Action 4 Equality (Scotland) Limited. Privacy Policy.

This privacy policy sets out how Action 4 Equality (Scotland) Limited (the data controller), registered address: Action 4 Equality (Scotland) Limited, uses and protects any information that a data subject (you) gives Action 4 Equality (Scotland) Limited when using this website and engaging our services.

Action 4 Equality (Scotland) Limited is registered with the Information Commissioner’s Office (ICO), registration number: ZA058696

Our Contact Information

Telephone Number: 0131 659 99 58

Address: Action 4 Equality Scotland Limited, POBOX 664, Newcastle, NE5 9DG

Email Address: Dataprotection@a4es.co.uk

Lawful Bases and Purposes for Processing Personal Data

We have detailed our purposes for processing personal data and lawful basis for processing personal data below: 

Purpose for Processing	Lawful Basis
To provide you with claims management services, including support, updates and communications regarding the provision of claims management services.	For the performance of a contract
To verify your identity in order for us to provide you with claims management services.	For the performance of a contract
To verify your address as for contact purposes	Consent
To verify whether you are able to make a claim through our services and have not made the same claim via a trade union	Consent
To obtain and/or seek legal representation in consideration of your claim via our partnered legal representatives.	For the performance of a contract
To determine your satisfaction with our services and in order to improve our products and services.	Consent
To ensure legal compliance where we are legally required or obligated to do so	Legal obligation
To tailor our services to your needs and requirements	Consent

The right to withdraw consent at any time, where relevant

To withdraw consent please see the contact information detailed within this Policy. Should consent be withdrawn for a particular purpose, we may be unable to provide you with our services or may be unable to tailor our services to your needs which may subsequently impact the service we provide.

Categories of personal data we collect from third parties.

We collect personal data about you when you provide personal data to our firm in relation to a potential claim, where you submit a complaint or data rights request.

We also collect personal data about you from other sources, in relation to your claim and to provide you with our services. Personal data obtained from third parties will only be sought in accordance with our lawful bases for processing as applicable.

The categories of data we collect about you from these sources are as follows:

1. Financial data: Outstanding liabilities, personal pay data, salary, hourly rate, over time, sickness entitlement, Term Time Working, Pension Data, and holiday entitlement
2. Contact data: Home address, name and surname
3. Technical data: Internet Protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating systems and platform and other technology on devices you use to access the website

The right to lodge a complaint with a supervisory authority

In the context of your personal data, You have the right to lodge a complaint to the supervisory authority, the Information Commissioner’s Office (ICO). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. Please see our Complaint Policy. www.a4es.co.uk/complaints

Retention period 

We will only retain your personal data for as long as is necessary to fulfil our obligations under the provision of our service as well as any purposes necessary to satisfy any legal, accounting or reporting requirements.

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

Recipients of the personal data 

We will share your personal data for the purposes described within this Privacy Policy. The third parties to which your personal data may be disclosed with comprise of:

1. Legal representatives regarding assistance and representation for a claim.
2. The person against whom the claim or potential claim is made.
3. Third party identification and contact verification providers such as Experian and the Department of Work and Pensions to verify your identification and ensure we hold the correct address for contact purposes.
4. Third party operational providers to help provide and operate our services (systems available upon request)
5. Employment Tribunal and Sheriffs Court for purposes of lodging a claim

We may also need to disclose your personal information to:

HM Revenue & Customs, the Financial Conduct Authority, The Information Commissioner’s Office, other Regulators and other authorities acting as processors based in the United Kingdom who require reporting of processing activities in certain circumstances

Accountants, Solicitors, Compliance Consultants and other like-services acting as processors based in the United Kingdom who require the reporting of processing activities in certain legal and compliance circumstances.

Security 

Action 4 Equality (Scotland) Limited is committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Links to other websites 

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Your rights 

Right	Description
Your right to access	The right of access, commonly referred to as subject access, gives individuals the right to obtain a copy of their personal data as well as other supplementary information. It helps you to understand how and why we are using your data, and to check we are using it lawfully.
Your right to rectification	You have the right to have inaccurate personal data rectified. You may also be able to have incomplete personal data completed – although this will depend on the purposes for the processing. This may involve providing a supplementary statement to the incomplete data.
Your right to erasure	Under certain circumstances you have the have the right to have personal data erased. Also known as ‘The right to be forgotten’. The right is not absolute.
Your right to restrict processing	Under certain circumstances you have the right to request the restriction or suppression of your personal data, and as like the right to erasure, it is not absolute. Restriction of processing means we are permitted to store your personal data; we are unable to use it.
Your right to data portability	You have the right to obtain and reuse your personal data for your own purposes across different services. This eases the copying or transferring of personal data easily from one IT environment to another, safely and security, without affecting the usability of the data.
Your right to object	Under certain circumstances you have the right to object to the processing of your personal data, however you do have the absolute right to object to direct marketing.
Your right to be informed	You have the right to be informed about the collection and use of your personal data. Your right to be informed forms part of this policy, and provides the purposes for processing your data, our retention periods and who it will be shared with.

 Cookies 

A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things such as remembering your preferences, recording what you have put in your shopping basket, and counting the volume of people accessing the website. We do use cookies.   For more information on our use of cookies, please see our Cookie Policy