Privacy Policy

Michie Group Privacy Notice

This privacy notice tells you what to expect us to do with your personal information (personal data).

Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
How to complain

Contact details

Post

5F Linnet Court, Cawledge Business Park, Alnwick, Northumberland, NE66 2GD, GB

Telephone

07802 676161

info@michiegroup.co.uk

What information we collect, use, and why

We may collect or use the following information to provide services, including delivery:

names and contact details;
addresses;
purchase or account history;
payment details (including bank information for transfers);
website user information (including user journeys and cookie tracking);
identification documents; and
information relating to compliments or complaints.

We may collect or use the following information for the operation of customer accounts:

names, social media usernames and contact details;
addresses;
payment details (including card or bank information for transfers and direct debits); and
marketing preferences.

We collect or use the following information for service updates or marketing purposes:

names and contact details;
marketing preferences;
location data;
IP addresses;
website and app user journey information; and
records of consent, where appropriate.

We collect or use the following information to comply with legal requirements:

name;
contact information; and
identification documents.

We may collect or use the following personal information for dealing with queries, complaints or claims:

names and contact details; and
purchase or service history.

We may collect or use the following personal information as part of staff recruitment, administration and management:

contact details (e.g. name, address, telephone number or personal email address);
date of birth;
National Insurance number;
gender;
copies of passports or other photo ID;
copies of proof of address documents (e.g. bank statements or bills);
next of kin or emergency contact details;
employment history (e.g. job application, employment references or secondary employment);
education history (e.g. qualifications);
right to work information;
performance records (e.g. reviews, disciplinary records, complaints or disciplinary action); and
training history and development needs.

We may collect or use the following personal information as part of managing salaries and pensions:

job role and employment contract (e.g. start and leave dates, salary, changes to employment contract or working patterns);
leave (e.g. sick leave, holidays or special leave);
maternity, paternity, shared parental and adoption leave and pay;
bank account details;
payroll records; and
tax status.

Lawful bases and data protection rights

Under UK data protection legislation, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

your right of access - you have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here;
your right to rectification - you have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here;
your right to erasure - you have the right to ask us to delete your personal information. You can read more about this right here;
your right to restriction of processing - you have the right to ask us to limit how we can use your personal information. You can read more about this right here;
your right to object to processing - you have the right to object to the processing of your personal data. You can read more about this right here;
your right to data portability - you have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here; and
your right to withdraw consent – when we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your personal information

Our lawful bases for collecting or using personal information to provide services and goods are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are to administer, operate and protect our business and website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

- to use data analytics to improve our website, services, customer relationships and experiences and to measure the effectiveness of our communications and marketing;
- to send you relevant marketing communications and make personalised suggestions and recommendations to you about services that may be of interest to you; and
- to deliver relevant website content and online advertisements to you and measure or understand the effectiveness of the advertising we serve to you.

Our lawful bases for collecting or using personal information for legal requirements are:

Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

- to ensure we can provide customers with the requested information or quotes for our services;
- to ensure we can handle customer complaints efficiently; and
- to establish and defend legal claims.

Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:

Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- to ensure the health and safety of our staff, customers and visitors and to ensure the security of our property; and
- to assess a staff member's, or prospective staff member’s, suitability for a particular job.

Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:

Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

Directly from you
Suppliers and service providers, including, but not limited to, Facebook, X (formerly known as Twitter), Instagram, LinkedIn and ACDC Studio
Employment agency
Referees (external or internal)

How long we keep information

We will only retain your personal data 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.

Who we share information with

Data processors

Service providers who provide IT and system administration services including, but not limited to, Intuit QuickBooks, Microsoft, OneDrive, Total Business Group and Focus Group; and
Website developer who hosts our website including, but not limited to, Jason Thompson.

Others we share personal information with include, but are not limited to;

professional or legal advisors;
relevant regulatory authorities (for example HMRC);
external auditors or inspectors; and
organisations we’re legally obliged to share personal information with.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

[12.02.2024]