privacy policy

Welcome to the privacy policy of Online Business Companion Limited. Online Business Companion Limited respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you. This privacy policy is provided in a layered format so you can click through to the specific areas set out below. Please also use the Glossary to understand the meaning of some of the terms used in this privacy policy.

Important information and who we are
Purpose of this privacy policy

This privacy policy aims to give you information on how Online Business Companion Limited collects and processes your personal data through your use of this website, including any data you may provide through this website when you use our services. This website is not intended for children and we do not knowingly collect data relating to children. It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.  This privacy policy supplements other notices and privacy policies and is not intended to override them.

Who we are
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‍We are Online Business Companion Limited a company incorporated and registered in England and Wales with company number 14335115 whose registered office is at 3rd Floor, 207 Regent Street, London, England, W1B 3HH and are part of the Everything Managed Group. When we mention “we”, “us” or “our” in this Privacy Notice, we are referring to the relevant company in Everything Managed Group responsible for processing your data which will be clear to you when you engage with us. Further details about us can be found on Companies House and our website.

How we get your Personal Data
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‍We may use different methods to collect data from and about you through our partner websites, website, website live chat, website forms, by telephone, and through any related social media applications, including LinkedIn, Facebook and Twitter.

Information we receive from third parties
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‍We may receive Personal Data about you from internal third parties, such as identity data, contact data, transaction data and profile data from companies who are a part of the Everything Managed Group.
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We may also receive Personal Data about you from various external third parties such as device data from parties including :
1. Google, Facebook and Instagram
2. LinkedIn
3. what3words

Controller

Online Business Companion Limited is the controller and responsible for your personal data (collectively referred to as "we", "us" or "our" in this privacy policy). We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy.  If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

Contact details

‍If you have any questions about this privacy policy or our privacy practices, please contact our data privacy manager in the following ways: Full name of legal entity: Online Business Companion Limited Email address: gdpr@businesscompanion.co.uk  Postal address: Third Floor, 207 Regent Street, London, England, W1B 3HH You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk).  We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Email address: gdpr@businesscompanion.co.uk

Postal address: Third Floor, 207 Regent Street, London, England, W1B 3HHYou have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk).  We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated in November 2022. It is important that the personal data we hold about you is accurate and current.  Please keep us informed if your personal data changes during your relationship with us.
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Third-party links

This website may include links to third-party websites, plug-ins and applications.  Clicking on those links or enabling those connections may allow third parties to collect or share data about you.  We do not control these third-party websites and are not responsible for their privacy statements.  When you leave our website, we encourage you to read the privacy policy of every website you visit.
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The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified.  It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

•   Identity Data includes first name and last name.
•  Contact Data includes company name, email address and telephone numbers.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
•  Profile Data includes details about services you have previously purchased and services you are interested in receiving.
•  Usage Data includes information about how you use our website and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose.  Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity.  For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.  However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
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We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data).  Nor do we collect any information about criminal convictions and offences.

‍If you fail to provide personal data
Where we need to collect personal data by law and you fail to provide that data when requested, we may not be able to provide you with services.  

How is your personal data collected?
We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity, Contact and Profile Data by filling in forms on our website. This includes personal data you provide when you:
•     apply for our services;
•     request marketing to be sent to you; or
•     give us feedback or contact us.
• Automated technologies or interactions.  As you interact with our website, we willautomatically collect Technical Data about your equipment, browsing actions andpatterns.  We collect this personal databy using cookies and other similar technologies. Please see our cookie policy belowfor further details.
• Third parties or publicly available sources. We will receive Technical Data from analytics providerssuch as Google, Bing and Facebook based outside the UK.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• where we need to perform the servicesyou have asked us to provide.
• where it is necessary for ourlegitimate interests (or those of a third party) and your interests and fundamentalrights do not override those interests.
• where we need to comply with alegal obligation.

Go to the glossary, lawful basis to find out more about the types of lawful basis that we will rely on to process your personal data.

We rely on consent as a legal basis for processing your personal data where we:
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• share your personal data with a third party to allow them to contact you regarding services you have indicated you are interested in receiving; and
• send third party direct marketing communications to you via email, calls or text message.

You have the right to withdraw consent at any time by contacting us.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so.  We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.  Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
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Marketing
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We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.  You can opt out of receiving direct marketing messages by following the opt-out links on any marketing message sent to you or by contacting our data privacy manager at any time by emailing gdpr@businesscompanion.co.uk.

We may use information to provide you with marketing communications about services within the Group if you have requested information from us or purchased services from us, unless you have opted out of receiving that marketing.

Promotional offers from us
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We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing). You will receive marketing communications from us if you have requested information from or services from us and you have not opted out of receiving that marketing.
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Third-party marketing
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We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting our data privacy manager at any time by emailing gdpr@businesscompanion.co.uk. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of requesting our services.

Cookies
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Our website uses cookies to distinguish you from other users of our website.  This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree.  Cookies contain information that is transferred to your computer's hard drive. We use the following cookies:

• Strictly necessary cookies.  These are cookies that are required for the operation of our website.
• Analytical or performance cookies.  These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it.  This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
• Functionality cookies. These are used to recognise you when you return to our website.  This enables us to personalise our content for you and remember your preferences (for example, your choice of language or region).
• Targeting cookies.  These cookies record your visit to our website, the pages you have visited and the links you have followed.  We will use this information to make our website and the advertising displayed on it more relevant to your interests.  We may also share this information with third parties for this purpose.

Please note that the following third parties may also use cookies, over which we have no control.  These named third parties may include, for example, advertising networks and providers of external services like web traffic analysis services. To deactivate the use of third-party advertising cookies, you may visit the consumer page to manage the use of these types of cookies. You can choose which analytical, functionality and targeting cookies we can set by clicking on the button(s):

Strictly essential cookies    OFF

Analytical or performance cookies    OFF

Functionality cookies    OFF

Targeting cookies    OFF

However, if you use your browser settings to block all cookies (including essential cookies)you may not be able to access all or parts of our website.Except for essential cookies, all cookies will expire after 180 days.

Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.  If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

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Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table “Purposes for which we will use your personal data” above.

• Internal Third Parties as setout in the Glossary.
• External Third Parties as setout in the Glossary
• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.  We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

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International transfers
We do not transfer your personal data outside the UK

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Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.  In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.  They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

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Data Retention
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How long will you use my personal data for?
We will only retain your personal data in line with our data retention policy and for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.  We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
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In some circumstances you can ask us to delete your data: see “your legal rights” below for further information.
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In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

‍Your legal rights
‍Under certain circumstances, you have rights under data protection laws in relation to your personal data. Your legal rights are as per below with details outlined further down this policy:

• Request access to your personal data
•  Request correction of your personal data
• Request erasure of your personal data
• Object to processing of your personal data
• Request restriction of processing your personal data
• Request transfer of your personal data
• Right to withdraw consent

If you wish to exercise any of the rights set out above, please contact us.

‍No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

‍What we may need from you We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights).  This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.  We may also contact you to ask you for further information in relation to your request to speed up our response.

‍Time limit to respond We try to respond to all legitimate requests within one month.  Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

‍Glossary
LAWFUL BASIS

‍Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience.  We make sure we 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 to by law).  You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

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

‍THIRD PARTIES
‍Internal Third Parties
Other companies in the Online Business Companion Group acting as joint controllers or processors and who are based in the United Kingdom.  
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External Third Parties

• Service providers acting as processors or joint controllers based in the United Kingdom who provide services you have indicated that you would be interested in receiving. We will only share your personal data in these circumstances where we have your express opt-in consent for us to do so (which you may withdraw at any time).
• Service providers acting as processors who provide IT and system administration services.
• Professional advisers acting as processors or joint controllers based in the United Kingdom who provide professional services to us, such as consultancy, banking, legal, insurance and accounting services.
• Professional advisers acting as processors or joint controllers based in the United Kingdom who provide professional services to us, such as consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

YOUR LEGAL RIGHTS
You have the right to:

‍Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

‍Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

‍Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

‍Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

‍Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

• If you want us to establish the data's accuracy.
• Where our use of the data is unlawful but you do not want us to erase it.
• Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.

• You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

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Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.