Hoopers Policies

Hoopers and how we respect your privacy

Hoopers (G B Hooper & Son Limited) is committed to maintaining the trust and confidence of all the individuals we deal with and respecting your privacy. In particular, we want you to know that Hoopers will not use the personal data we collect for marketing purposes, and we will not give or sell it to other organisations or businesses for marketing purposes.

In this Privacy Policy we have provided detailed information on when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others and how we keep it secure.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purpose of the General Data Protection Regulation (GDPR) Hoopers is a "data controller" and may be referred to as "we", "us" or "our" within this Privacy Policy.

We are also registered with the Information Commissioner Office (ICO) and our Registration Number is Z5566836.

What information do we collect about you?

All data will be held by us in our manual and automated filing systems.

This may include;

• Contact details - (names and any previous names, postal addresses, email addresses, telephone numbers, fax numbers);
• Identity documentation.

How is your personal information collected?

Your personal information may be collected directly from you during the process of speaking to you in person or by telephone, or by post, or via digital communications like email. We may also collect information from third parties including family members, neighbours, social network sites like Facebook, family history online sources and credit information systems.

Purpose – how will we use your personal information?

We will only use your information when it is fair and lawful to do so. Most commonly, we will use your personal information in the following circumstances:

• Where we need to fulfil our obligations in relation to the contract you have entered into;
• Where we need to comply with a legal obligation;
• Where it is necessary for our legitimate interests (or those of a third party) to facilitate the management of all matters relating to our business;
• Where you have given your consent and that consent has not subsequently been withdrawn by you.

We may also use your personal information in the following circumstances, which are likely to be rare:

• Where we need to protect your vital interests (or a third party’s interests).
• Where it is needed in the public interest.

The situations where we will process your personal data are listed below:

• to allow us to put together family tree information;
• to fulfil our contract with you;
• to provide you with our services;
• to provide you with information about our services;
• for transfers to a third party for the purpose of the administration of an estate.

Failure to provide personal information

Failure to provide certain information when requested may result in us being unable to perform both our legal obligations and our contractual duties to you or others.

Sensitive Personal Information

Under the General Data Protection Regulation "sensitive personal data" means information about such matters as health, religious beliefs, political opinions, race or ethnicity, sexual orientation and criminal convictions. We do not usually need to process any data in this category but if the need arose it would not be done without your explicit consent.

Disclosure of data

We may share your personal information with third parties, where this is reasonably necessary, for the purposes set out in the policy. Third parties may include solicitors, researchers and third-party service providers (including contractors and agents), or regulatory bodies (such as the Government Legal Department).

Data may also be disclosed if we are under a duty to share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of business and other agreements from time to time; or to protect the rights, property, or safety of Hoopers, our clients, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Transfer and storage of data outside the European Economic Area

The personal information you provide to Hoopers may be transferred and stored outside of the European Economic Area for the purposes of carrying out administration and other functions necessary to provide our services to you and others. Any personal information transferred will receive an adequate level of protection as required by the Data Protection laws. Third parties will only process your personal information on our instructions and in the agreement that the information is kept secure and confidential.

Data Subject Rights

Under certain circumstances, you have the right to:

• Access your informationYou are entitled to request access to the information we hold about you (known as a ‘data subject access request’). You are entitled to receive a copy of the personal information we hold about you and to check that it is being lawfully processed.
• Correct your informationIf the information we hold for you is incomplete or incorrect, you have the right to request a correction.
• Request erasureWhere there are no reasons for continuing the processing of your personal information, you are able to request the removal or deletion of the personal information.
• Object to processingWhere we rely on legitimate interest for the processing of your personal information, you have the right to object to the processing.

It is important that the personal information we hold for you is accurate and up to date. If you would like to review, verify, correct or request erasure of your personal data or object to the processing of your personal data please contact :

enquiries@hoopers.co.uk

No fee

These rights are available to you at no cost; however we may charge a reasonable fee where a request is deemed to be excessive or unfounded. In such circumstances, we may otherwise refuse to comply with the request.

How long is your personal data retained?

We will usually hold personal data for a period of 5 years from the date of completion of the work for which the data was gathered. In certain circumstances we may retain personal data for longer than this if necessary. For example under Section 46 of the Public Health Act 1984, Local Authorities may require us to retain data for 15 years or more.

Security

We understand the importance of protecting your privacy and we will ensure your data is safeguarded and held securely in accordance with our obligations under the Data Protection laws. Appropriate technical and organisational measures have been implemented to ensure personal information is protected and to prevent your personal data from being lost, used, accessed in an unauthorised way, altered or disclosed. We also limit access to your personal information to those employees, contractors and other third parties who have a business need to know. This access will be granted on a confidential basis and processing of the information will only take place subject to our instruction.

Hoopers have in place procedures to deal with any potential data security breaches, and data subjects and any applicable regulators will be notified where we are legally required to do so.

Complaints

If you consider that our processing of your personal information infringes the Data Protection laws, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

How to contact us

By email at

enquiries@hoopers.co.uk

or write to us at

Data Protection, Spice Quay, 30b Shad Thames, London, SE1 2YG, United Kingdom

Revisions to our Privacy Policy

We reserve the right to revise this policy or any part of it from time to time and will provide you with a new policy notice where any substantial updates are made. We may also notify you through other means about the processing of your information.

Version 1.0 22/05/2018