At Old Mill, we take protecting your privacy extremely seriously. It is really important to us that you trust us with your personal information, so we want to make sure you know what information we hold about you and how we collect, store and process it in order to facilitate our communication with you.
Prior to engaging us to provide a service, or formally exploring what services may be appropriate, you will be provided with a copy of ‘Protecting your Personal Information’ which will supersede the terms set out below.
‘Personal Information’ in the context of this policy refers to information about you, your business and other individuals associated with you (such as your spouse) or your business.
When you contact us to enquire about the services we provide or to subscribe to any of our publications, we will ask you to provide us with certain Personal Information to enable us to communicate with you, to assist you in deciding which of our services may meet your needs and be worth exploring more formally with one of our advisers, or to assist you in deciding which of our publications may be most appropriate for you.
Where you have consented to us doing so, we may provide you with further information about Old Mill, our services and upcoming events which we believe may be of interest to you.
If any of your Personal Information changes, or you believe any of the information we hold is incorrect, please let us know by emailing us at firstname.lastname@example.org and we will ensure that your Personal Information is updated. We may contact you by post, email or phone from time to time to verify that your Personal Information is up to date.
We aim to protect your Personal Information in the following ways: a) keeping information up to date, primarily through regular contact with you; b) storing information in secure locations, including information stored electronically; c) destroying information which is no longer relevant, unless we have a legitimate reason or statutory obligation to retain it; d) minimising, wherever practicable, the number of staff or third parties who have access to your information, and ensuring we carry out due diligence checks on any third parties who we may involve.
To properly run our business in an efficient and compliant manner, Old Mill shares a lot of the same internal systems and management.
As a result, Personal Information provided to one of our businesses may be processed by another, either as part of assisting you in deciding which of our services may meet your needs and be worth exploring more formally with one of our advisers or to manage our own businesses. This latter is based on our “legitimate interests” as a business.
In order to do this, there are a number of third parties who may also need to process your Personal Information:
c) Microsoft, whose privacy policies are available at https://www.microsoft.com/enus/trustcenter/privacy/
d) other third parties, based on our “legitimate interests” as a business, who offer technology or expertise to enhance Old Mill’s service and efficiency.
As the requirements of Old Mill change, we may need to change the third parties who process your information to meet those requirements.
In some cases, third parties may be based outside the European Economic Area (EEA); however, Old Mill will always ensure these third parties operate as if they were based inside the EEA in terms of data protection, as part of our due diligence.
Wherever practicable, we will retain your Personal Information for no longer than is necessary; however, there are circumstances in which we will keep your information for longer, to ensure our business is properly run in an efficient and compliant manner.
You have the following rights regarding your Personal Information:
a) to make a request to see the Personal Information we hold about you; b) to ask us to erase the Personal Information we hold about you, unless there is a statutory, regulatory or otherwise legitimate reason for us not to comply (we will always provide you with more details about your rights in our response to your request);
c) to ask us to provide you or a third party with the Personal Information we hold about you; If you wish to exercise any of your rights regarding the Personal Information we hold about you, please make a request headed “Data Protection Request” to email@example.com.
Certain special categories of information are treated in law as being particularly sensitive. We will not collect Sensitive Personal Information from you unless and until we are formally exploring what services may be appropriate, at which point you will be provided with a copy of ‘Protecting your Personal Information’ which will supersede the terms set out in this document.
We may wish to send you details about other services or events that we offer. You can opt-in to receive marketing material and confirm how you want to be contacted when you communicate with us. Please note that the principal aim of our publications (for example the Rural, Commercial or Financial Planning updates) is to provide our clients with topical information which may affect them, but which we are pleased to send to others who wish to receive them. We do not consider this Marketing for the purpose of this policy.
If you change your mind about the communications and marketing that you want to receive, or how you would like us to communicate with you, then you can withdraw or amend your consent by:
Phone: 01935 426181
Post: Maltravers House, Petters Way, Yeovil, Somerset BA20 1SH.
If you have any questions about how we process and retain your personal information, please contact us at firstname.lastname@example.org
If you are concerned by how we have treated your information, you have the right to lodge a complaint with the Information Commissioner’s Office, who can be contacted via their website