privacy policy

Please read this privacy notice carefully as it contains important information on Assistant Solutions, how and why Assistant Solutions collects, stores, uses and shares personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

Summary

Assistant Solutions uses your data to provide the services to you.

Assistant Solutions deletes your data when it is no longer needed for this purpose. Generally, Assistant Solutions does not give your information to third parties, but there are some exceptions where it uses external service providers to power operations – some of these are outside Europe.

Assistant Solutions is happy to answer your questions about any of this – email us at info@assistantsolutions.co.uk.

Who is Assistant Solutions

Assistant Solutions (trading as Assistant Solutions Ltd), located at 35 Corringham, 13-16 Craven Hill Gardens, W2 3EH London, collects, uses and is responsible for certain personal information about you. When it does so it is regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and is responsible as ‘controller’ of that personal information for the purposes of those laws.

The personal information collected and used

We collect the following personal information when you provide it to us. References to the basis of processing (e.g. “Basis: Legitimate Interest”) are a reference to the article of the General Data Protection Regulation under which we undertake the processing in question. More information is provided on the different bases for processing under the heading ‘Legal Basis for Processing’.

– Information you provide when signing up for a service, or enquire about registering for a service. We use this to provide you with the service, including to receive details of the service required, communicating with you in relation to providing the service to you, and to receive payment from you. Basis: Performance of Contract; Legitimate Interest.

– Further information you provide to us in ‘on-boarding’ emails and phone calls with you following your having submitted your information. We use this for the same purposes as above. Basis: Performance of Contract; Legitimate Interest.

– Communications you send and receive in the course of processing your Schedule of Services. We use this to provide the service to you. Basis: Performance of Contract; Legitimate Interest.

– Any payment data you provide to us which may contain personal data (for example, on a payment card). We use this for the purposes of arranging payment for a service. Basis: Performance of Contract.

– Any feedback you give us regarding the Assistant Solutions service. We use this to help improve the service. Basis: Legitimate Interest.

Additionally, we will also use your information in the event that we need to enforce the Terms of Business. Basis: Legitimate Interest.

We may also need to process your data for compliance with a legal obligation to which we are subject.

Information collected from other sources

We also obtain personal information from other sources as follows:

– If you are a client or wish to be a client, where you provide a link to your LinkedIn profile, website, social media account or other place which contains information about you, we will obtain information from that source. Basis: Legitimate Interest.

– We use cookies to track activity on our website. For more details, please see our Cookies Policy. Basis: Consent; legitimate interest.

Who we share your personal information with

For a list of third party providers, please see below: 

Google, USA – for the purposes of email and documents. Basis: EU-US Privacy Shield certification,.

GoDaddy Operating Company, USA – for the purposes of hosting and file storage. Basis: EU-US Privacy Shield certification.

Microsoft, USA – for the purposes of email, documents, Skype, OneDrive sharing and storage. Basis: EU-US Privacy Shield certification.

Dropbox, USA – for the purpose of file sharing and storage. Basis: EU-US Privacy Shield certification.

LastPass, USA – for the purpose of storing and managing passwords. Basis: EU-US Privacy Shield certification. 

Bitdefender, Romania – for the purpose of cybersecurity and antivirus protection. 

MAH Chartered Accountants, UK – for the purpose of producing financial accounts, a legal requirement.

Some of those third party recipients may be based outside the European Economic Area — for further information including on how we safeguard your personal data when this occurs, see ‘Transfer of your information out of the EEA’.

We will share personal information with law enforcement or other authorities if required by applicable law.

We will not share your personal information with any other third party.

Whether information has to be provided by you, and if so why

The provision of all the information we obtain from you is necessary in order to provide you with the service. Without it, we would be unable to maintain an Assistant Solutions account about you, and without that we can’t do business with you.

How long your personal information will be kept

– Data about clients: We will keep this for the duration of your relationship with us, then 2 years.

– Name and email addresses for those who send me an enquiry (whom are not clients): We will keep this for 2 years following your last interaction with us.

– Cookie data: Cookies are deleted after a maximum of 365 days.

Transfer of your information out of the EEA

We may transfer your personal information to the following third party service providers, which are located outside the European Economic Area (EEA). This is done in order to provide the Assistant Solutions service:

Google, USA – for the purposes of email and documents. Basis: EU-US Privacy Shield certification,.

GoDaddy Operating Company, USA – for the purposes of hosting and file storage. Basis: EU-US Privacy Shield certification.

Microsoft, USA – for the purposes of email, documents, Skype, OneDrive sharing and storage. Basis: EU-US Privacy Shield certification.

Dropbox, USA – for the purpose of file sharing and storage. Basis: EU-US Privacy Shield certification.

LastPass, USA – for the purpose of securely storing and managing passwords. Basis: EU-US Privacy Shield certification. 

Such countries do not have the same data protection laws as the United Kingdom and EEA. Whilst the European Commission has not given a formal decision that those countries provide an adequate level of data protection similar to those which apply in the United Kingdom and EEA, any transfer of your personal information will be subject to appropriate safeguards as permitted under the General Data Protection Regulation that are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information. 

We will not otherwise transfer your personal data outside of the United Kingdom or EEA.

Your rights

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

– access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address

– require Assistant Solutions to correct any mistakes in your information which is held

– require the erasure of personal information concerning you in certain situations

– receive the personal information concerning you which you have provided to Assistant Solutions, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations

– object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you

– object in certain other situations to Assistant Solutions continued processing of your personal information

– otherwise restrict Assistant Solutions processing of your personal information in certain circumstances

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

– email us at info@assistantsolutions.co.uk

– let us have enough information to identify you,

– let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and

– let us know the information to which your request relates, including any account or reference numbers, if you have them.

Keeping your personal information secure

Assistant Solutions has appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. Assistant Solutions is subject to a duty of confidentiality.

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

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns

Changes to this privacy notice

This privacy notice was published on 3 January 2020 and last updated on 3 January 2020.

Assistant Solutions may change this privacy notice from time to time, when we do in any way that affects you significantly we will inform you.

How to contact Assistant Solutions

Please contact us if you have any questions about this privacy notice or the information we hold about you.

If you wish to contact us please send an email to info@assistantsolutions.co.uk.

Legal Bases for Processing

In the section of this notice which sets out what data is collected and how it is used, we refer to different legal bases for processing. Further details on each of those are set out here.

Legitimate Interest means the interest of the Assistant Solutions business in conducting and managing the business to enable me to give you the best service and the best and most secure experience. We make sure to consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by law). 

Performance of Contract means processing your data where it is necessary for the performance of a contract between you and us or to take steps at your request before entering into such a contract. 

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.