Privacy Notice

Your privacy and trust are important to us and this Privacy Notice provides important information about how AMDS Consultants Limited, referred to in this Privacy Notice as “AMDS”, “we”, “us” and “our”) treats your personal data. We are committed to keeping your personal data safe and confidential both online and offline.

The purpose of this Privacy Notice is to make you aware of the types of personal data we collect, how we process it, who it may be transferred to and the rights you have in relation to it. Please read this Privacy Notice carefully and contact us using the details in paragraph 16below if you have any questions or complaints in relation to our privacy practices.

01   Who we are

AMDS Consultants Limited is registered in England and Wales under Company Number 07366527 and our Registered Office is AMDS Consultants Limited, 2 St Matthews Close, Abbotts Meadow, Evesham, Worcestershire, WR11 2ES.

We are a “controller” for the purposes of the General Data Protection Regulation 2016/679 (“GDPR”) and the UK Data Protection Act 2018 (“DPA2018”).This means we decide the “how” and “why” of the processing of your personal data and are responsible for making sure it is handled in accordance with data protection law.

We are listed on the Information Commissioner’s Office register of fee payers.

02   Summary of this notice

We recommend that you read this Privacy Notice in full to understand how we treat your personal data and the purposes for which it is processed. The key points are:

  1. We handle various categories of your personal data to provide our services and information to you and in accordance with certain obligations to which we are subject. We will process your personal data only in compliance with applicable laws, and only where we have a lawful basis for doing so.
  2. We will send you our newsletters or other marketing communications where you have given us your consent to do so (you can withdraw consent at any time).
  3. Generally, we collect your personal data direct from you.
  4. We will not share your personal data with third parties who would use it for their own purpose, without your written consent. We may share your personal data with third parties who perform services on our behalf.
  5. We may use suppliers, such as web service providers or hosting companies, located in a country or territory outside the United Kingdom, taking every possible precaution that your personal data will receive an equivalent level of protection as is enjoyed within the UK.
  6. We will retain your personal data only for as long as necessary to fulfil the purpose for which it was collected or to comply with legal, regulatory, or internal policy requirements.
  7. You have rights over your personal data, which have been set out in paragraph 10. To exercise your rights, please contact us using the details in paragraph 16. If you consider that we have not treated your complaint properly or have otherwise breached your data protection rights, you have the right to complain to the UK’s data protection regulator. Further information on how to do so is set out in paragraph 17.

03   What personal data we collect about you

When we use the term “personal data”, we mean any information which relates to a living person from which they can be identified. Your name, address and birth date are all examples of personal data.

“Processing” means any handling or operation involving your personal data. For example collection, recording, storage, alteration use, and transmission are all examples of “processing” of personal data.

When you use our services and products, or visit this website, we will typically process the following types of personal data about you:

  • your name, residential address, email address, phone number, social media name and other contact details.
  • our correspondence with you.
  • your location data.
  • details of your visits to our website, such as your browser type including any plug-ins and version, your operating system, your IP address and your login information for verification purposes; and
  • audio and video recordings obtained, with your consent, during on-line meetings or conferences.

Sensitive personal data

When we use the term “sensitive personal data” or “special category data”, we simply mean certain categories of personal data which are, by their nature, more sensitive and therefore require a greater level of protection under data protection law. These categories include health data, and data about an individual’s ethnic origin.

You may opt to give us certain sensitive personal data if it is material to our interaction with you.

Criminal offence data

If you are the victim of a crime or commit, are involved in, or are suspected of committing a crime while using our services we may process your personal data in relation to the incident and provide it to competent authorities authorised to receive such data.

04   How we collect your personal data

We collect personal data direct from you when you:

  • sign-up to receive our newsletter and marketing communications;
  • contact us via email, telephone or one of the forms on our website;
  • register with us and/or fill in a form on our website;
  • browse our website;
  • have your image or voice captured during an on-line meeting or conference.

Collection from third parties

We may also collect your personal data from third party sources and other organisations, including when you contact us through a third party social media platform, such as Twitter and Facebook.

05   How we process your Personal data lawfully

We use your personal data only where we have a valid lawful basis. We have set out below the lawful basis we rely on that the ways in which we use your personal data. We will process your personal data as necessary and where:

  1. you have given your consent to such processing, which will include if you:
    1. opt-in to receive our marketing communications via email, SMS or post,by completing the form on our website;
    2. submit an enquiry or ask us for further information, either by completing the “contact us” for on this website, emailing us or speaking to one of our team.
  2. the processing is necessary to perform our obligations under a contract with you, for example:
    1. where you provide us with an email or residential address so we can deliver material to you;
    2. we use your details to manage your contract with us and record any proceedings under that contract;
    3. to handle the administration of payments, issue timesheets, invoices or other commercial documentation where this is necessary for us to provide our services under an agreement with you;
    4. to manage refunds, fees, compensation or charges;
    5. to recover money owed to us or preventing us enabling fraud.
  3. the processing is necessary for compliance with our legal obligations, for example:
    1. to share your personal data with government agencies or law enforcement authorities for the purposes of fraud prevention;
    2. to maintain a suppression list if you decide to opt-out of our communications to ensure that we do not breach data protection laws by communicating with you when you have asked us not to.
  4. the processing is necessary to protect your vital interests or someone else’s including:
    1. if you are taken ill while on site with us or there is another sort of  emergency where we may need to share your details with the emergency services;
    2. to carry out health and safety assessments and keep records of incidents at sites where we deliver our services and where it is necessary to comply with a legal obligation, necessary to protect the vital interests of any individual.
  5. the processing is necessary for our legitimate interests or those of any third-party recipients that receive your personal data,for example:
    1. to improve our services or develop our products or website;
    2. to contact you about your contract or notify you of any changes to our service;
    3. to notify you about changes to our website, terms of business, Privacy Notice or other terms and conditions in order to keep you up to date with our most recent policies, maintaining our network security and administering our IT services;
    4. to monitor our website and use data analytics to improve our website, products, services, and marketing, and to ensure that the content on our website is presented to you as effectively as possible;
    5. to develop our products and services and inform our marketing and corporate strategy; and
    6. comply with court orders and exercise and/or defend our legal rights.

Generally, we are only allowed to process your sensitive personal data under specific circumstances, these include where:

  1. you have given your explicit consent to such;
  2. the processing is necessary to protect your vital interests someone else;
  3. the processing is necessary for the establishment, exercise or defence of legal claims.

06   Marketing

We will use your personal data to send you marketing communications and/or our newsletter where we have your consent to do so.

Where possible we tailor marketing to you based on your chosen marketing preferences.

The types of communication you receive from us and the way in which we deliver it to you (by email, phone or SMS) will depend on the consent that you have given us.

You have the right to withdraw your consent to our marketing communications at any time. This can be done by contacting us at the details below, clicking the unsubscribe link in our emails, or replying STOP to an SMS marketing communication from us. You can also manage your marketing preferences by advising us at any time.

07   When we share your personal data

We do not and will not sell, rent out or trade your personal data. We may use third parties to carry out certain business functions on our behalf (such as our hosting provider) and may transfer your personal data to these third parties so that they can perform those functions.

We will share your personal data only in the ways set out in this Privacy Notice, and in particular, with the following recipients:

  1. third parties who process your personal data on our behalf (such as cloud or hosting providers, payment providers, marketing and research providers, analytics and search engine optimisation providers, and customer satisfaction and service providers);
  2. our professional advisors (including auditors, lawyers and accountants);
  3. any third party to whom we assign or novate any of our rights or obligations;
  4. any prospective buyer in the event we sell any part of our business or assets;
  5. law enforcement agencies,fraud prevention agencies and/or courts where we are required to do so by applicable law or regulation or at their request.

There may be links to third party websites of applications within our website. We are not responsible for the content or privacy compliance of such third party websites or applications. You should make sure you check those websites or applications for their privacy notices and terms that apply to them.

08   International transfers of your personal data

We may use suppliers located in or otherwise transfer your personal data to a country or territory outside the United Kingdom, including to countries whose laws may not offer the same level of protection of personal data as are enjoyed within the UK.

We will ensure that any such international transfers are made subject to appropriate or suitable safeguards as required by data protection law. Where applicable, copies of the relevant safeguard documents are available on request to the contact details below.

09   How we protect your personal data

We are committed to safeguarding and protecting personal data and will implement and maintain appropriate technical and organisational measures to ensure a level of security appropriate to protect any personal data provided to us from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Any third parties we share or have access to your personal data are bound by contractual obligations to maintain the security and confidentiality of that data.

10   Your rights in relation to the personal data we collect

If you wish to:

  1. rectify, delete or obtain a copy of the personal data that we hold on you;
  2. restrict or stop us from using any of the personal data which we hold on you, including by withdrawing any consent you have previously given to the processing of such data;
  3. where any personal data has been processed on the basis of your consent or as necessary to perform a contract to which you are a party, request a copy of such personal data in a suitable format which can be ported to another operator;

you can request this by contacting us at the details below. We endeavour to respond to such requests within one month or less, although we reserve the right to extend this period for complex requests.

In any of the situations listed above, we may request that you prove your identity by providing us with a copy of a valid means of identification for us to comply with our security obligations and to prevent unauthorised disclosure of data.

We reserve the right to charge you a reasonable administrative fee for any manifestly unfounded or excessive requests concerning your access to your personal data, and for any additional copies of the personal data you request from us.

Withdrawing your consent or objecting to processing

Where you have provided us with your consent, you have the right to withdraw this at any time. This will not affect the lawfulness of any processing performed before your withdrawal.

If you withdraw your consent for marketing communications and/or our newsletter (see paragraph 07 above), we will not be able to send you any further marketing communications unless you re-subscribe, and you may miss out on important information which is of interest to you.

You have the right to object to processing based on legitimate interests.

11   Keeping your personal data up to date

We make every effort to maintain the accuracy and completeness of your personal data and to ensure all of your personal data is up-to-date. However, you can assist us with this considerably by updating your data through our website (where possible), or promptly contacting us if there are any changes to your personal data or if you become aware that we have inaccurate personal data relating to you.

12   How long we will hold your personal data for

We will retain your personal data for only as long as necessary to fulfil the purpose for which it was collected or to comply with legal, regulatory or internal policy requirements.

13   How we update or change this privacy Notice

We may change or update parts of this Privacy Notice to maintain our compliance with applicable law and regulation or following an update to our internal privacy practices.

We will do this by updating this Privacy Notice on our website. You will not necessarily be directly notified of such a change. Therefore, please ensure that you regularly check this Privacy Notice so you are fully aware of any changes or updates.

14   Cookies

Our website uses cookies. Please see our cookies policy for further information.

15   How you can contact us

If you have any queries about the contents of this Privacy Notice, wish to inform us of a change or correction to your personal data, would like a copy of the personal data we collect on you or would like to raise a complaint or comment, please contact us via email at alan.morpeth@amds-consultants.com or david.snowden@amds-consultants.comor writing to us at 2 St Matthews Close, Abbots Meadow, Evesham, Worcestershire WR11 2ES.

16   How to lodge complaint to the Supervisory Authority

You are entitled to lodge a complaint with our data protection supervisory authority if you consider that we have breached your data protection rights. Our data protection regulator is the Information Commissioner’s Office, which can be contacted at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

17   Changes to this Privacy Notice

We keep our Privacy Notice under regular review. This Privacy Notice was last updated on December 4th 2020.