PRIVACY POLICY
Privacy Policy
As controllers under the GDPR, Functional Fox Ltd, may process personal data and establish the lawful basis for processing personal data. The GDPR sets out conditions for lawful processing of personal data (Article 6), and further conditions for processing special categories of personal data (Article 9).
Being transparent and providing accessible information to clients about how we will use their personal information is a key element of the GDPR Regulations.
The following notice reminds you of your rights in respect of the above legislation and how Functional Fox Ltd, will use information for lawful purposes to deliver clients’ needs and the effective management of the services delivered.
GDPR sets a high standard for consent. Consent means offering people genuine choice and control over how their data is used. When consent is used properly, it helps you build trust and leads to enhanced reputation.
Functional Fox Ltd will endeavour to seek consent from clients for data used and stored, at the point of establishing contact and building rapport.
Compliance
Functional Fox Ltd collects the following personal data from the following categories of data subjects:
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Clients
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Customers
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Suppliers
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Sub-contractors
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Employee applications
Retention of data:
Except as otherwise permitted or required by applicable law or regulation, Functional Fot Ltd may retain personal data for a maximum duration of 10 years. Functional Fox Ltd undertakes an annual review which considers the volume, the nature, and the sensitivity of personal data being held, and the potential risk of harm from unauthorised access or disclosure of personal data.
What are clients entitled to know about how Functional Fox Ltd handles their data:
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Informed if personal data is being processed.
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Given a description of the personal data, the reasons it is being processed, and whether it will be given to any other organisations or people.
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Given a copy of the personal data.
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Given details of the source of the data (where this is available).
Registered with the ICO: Ref No. ZA494415
Cyber Essentials: 03/12/2024 - Compliance Certification No. ca41854c-d3c3-411e-a79e-2537d265d7b4
Subject Access Requests
Under Article 15 of the GDPR all clients have the right to a Subject Access Request (SAR):
This gives clients the right to obtain a copy of their personal data as well as other supplementary information. It helps them to understand how and why Functional Fox Ltd are using their data, and check you we are doing so lawfully.
Clients have the right to obtain the following from:
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confirmation that you are processing their personal data.
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a copy of their personal data; and
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other supplementary information – this largely corresponds to the information that you should provide in a privacy notice.
Recital 59 of the GDPR recommends that organisations ‘provide means for requests to be made electronically, especially where personal data are processed by electronic means’.
If a client makes a request, Functional Fox Ltd will provide the information in a commonly used electronic format, unless the individual requests otherwise.
Complete the form below and a Functional Fox Ltd representative will respond to the Subject Access Requests in full within 30 days, unless deemed excessive within the remit of the ICO.
Compliments and Complaints
Functional Fox Ltd collects feedback from:
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Clients
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Customers
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Suppliers
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Sub-contractors
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Employees
How we handle compliments and complaints:
1. Testimonials are collected via ms forms post delivery of services
2. Testimonials are collected by organisations we conduct work on behalf of
3. Testimonials have been collected via Trust-Pilot
4. Testimonials are only shared with consent
Handling complaints:
1. We listen actively to constructive concerns raised without interruption or bias interpretation.
2. We acknowledge the detail in the feedback and the resolution being sought
3. We apologise where we have not met desired standards
4. We fully accept accountability to make improvements
Complete the form and Functional Ltd will respond to all feedback in full within 30 days.