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PRIVACY

PRIVACY STATEMENT

Recordsure is committed to your privacy and adheres to the General Data
Protection Regulations (GDPR). This statement sets out how we use your personal
data and your rights.

Your personal information will be held by Recordsure, registered as Record Sure
Limited for the purpose of the EU General Data Protection Regulation (GDPR).

Recordsure is the Controller of personal data relating to the professional
individuals within its client or prospective client firms, for the purposes of
relationship management, marketing and business development. This statement
relates to this data only.

PERSONAL DATA WE COLLECT

Recordsure collects your personal data, including information provided in
various ways. Some of this data is gained directly from you, including:

 * In emails, during telephone calls and conversations, from business cards,
   when registering for services, when participating in surveys, and when using
   Recordsure’s websites.

Some personal data may also be gained indirectly, such as:

 * Information gained through other organisations (for example LinkedIn) whether
   or not this is in the course of providing services to you.
 * Information we gather from your use of, and interaction with, our website and
   the devices you use to access them, using technology such as cookies.

The data that we collect will depend upon our interactions with you, the privacy
settings and features that you choose. The personal data we collect may include:

 * Name
 * Email address
 * Company
 * Job title
 * IP address
 * Phone numbers

 

HOW WE USE PERSONAL DATA

Recordsure will only process your data where it has a legal basis for doing so.
Recordsure uses the data collected to communicate with you and to offer you our
services and/or services related to our associated company The Consulting
Consortium Limited (under the trading name TCC), which offers consultancy
services that may be complementary to the services provided by Recordsure. We
will also use your data to improve or maintain the services we offer to you and
our website. We will never share your data with any other third party, other
than those stated in this policy, nor use your data for any other purpose,
unless we firstly gain your consent to do so.

We may use your data for profiling in the context of segmentation and targeting
for marketing purposes. We may use personal data such as job title, sector,
company and your previous activity on our website or with our marketing
communications. This enables us to provide you with information and promotions
that are likely to be relevant to you. We may also use data such as your name
and job title to personalise communications you receive from Recordsure and our
website.

You have the right to access, rectify, erase, object and restrict the processing
of your personal data, with the ability to choose which promotional
communications you wish to receive and how you would like to receive them. You
also have the right to opt-out of receiving our marketing communications at any
time. To manage your subscriptions or personal data, please see the Your
Rights section.

Your rightsWhat this meansHow you can exerciseThe right to accessYou have the
right to request from us:
Whether personal data is being processed
The purpose of the processing
The categories of personal data
To whom the data has been disclosed
How long it will be storedYou can request this information at no charge from
Recordsure by emailing support@recordsure.com.
Recordsure will provide you with the information requested within one month of
your request.The right to rectificationYou have the right to request that we
change or update your personal information if it is incorrectYou can request an
update or change to your information by mailing support@recordsure.com.
Recordsure will update your details within one month of your request.The right
to erasureYou have the right to have your data erased from our systems when:
It is no longer necessary for the purpose it was processed
Our legal basis for processing is no longer applicable
Data has been unlawfully processed
In compliance with a legal obligationAs set out in ‘retention period’, your data
will be erased when it is no longer necessary for the purpose it was originally
processed or after 12 months.
You can request erasure of your information by emailing support@recordsure.com.
Recordsure will update your details within one month of your request.The right
to restrict processingYou have a right to restrict us processing your data if:
You contest the validity of our data and believe it should be restricted until
verified.
You object to processing and we are considering the request
You would prefer your data to be restricted rather than erased when processing
has been unlawful
Recordsure no longer needs the data but you require it to exercise or defend a
legal claim.You can request restriction of your personal data by
emailing support@recordsure.com
Recordsure will restrict your details within one month of your request.The right
to objectWe use legitimate interest for direct marketing. You have a right to
object to us using your personal information for these purposes.To object to
Recordsure using your personal data for direct marketing contact
markeing@recordsure.com

OUR LEGAL BASIS FOR PROCESSING PERSONAL DATA

Our legal basis for processing your personal data may rely upon our Legitimate
Interest or Legal Obligation.

As a data subject on which we process personal data, you have various rights
that you can exercise:

Recordsure relies upon the following legal bases for processing the personal
data obtained from the practices outlined in Personal Data we Collect.

LEGITIMATE INTEREST

‘Legitimate Interest’ means the interests of our company in conducting and
managing our business to enable us to give you the best services and experience.
For example, we have an interest in making sure our services are relevant for
you, so we may process your personal data to contact you by telephone with
discussions tailored to your interests.

When we process your personal information for our legitimate interests, we make
sure to consider the balance and any potential impact on you (both positive and
negative) and your rights under the data protection regulation. Our legitimate
business interests do not automatically override your interests – we will 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 to by law).

Our legitimate business interests may include some or all of the following:

 * For evidential purposes to effectively manage and maintain records of our
   relationships/communications with you;
 * For business development related activity such as contacting you by telephone
   or email to arrange meetings with our experts in relation to work or
   knowledge sharing;
 * To enhance, modify, personalise or otherwise improve our services and
   communications for the benefit of you;
 * To better understand how you interact with our website and content in order
   to enhance your customer experience;
 * To determine the effectiveness of promotional campaigns to inform marketing
   strategy.

 

LEGAL OBLIGATION

Recipients of Personal Data

When Recordsure uses third party systems to process data, the data storage and
processing systems are protected by access controls, to minimise any risk to the
integrity or security of your personal data, and the data is stored in servers
in the UK, EU and USA. Third-party systems are used in:

 * Business development
 * Customer delivery
 * Marketing

To request a list of third parties supporting these categories, please contact
support@recordsure.com.

Recordsure will ensure that any third-party processor has adequate data
protection measures in place that align with the requirements of the GDPR by
conducting periodic due diligence. Recordsure will not share your data with any
third-party processor outside the UK, EU or USA.

Recordsure does not sell your personal data or other information to any third
party.

Recordsure stores personal information on a secure database, which is shared
with our associated company TCC.

Although data is stored centrally, all communication is segmented between the
two separate companies. For example, signing up to either mailing list will
provide content from the relevant company, and subscribers can opt-in or out of
the respective mailing lists on an individual basis. We may, on occasion, share
content between companies when we believe the information will be relevant and
valuable.

Once Recordsure has received your information, Recordsure is committed to
ensuring it has all necessary technical and organisational controls in place to
keep your information secure. In order to prevent unauthorised access or
disclosure, Recordsure has put in place suitable physical, electronic and
managerial procedures to safeguard and secure the information Recordsure
collects.

RETENTION PERIOD

Recordsure will only keep your personal data for as long as necessary for the
purposes for which it was gained. Personal data will be retained for the
purposes of direct marketing, relationship management and business development,
or where we have another legal basis for processing (such as your consent or a
contract with you). Recordsure will review the personal data we hold on you
every 12 months to check for accuracy and relevancy, and to ensure that we
continue to have a legal basis for processing. If the personal data is no longer
necessary or where we no longer have the legal basis for processing, we will
delete or fully anonymise the data we hold on you, in line with our GDPR Policy.
If your data becomes inaccurate, we will update it accordingly.

The exception is information collected from surveys, feedback and
questionnaires, which are held only for the duration of its usefulness i.e. the
duration of a campaign. The data is then anonymised and retained for internal
evidential purposes, or deleted.

COMPLAINTS

Recordsure will help you should you have any complaints about the processing of
your personal data. Under the GDPR, you have the right to lodge a complaint with
the Supervisory Authority, the Information Commissioner’s Office (ICO), who are
the national authority responsible for the protection of personal data. A
complaint can be made to the ICO via their website: ico.org.uk or through their
helpline: 0303 123 1113.

CHANGES TO THIS PRIVACY STATEMENT

We reserve the right to change this statement. Changes will be published on our
website’s privacy policy/ and previous versions will continue to be available
here. We will notify you of any material changes to this statement via email
(where possible) but recommend that you also check this statement regularly so
that you are informed of any changes.

Version 5.0 | 17th May 2023


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© 2023 Recordsure. All rights reserved
Recordsure is a trading name of Record Sure Limited, which is a company
registered in England and Wales. Registered number: 08279232. Registered office:
10 Lower Thames Street, London, EC3R 6EN
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PRIVACY OVERVIEW

This website uses cookies to improve your experience while you navigate through
the website. Out of these cookies, the cookies that are categorised as necessary
are stored on your browser as they are essential for the working of basic
functionalities...
Necessary
Necessary
Always Enabled

Necessary cookies are absolutely essential for the website to function properly.
This category only includes cookies that ensures basic functionalities and
security features of the website. These cookies do not store any personal
information.

Non Necessary
non-necessary

Any cookies that may not be particularly necessary for the website to function
and is used specifically to collect user personal data via analytics, ads, other
embedded contents are termed as non-necessary cookies. It is mandatory to
procure user consent prior to running these cookies on your website.

Uncategorised
uncategorised

Uncategorised cookies.

Analytics
analytics

Cookies which provide anonymous data on web traffic which is used to enhance the
user experience.

Performance
performance

Anonymous cookies collected to enhance the user experience and optimise
performance of the website.

Other
other

Miscellaneous cookies which do not fit in other categories.

Functional
functional

Functional cookies which support the user experience.

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