Privacy Statement

This privacy notice tells you what to expect us to do with your personal information when you make contact with us or use one of our services.

This is the privacy policy for Welfare Call (LAC) Ltd (hereafter referred to as “Welfare Call”). You can find more information about our company at http://www.welfarecall.com/. Your data will be held by us and this policy sets out how we will look after data that you give us, or learn about you through our relationship with you when you use our platform and services or that we get from other sources.

You can find information below on:

1. the information we collect and how we get it.
2. how we use the information we collect.
3. who we may share your information with and why.
4. where we may transfer and process your information.
5. what you need to do if you provide information to us about others.

If you have any questions you can contact our Data Protection Officer at [email protected].

Information about you that you provide to us, or that we obtain in connection with:

1. a contract for service delivery to a client where they provide your details as an agent for the service we provide as part of the contract
2. the creation and administration of our record of your details (e.g. your name, username, address, phone number, email address, personal contact information, information when you contact us, and the services you contact us to discuss)
3. your use of our platform and services (e.g. how you use, access and interact with them)
4. any permissions, consents or preferences that you give us, including to access your data through third party products
5. you being our client and information that we obtain from third parties that may be linked to your employer or organisation

Usage statistics, system logs, performance and security data, records of support requests and aggregated data about how our services are used (e.g. performance counters, access logs, metrics, associated metadata, unique identifiers for devices, technical information about the devices you use, the network, operating system and browser). This may contain limited Account Information where information such as email addresses, user IDs or usernames appear in log records.

Information that you provide about a third-party (e.g. a child you are responsible for or are working with, a business contact, a delegate, an agent for your organisation or for an organisation you have links with or work with).

1. Usage statistics, system logs, performance and security data, feedback data and aggregated data about how our Sites are used (e.g. performance counters, access logs, metrics, associated metadata, unique identifiers for devices, technical information about the devices used, the network, operating system and browser).
2. data identified as malicious (e.g. malware infections, cyberattacks, unsuccessful security incidents, or other threats).

We process information about you in a number of ways. We may combine the information that we receive from these various sources with other information that we collect or receive. We set out further below how we use this information.

• through your use of the company website or web based services
• through your use of interactive features of the website (eg forms)
• through email or other electronic communication methods
• by telephone
• by contacting us

• your name
• your email address
• your telephone number
• your postal address
• the ip address you used to access our site or services
• recordings of telephone calls
• Account Information
• Content
• System data

• companies or individuals that introduce you to us, for example if some of your work is for one of our clients they may pass on your details
• government agencies
• third party content that includes information about you or your employer or organisation
• making use of our services
• filling out forms on our website
• contacting us
• publicly accessible records

• your name
• your email address
• your telephone number
• your postal address (work)
• the ip address you used to access our site or services
• account information
• open data and public records

• through clients or clients' agents accessing and using our services or our websites
• through clients or clients' agents providing us with information

• account information or information required to create accounts
• IP address (this may not always be personal to you ‑ e.g. where using shared networks)
• system data
• where you are in the world

We use the Account Information and System Data in each of the following ways.

We may use information that we hold about you (or if you are a business, your users) to send information about our and our group companies’ products and services. This may be by email or other electronic means available to us in the future. We may use other information available to us in order to tailor our communications. If you are an individual in most circumstances we will only do this if we have your consent but there may be some situations where we have a legitimate interest in doing so (e.g. where permitted in line with regulatory and industry guidelines in respect of B2B marketing activity).

If you have given your consent, you can withdraw this at any time, or if we are reliant on our legitimate interests for sending you marketing you can object. In either case, just let us know using the details at [email protected].

If you provide information to us about another person, or if you send their information or Content using our platform or services, you must make sure you have the right and permission to do so. We’re reliant on this in order to receive and process that information in providing services to you. By providing such information, you confirm that you have them.

Wherever possible we choose services that store and process data within the UK.

Should it be necessary to process or store data outside of the UK preference will be given to services that are within the EEA. Where we do so we’ll ensure that any transfer is subject to appropriate safeguards.

Content related to the service we provide: Your Content will be stored and processed on secure servers in the locations agreed in our contract with you. These servers are located in secure, UK owned and operated data centres in the UK or in our secure office locations in the UK. You acknowledge that our platform is a ‘platform-as-a-service solution’. You, your users and recipients may access your Content outside the European Economic Area (e.g. by logging in to your account anywhere in the world). Where this happens, Content may be processed by you or them on the device used wherever that is located. Content may be processed in this way and we’ll facilitate this for the purpose of, and for the lawful reason of, performing our contract with you or a relevant recipient or user.

Content related to our website: Any content you submit through our website will be stored on secure servers in the UK and processed in the UK. Content may be processed for the purpose of, and for the lawful reason of, communication with you or a relevant recipient or user.

Account Information and System Data: To operate our organisation effectively we use shared systems, resources and sub-contractors so Account Information and System Data may be transferred to services operated by these parties. Where we do so we’ll ensure that any transfer is subject to appropriate safeguards.

Content: Your Content may also be processed by our authorised sub-contractors to provide the services to you. Where these are not detailed in a contract existing clients will be notified.

Transfer of Rights: We reserve the right to transfer Account Information, System Data and Content to any organisation that we may transfer our rights or responsibilities to (including in accordance with the terms of our agreement with you), or if we (or a relevant part of us) or our assets are purchased or acquired by a third party.

Applicable law: We reserve the right to disclose Account Information, System Data and Content in order to comply with legal or regulatory obligations, or a binding order of a legal, governmental or regulatory authority, or for the prevention and detection of crime.

If you or your organisation enter into a paid contract for our services then information may be shared with relevant payment service providers to complete this transaction. Information may be used by those providers in accordance with their own privacy policies and terms and conditions in order to complete payments made in relation to the contract and to comply with applicable law.

We need to make sure that the information that we hold about you (and your agents and subjects) is accurate, up-to-date and still relevant. As a result, we need you to tell us promptly if there are any changes to the information that you (or they) have provided by letting us know at [email protected].

You must ensure that you always have, and will at all times have, a lawful reason for the processing of your Content through our platform and services, and you must comply with all applicable law in respect of how you use it.

We may use some of the information that we hold about you to send you information about our products and services. We may do this by email or by other electronic means available to us in the future. In most circumstances we will only do this if we have your consent, but there may be some situations where we have a legitimate interest in doing so (being a business or commercial reason that does not go unfairly against your rights).

If you have given your consent you can withdraw this at any time by notifying us using the details below.

We may send, or otherwise display, to you information about the services you receive from us. This may include information about how you use them and how you could do so more efficiently, faults, issues, updates or notices of times when they’ll not be available.

It will not market or provide information about services you do not receive and as a result it is provided in order to perform our contract with you.

We keep your information in line with our data retention policy. We will normally keep your information for a period of seven years from when our relationship with you, or our client for whom you are an agent, ends. This allows us to comply with legal and regulatory requirements or use it where we need to for our legitimate purposes such as managing your account and dealing with any disputes or concerns that may arise.

We may need to keep your information for longer where we need the information to comply with regulatory or legal requirements, help detect or prevent crime, answer requests from regulators, etc.

If we don’t need to keep information for this length of time, we may destroy, delete or anonymise it sooner.

Content will be deleted in accordance with our retention policy. Please note that some of your information and content may continue to be processed by us even after you cease to be a client of ours where it forms part of another client’s content.

You can find out what information we hold about you

1. if you are a client : by emailing us at [email protected]. Please ensure that the title of your email is “Data subject access request”.
2. if you are an agent of an existing client : by emailing their nominated Data Controller. This is to ensure that they, as data controller of the information we hold on their behalf correctly review and authorise the request and validate that the data returned is does not breach any policies they have in place before returning it to you. Please ensure that the title of your email is “Data subject access request”.

You have the right to question any data we hold about you if you think it is wrong or incomplete. We’d encourage you to do this to make sure what we do hold is accurate, up-to-date and relevant. Please contact us at [email protected], we’ll then investigate your request and correct them where relevant. Please ensure that the title of your email is “Correcting my information”.

You have the right to object to how we use your data or to ask us to delete, erase or stop processing it if there’s no reason for us to use it. Remember:

1. there may be legal or regulatory reasons why we’re processing it
2. we may be processing it in order to fulfil our contractual obligations to another user (e.g. where they’ve provided it or are looking to send or share it as part of their Content)
3. Information that you have shared to or with others may form part of their account with us and may not be deleted when you close your account or make this request

If you want to get in contact for the reasons set out in this section, please do so at [email protected]. Please make sure your email is titled “Erasure of my personal data”.

You have the right to ask us to restrict how we’re processing your information if:

1. it’s not accurate
2. it’s been used unlawfully but you don’t want us to delete it
3. it’s not relevant anymore but you want to keep it for use in legal claims
4. you’ve asked us to delete it and are waiting for us to confirm if we have a lawful reason for using it

If you want to get in contact for the reasons set out in this section, please do so at [email protected]. Please make sure your email is titled “Restriction of the use of my personal data”.

If you have any concerns or complaints with how we have processed your data, please do contact us as soon as you can at [email protected]. You also have a right to complain to the Information Commissioners' Office, the UK's data protection regulator. You can find out more about this right here: https://ico.org.uk/concerns/

To find out more about cookies and how we use them, see our online cookies policy.

We can change this policy from time to time. We may in some instances require you and your users to read and accept any changes before continuing to use the accounts we have on our systems.

We are Welfare Call (LAC) Limited, a limited liability company registered in England and Wales (number 6835794). Our registered office is :

BBIC,
Snydale Road,
Cudworth,
BARNSLEY
S72 8RP
United Kingdom

Our VAT number is 971 4795 79. You can contact us at [email protected].

When contacting us we strongly recommend you don't email us confidential or personal information. If you do, it's at your own risk although the terms of this policy will apply to our use of that information.

If you are an existing client or agent of an existing client with a valid, current log in then we already provide a secure method of communication through our services.

If you are a consumer please note that these terms, their subject matter and formation are governed by English law. We both agree that the courts of England and Wales will have exclusive jurisdiction except that if you are a resident of Northern Ireland you may also bring proceedings in Northern Ireland and if you are resident of Scotland, you may also bring proceedings in Scotland.

If you’re a business these terms, their subject matter and formation (and any non-contractual disputes or claims) are governed by English law. We both agree to the exclusive jurisdiction of the courts of England and Wales.