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PRIVACY POLICY

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solo16 Ltd exists to support effective communications between its clients and their stakeholders (including journalists, analysts and blog/website/social media followers). As such, we handle personal information.

 

This policy describes how solo16 Ltd collects and uses personal information during and after your relationship with us.

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solo16 Ltd is a “data controller” and is responsible for deciding how we hold and use personal information and for explaining it clearly.

 

This notice applies to prospective, existing and former clients of solo16, individual and business contacts and prospects, individuals who request information from us, any person who provides services to solo16, either as an individual or as the employee or representative of a service provider and third parties acting for our clients.

 

If you have any questions about this policy or how we handle personal information, please contact admin@solo16.co.uk.

 

What information do we hold?

 

‘Personal data’ or ‘personal information’ is defined as any information about an individual from which that person can be identified.

 

How we collect such information is dependent on the relationship (details follow).

 

Clients 

We process: Names, job titles and contact details. We also store email correspondents. This is necessary for the performance of the contract between us.

 

Prospects, freelance crew and other non-clients 

We process: Names, job titles and contact details.  We also store email correspondents. Such processing is necessary for the legitimate interest of promoting and growing our business and improving our services.

 

Service providers

We process: Names, job titles and contact details. We also store email correspondents. This is necessary for the performance of the contract between us.  We record details relating to the performance of the contract between us, including financial information and bank details for payment. Such processing is necessary for performance of the arrangement.

 

Clients

We process: Names, job titles contact details and communication preferences. We also store email correspondents. 

 

How we collect information

 

  • We collect personal information directly when establishing a client, supplier or freelance crew member, through various website enquiry forms or where we enter into a work agreement.

  • We may also collect further information during the ongoing relationship or period of service delivery.

  • We may collect information about you from public sources, such as ‘Contact’ details on websites, from online searches and from social media sites.

 

Adhering to the law

 

We use personal information when:

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  • We need to prepare the contract we have entered into with a client. 

  • It is necessary for the legitimate interests of delivering our services.

  • Otherwise (when given consent by the owner)

 

We will only use the personal information for the purposes for which it was collected.

 

Sharing data

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We may share personal data with third-party service providers, who provide services to us. For example, in order to collect payment, we store information in our cloud-based accountancy software.

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We may share personal data with:

  • Our accountant. 

  • Our insurance provider. 

  • Selected trused freelance staff pertaining to the contract job they are working on. 

 

Where we share information with other data controllers, they are responsible to you for the use of information and compliance with the law.

 

The hosting of our website is carried out by a third party provider.

 

Data security 

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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. Details of these measures are available upon request. In addition, we limit access to personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process personal information on our instructions and they are subject to a duty of confidentiality.

 

Length of retainership 

 

We will only retain personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of personal information, the purposes for which we process personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

We retain where a minimum retention period is required by law, we comply with that minimum period. In some circumstances we may anonymise personal information so that it can no longer be associated with a specific individual, in which case we may use such information without further notice.

 

Your rights 

 

Under certain circumstances, by law you have the right to:

  • Request access to your personal information.

  • Request correction of the personal information that we hold about you.

  • Request erasure of your personal information.

  • Object to processing of your personal information where we are relying on a legitimate interest.

  • Request the restriction of processing of your personal information.

  • Withdraw consent in the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose

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