committed to protecting and respecting your privacy.
This Privacy and Cookies Notice (Notice) (together with our Terms of Use, Terms of Business and any other documents referred to within them) set out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us and the purpose for our collection of it.
We respect your privacy and want to be transparent about how your personal data will be processed, stored and used when you visit our website, or otherwise use our services.
Please read the following Notice carefully to understand our practices regarding your personal data and how we will treat it. This Privacy Notice, together with our Terms of Use and Terms of Business, as set out at www.tremark.co.uk/terms-of-business/ and any additional terms of use, applies to your use of any of the services we offer.
Our website, www.tremark.co.uk.co.uk (“Website”) is owned and operate by Tremark Associates Limited. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during our relationship with you.
Responsibility for the production, maintenance and communication of this document lies with the Information Security Manager. It is also the responsibility of the Information Security Manager to ensure that annual reviews of this document take place to ensure that it remains internally consistent and that the document is version controlled.
Any substantive changes made to any of the documents in the set will be communicated to all relevant personnel.
Any changes we make to our Notice in the future will be posted on this page and, where appropriate, notified to you by e-mail.
Tremark Associates Limited (“we”, “us” or “our”) is a limited company registered in England and Wales under Company Number 3120853 and is part of a group structure which includes Tremark ASP Limited, which is also registered in England and Wales under Company Number: 9653164, (together “our Group”)
You can contact us at:
Postal address: Joshua Chambers, 332 York Road, Leeds, LS9 9DN
Email address: dataprotection@tremark.co.uk
We are registered with the Information Commissioners Office (“ICO”) under reference: Z6357413
We will be the controller of your personal data for the purposes of Data Protection Laws unless otherwise stated.
More information about us may be found in our Terms of Use at www.tremark.co.uk/terms-of-use/
Please check back frequently to see any updates or changes to our Notice.
Our Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements or policies. When you leave our Website, we encourage you to read the Privacy Notice of every website you visit.
When you provide personal data to us, we will treat that information in accordance with this Notice.
Personal information or personal data, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We collect personal data when you contact us through our Website or when you correspond with us by phone, email, for the purpose of providing you with our services. or otherwise when conducting our business.
Personal data we may collect, use, store, and transfer about you, which we have grouped together, are as follows:
This list is not exhaustive, and, in specific instances, we may need to collect additional data for the purposes set out in this Notice.
For example, we may collect and process the following personal data about you when you:
In some circumstances we process personal data provided to us by a third party, for example because you are the subject of, or the information is included for the purposes of specific services that we are providing.
Where we are processing your personal data on behalf of a data controller, we may process your personal information when:
All your personal data will be processed in accordance with the data protection laws and this Notice, and in compliance with all applicable confidentiality guidelines.
In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you). This can be for research or statistical purposes; in which case we may use the anonymised information indefinitely without further notice to you. Anonymised information may also be used to develop insights and statistics as to the use of our services.
When you call our main call centre (0113 2636466) we collect your calling line identification and we may audio record the call, this could include any incoming or outgoing telephone calls that are handled by us.
We will provide you with notification at the beginning of the call, informing all parties that the call may be recorded for specific purposes. We record telephone conversations to assess customer satisfaction, train and develop staff, review call quality, and have access to a verbal record of what is said in the event.
We may process your personal data to process any payments made for the provision of services. The information may include information for identification and verification, such as your name, credit, debit or other card number, card expiration date, and CVV code.
Any payment transactions carried out by us, or our chosen third-party provider of payment processing services will be kept secure and encrypted where possible.
Where we need to collect personal data by law, legitimate interest or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with the requested services). In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data.
We will only use your personal data when the law allows us to do so, this is where we have a lawful basis.
The lawful basis that we most commonly use to collect and process your personal information are:
– Where you have consented before the processing.
– Where we need to perform a contract, we are about to enter or have entered with you.
– Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
– Where we need to comply with a legal or regulatory obligation
In certain circumstances, we need your personal data to comply with our contractual obligations or to pursue our legitimate interests in a way which might be reasonably expected as part of our running our business. For example, in order to deliver the services to you, we need to use the information you provide us to enable us to provide those services.
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.
The way we process your information varies depending on our relationship with you. We will use some of the personal data supplied by you to ensure that content from our Website is presented in the most effective manner for you and your computer, to keep a record of the services you have subscribed to, to deliver services you may have requested, to notify you about changes to our services, to contact you in response to applications made by you, to contact you as part of the services we are undertaking on behalf of our clients, to inform you of sector developments that may affect you or to inform you of new products, services or events which we think may be of interest to you.
If you have provided us with your contact details, we may contact you by telephone, post, email or fax. We will not contact you for direct marketing purposes if you have indicated that you do not wish us to use your personal information for this purpose when we collected the information.
We will not pass on your personal data to third parties in order for them to market to you unless you have expressly agreed that we may do so.
We only ever share your personal data with trusted third parties. We may share information with selected third parties including:
We only provide third parties with the information they need to know to perform their specific services.
Where personal data is shared with a managed service provider or other third-party supplier, we work closely with them to ensure that your personal data is secure and protected at all times. 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.
Our contracts with third parties make it clear that they must hold personal data securely, abide by the principles and provisions of data protection laws, and only use information as we instruct them to. In all instances where we disclose your information to third parties, we will ensure that your information is appropriately protected. If we stop using their services, any of your personal data held by them will either be deleted or rendered anonymous.
We may also disclose your personal data to comply with a regulatory or legal duty, or if it is necessary to disclose personal data in connection with an investigation of suspected or actual fraudulent or criminal activity or is based on a lawful disclosure request.
We may also disclose personal data where such disclosure is necessary to protect the safety or security of any persons, and/or otherwise as permitted under applicable law.
We will never:
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
If you have given your consent to receive marketing emails you can withdraw this at any time, or if we are relying on our legitimate interests to send you marketing you can object. In either case, just let us know.
If you have received a direct marketing email from us and no longer wish to do so, the easiest way to let us know is to click on the unsubscribe link at the bottom of our marketing emails.
You have the right to contact us at any time to ask us not to process your personal data for marketing purposes.
Should you wish to withdraw your consent you can also write to us at Tremark Associates Limited, Joshua Chambers, 332 York Road, Leeds, LS9 9DN. or by sending an email to dataprotection@tremark.co.uk.
Your personal data will be stored on systems with technical and organisational security measures and controls located within the United Kingdom (UK).
The personal data that we collect from you via our Website contact forms will be stored on our server, and within the ‘Contact Form Database’ in the secure administration area of the back end of our Website.
Sometimes, we will need to share your personal data with third parties and suppliers outside the UK, such as Europe and the USA.
In the event we need to transfer your personal data outside the UK, for instance to our third-party service providers, we will ensure we have in place adequate safeguards to do so. Our safeguards ensure that your personal data receives the same protection as if it were being processed inside the UK. For example, our contracts with third parties stipulate the standards they must follow at all times.
Any transfer of your personal data will follow applicable laws and we will follow the guiding principles of this Notice and we will take all steps reasonably necessary to ensure that your data is treated securely, only transferred outside the UK where equivalent protection is assured under data protection laws and in accordance with this Notice.
In the event we need to transfer your personal information outside the UK, for instance to our third party service providers, we will ensure we have in place adequate safeguards to do so. Our safeguards ensure that your personal information receives the same protection as if it were being processed inside the UK. For example, our contracts with third parties stipulate the standards they must follow at all times.
Any transfer of your personal data will follow applicable laws and we will follow the guiding principles of this Notice.
We will retain your personal data for a minimum of six years and for as long as is reasonably necessary for the purpose for which it was obtained and in accordance with our legal obligations. We will follow our data destruction policy and processes thereafter.
We work hard to keep your information safe. We use a combination of technical, administrative, and physical controls to maintain the security of your personal data.
Once we have received any information, we will use strict procedures and security features to try to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way. Only authorised personnel and contractors have access to your information.
Any payment transactions carried out by us, or our chosen third-party provider of payment processing services will be encrypted.
Whilst we work hard to ensure that personal data processed is subject to appropriate security we cannot accept any responsibility for any loss, disruption or damage to your data or your computer system which may occur whilst you are using third party material derived from our Website.
As best practice, we also strongly recommend that you regularly run anti-virus programmes on all material downloaded from the Internet. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to our Website, any transmission you make is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Where we are processing your personal data on behalf of another data controller, we will always escalate your request to that data controller, who will be able to provide you with a response.
Where we are acting as the data controller of your personal data you are able to exercise your rights and will receive a response directly from us.
Your rights under data protection laws include:
We aim to be transparent within this Notice and provide you with information about how we use your personal data.
In some circumstances you can stop the processing of your personal data for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data. Where your details are used for marketing, you can opt out at any time. You are able to unsubscribe from marketing on each contact or you can contact us to object to any processing.
You have the right to request the correction of your personal data when it is incorrect, out of date or incomplete. If you notify us that the personal data, we hold is complete or inaccurate we will correct or complete the information as soon as possible.
You have the right to request that your personal data be deleted; including if we no longer need it for the purpose we collected it, you withdraw your consent or you object to its processing. Following your request, we will erase your personal data without undue delay unless the continued retention is necessary and permitted by law. If we make the personal data public, we shall take reasonable steps to inform other data controllers processing information, about your erasure request.
You have the right to request that we restrict the processing of your personal data. This can be done in circumstances where we need to verify the accuracy of the information, if you do not wish to have the information erased or you have objected to the processing of the information, and we are considering this request. Once the processing is restricted, we will only continue to process your personal data if you consent, or we have another legal basis for doing so.
You have the right to access the personal data we hold about you. Any access request will usually be free of charge and responded to within one month. We will endeavour to provide information in the format requested, but we may charge you a reasonable fee for additional copies.
You have the right to receive a copy of your personal data which you gave to us. The copy will be provided in a commonly used and machine-readable format. You can also have it transmitted directly from us to another data controller, where technically possible.
You have the right to not be subject to solely automatic decisions (i.e., decisions that are made about you by computer without any human input) in relation to any processes that have a legal or similarly significant effect on you. You will be notified if we make a solely automated decision which produces a legal effect or significantly affects you.
You will not have to pay a fee to exercise any of the rights listed above. However, we may charge a reasonable fee if your request is clearly unfounded or excessive, including where requests are repetitive. Alternatively, we could refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information or to exercise any of your other rights. This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
What are cookies and why do we use them?
Cookies are small text files that are created and stored on your browser or the hard drive of your computer by websites that you visit to enable the website to operate properly to ‘remember’ who you are and to monitor website traffic. Cookies are generally only visible to the website that serves them and not to other websites.
Cookies are used on our Website to ‘remember’ information so that it can be passed from page to page and to collect website statistics. This statistical data collected may be used to help improve our Website and the services that we offer to you. Some of our cookies will also recognise you as a previous visitor the next time you visit our Website to improve your experience.
We may use the following types of cookies:
These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website or make use of services.
These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
Most internet browsers accept cookies automatically however, you can accept, delete or disable cookies if you wish; the process for which can usually be found in your internet browser’s ‘Help’ menu.
For more information about cookies and instructions on how to adjust your browsers settings to accept, delete or reject cookies, see the IAB website – http://www.youronlinechoices.com/uk/
The relevant page for adjusting your browser settings is available here. http://www.youronlinechoices.com/uk/five-top-tips.
If you disable cookies then, whilst you may be able to browse all of our Website, some of the cookies we use may be essential for our Website to operate and some features may, therefore, not be available to you. Unless you have adjusted your browser settings so that it will refuse cookies, our system will issue cookies as soon as you visit our Website.
If you use your browser settings to block all cookies (including necessary cookies) you may not be able to access all or parts of our Website.
Third parties may also use cookies, over which we have no control. To deactivate the use of third-party advertising cookies, you may visit the consumer page to manage the use of these types of cookies.
If you have any questions about this Notice, the way we process personal data or any aspect of our Website, please write to Data Protection at Tremark Associates Limited, Joshua Chambers, 332 York Road, Leeds, LS9 9DN, email: dataprotection@tremark.co.uk or telephone +44 (0)113 2636466
For further information on data protection, please visit the Information Commissioners Office (ICO) website.
The Information Commissioners Office regulates data protection. If you feel that your information has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal information, you have the right to lodge a complaint with the Information Commissioners Office.
You can contact them by calling 0303 123 1113 or visit the website.