This policy explains how we collect, use and protect any information that you give when you communicate with us, use this website or engage our services.
This policy was last reviewed on 23 September 2022.
We work hard to protect your privacy. We believe it’s important to act ethically and help protect human rights in our increasingly digital world. So:
- We use privacy-friendly website analytics and will never use software that tracks you or invades your privacy.
- We only collect information about you when you contact us or become a client. You can read more about that below.
We regularly review and update this policy to ensure it meets with data protection laws. Most recently, the policy has been reviewed to meet the European Parliament’s General Data Protection Regulation (“GDPR”), which replaces the UK’s Data Protection Act 1998. Where this policy refers to "data protection laws", it implies the General Data Protection Regulation.
The terms "As It Should Be", "us" or "we" refer to As It Should Be Ltd. Our company is registered in England and Wales, company number 07251721.
What we collect
We may collect the following information about you when you contact us or become a client:
- Your name and job title
- Your organisation and work address
- Contact details, typically your email address, telephone number (or digital equivalent) and sometimes things like social media account usernames
- Your Internet Protocol (IP) address and details of the web browser and operating system you use
- Rarely, as part of customer surveys and/or offers, we may collect demographic information such as personal preferences and interests
Typically, we collect personal information via our website, email, telephone, social media or in person. Sometimes, we may obtain personal information via one of our partner organisations. In such cases, our data protection and privacy policies form part of our contracts.
We do not collect sensitive personal data as part of our normal business activities. This means that we do not usually collect information concerning race or ethnic origin, political opinions, religious beliefs, trade union activities, physical or mental health, sexual life, or details of criminal offences. At times we are required to collect such information, we will clearly state the reason for collecting the data and how it will be used.
We use a privacy-friendly website analytics tool called Plausible Analytics. It helps us understand how many people are visiting the website, and what content is most useful to our visitors.
Visit their website to read all about how Plausible protects your privacy.
"Cookies" are small files that are placed on your computer’s hard drive by your web browser. They can be used to make your experience online much better and useful, but they can also be used for more invasive purposes, such as tracking your browsing habits. You can read more about cookies and how to manage them at allaboutcookies.org.
You'll find YouTube videos on some pages of this site. We try to ensure that these are added in a way that means that no cookies are used. Sometimes a video slips through that means YouTube sets some of its cookies, but we try our best to spot these quickly and switch to "no cookie" mode.
The web fonts we use on this website are hosted by us. We do this to protect your privacy by avoiding using third party services that may track you. It also means that we can control the web host environment to ensure that our site is powered by green energy.
Internet Protocol (IP) addresses are used to connect your computer to the Internet and are assigned to you by your internet service provider. As standard, web servers collect and store details of your web browser and operating system, the website from which you came, the pages that you browse on our website, the date of your visit, and your IP address. This information is collected as part of reasonable measures towards the prevention and detection of fraud, attacks on our website, and other irregularities. As such, we do not require your consent to collect this data. However, we do whatever we can to anonymise and encrypt this data where possible, then dispose of the data when it is no longer necessary (usually within 12 months).
What we do with the information we collect
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- To facilitate the normal activities of providing our services to you, which includes communicating with you or your organisation
- For internal record keeping
- To fulfil our legal obligations in the prevention or detection of fraud or other illegal activities
- To contact you to gather feedback on our work, training courses, events or talks you have attended
- To contact you by email or phone for market research purposes
- To send occasional promotional emails about new services or offers using the email address which you have provided (we do not send regular marketing newsletters)
Where your data is used
We will not sell or lease your personal information to third parties.
Where your data is stored on third-party systems, we try to ensure that your data remains in the UK, or inside the EU. For example, our website is hosted in the UK, and our email systems are all based in the UK with our web hosting provider.
Where it is necessary to use services outside the UK, we have contracts in place with those third-party suppliers to ensure they meet data protection laws and our privacy and data protection policies. For example, in some situations, your data may be transferred and stored through online systems that operate outside the UK or the EU. Such services that we use internally include Google Workspace (for calendars, documents, spreadsheets), Dropbox (for internal file transfer), and SendInBlue (to send emails).
How long we retain your personal information
We retain personal information we collect from you as long as we have an ongoing legitimate business need to do so. For example, this may be in the normal activities of providing our services to you or as required by financial obligations or applicable laws. Data retention periods for different types of data are defined in our data protection policy, which is available on request.
We aim to be a paperless organisation, meaning that all data is stored electronically wherever possible. Any paper with sensitive information is securely shredded and recycled. When your personal information goes past its data retention period, it is deleted. If it is not possible to fully delete data, it will be anonymised in order to protect your privacy.
Controlling your personal information
Under data protection laws, you have the right to obtain a copy of any personal data we hold for you. You also have the right to ask that we remove all your data from our records.
You may request from us full details of the personal information we hold about you (commonly referred to as a subject access request). If you would like a copy of the information held on you, please contact us. We will fulfil reasonable requests within one month. There is no fee for reasonable subject access requests.
If you believe that any information we are holding about you is incorrect or incomplete, please write to or email us as soon as possible. We will fulfil reasonable requests to correct inaccurate or incomplete information within one month.
You may choose to restrict the collection or use of your personal information, or even request that we remove all your data from our records. If you have previously agreed to us using your personal information and have changed your mind in any way, please contact us to request changes to or removal of your data.
Links to other websites
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Our email systems are secured using a secure socket layer (SSL). Wherever we request personal information from you digitally, we use Hypertext Transfer Protocol Secure (HTTPS) to ensure your data is safely transmitted to our server via SSL. Web browsers typically indicate that a website is secure by showing a padlock icon in its address bar.
Data breach notifications
Should we detect any data breaches that adversely affects your privacy, we will contact you as soon as possible and within the 72 hours required by data protection laws.