Privacy and Cookies

RFM Associates is the data controller (ICO registration number ZA050735) for personal data about clients, prospective clients, sub-contractors and newsletter subscribers. We do not sell your personal data for commercial purposes and will only disclose it if required by law, or with your consent. To contact RFM Associates with a data protection query regarding the processing of your personal data, please use the contact us page or email info@rfmassociates.com, please address the query to the Data Controller’.

 

Details of our processing

We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the business, our contractual requirements to deliver the agreed services to you, and our legal obligations, the exception is for sending email marketing which we carry out on the basis of consent.  If you would like to know more, please read below:

 

 

Clients

As a client, we will hold the following information about you:

  • Name and contact information.
  • National insurance number and unique tax reference (UTR)
  • Information about your business activities.
  • Financial details
  • Demographic information such as postcode, preferences and interests
  • Information about your employees, where we process your payroll.
  • Information and documents relating to the service we are providing, including communications with you.
  • Billing and payment information.

We use the information we hold about you and your business – both personal and otherwise – to process statutory accounts, payroll and wages administration, personal tax and VAT.

We also use your information to invoice you, and to keep track of payments that you make.

We currently use third-party online tools:

  • MyPAYE to process payroll for you and your employees. For more information please view MyPAYE’s Privacy Policy.
  • Xero Accounting to manage your billing and payment details. Xero uses servers that are based in the United States, therefore personal information is transferred outside of the EEA. For more information please view Xero’s Privacy Policy.

We will retain information about you for the duration of our relationship with you, then seven years. We will retain financial records for 6 years, following the end of the current financial year.

 

Prospective Clients

As a prospective client, we will hold the following information about you:

 

  • Your name and contact information.
  • Information about your business activities.
  • Information and documents relating to the service we are providing, including communications with you.

If you make an enquiry to us via email, phone or the contact us page on our website, we will use this information to follow-up on this enquiry to see if we can help you.

We will retain information about you for the duration of the enquiry, then one year.

Sub-contractors

As a subcontractor, we will hold the following information about you:

  • Your name, contact information.
  • Proof of your qualifications.
  • Bank details

All of the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. 

We currently use Xero Accounting to manage your billing and payment details. Xero uses servers that are based in the United States, therefore personal information is transferred outside of the EEA.
For more information please view Xero’s Privacy Policy.

We will retain information about you:

  • If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment.
  • If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.

Visitors to our Website

When you visit our website, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.
We do this to find out things such as the number of visitor to various parts of the website. The information is only processed in a way which does not identify anyone.

To opt-out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide inpformation to the owners of the site. Unless you have set you

Cookie

Name

Purpose

 

catAccCookies

RFM Associates

Set by the UK cookie consent plugin
to record that you accept the fact
that the site uses cookies.

 

_ga

_gid

Google Analytics

Used to distinguish users.

ads_prefs

dnt

eu_cn

guest_id

personalization_id

remember_checked_on

tfw_exp

Twitter

“Follow Button” Twitter plugin is
used to help market the business
using Twitter. The plugin detects whether a user is logged in to
Twitter when he/she visits a website and uses this information to present either a “Follow” or “You Follow” message with various other details
from Twitter. The plugin creates four ThirdParty cookies – pid, _twitter_sess, kdt, guest_id- if a visitor accesses
the site when not logged into Twitter, and a further cookie if accessed while logged on to Twitter.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them,
visit www.aboutcookies.org or www.allaboutcookies.org.

Security

We endeavour collected by us is stored on secure servers. The secure server software encrypts all information you input before it is sent to us.To take all reasonable steps to protect your personal information.
All the data

Your Rights

As an individual whose personal data is processed by RFM Associates you have these rights.

The right to be informed, which is what this privacy policy is for.

The right to access what data we hold about you.

The right to object to direct marketing – either use the unsubscribe option or contact us directly.

The right to object to processing carried out on the basis of legitimate interests.

The right to erasure (in some circumstances).

The right to data portability.

The right to have your data rectified if it is inaccurate.

The right to have your data restricted or blocked from processing.

If, at any time, you want to verify, update or amend your personal data please email info@rfmassociates.com.

You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office (ICO).

 

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