What type of information do we have?
Fuel (Fuel Media & Print Limited, Fuel Affiliate Limited and Fuel Immersive Limited) provides a range of online services whereby the information that we need is to assist with building your company’s presence within the business marketplace. Our aims are to enhance your company’s reputation which meets your expectation so the information will be key as to what we need to do next.
The first-tier information required as follows:
- Name of the appointed person(s) to liaise with Fuel
- Company name and address
- Name and email with your message which is located on the Contact Us Page on the website.
- Telephone or/and Mobile number(s) of the appointed person(s)
- Email address of the appointed person(s) and the accounts department
- The second tier requires further information that would allow us to proceed with your request as follows:
- Information regarding your existing website or/and social media accounts
- Access to website and social media login and passwords
- Evidence of business achievements that you would like to share with members of the public
- Contact details that would encourage a ‘Call to Action’ from the media audience
- Signed contract for the work agreed
- Any other information that maybe required at any stage of the project.
The third tier would consist of:
- New website including email account(s) login details – Passwords
- Social media account(s) – Login and password
- Third party contact details that will assist with promoting your company services or products
- Written content that would highlight the main features of your company
- Copy of your design(s) including logo(s)
- We receive our client details via – website located under the contact us page or, telephone enquiries, magazine advert, networking events, social media, and recommendations from existing clients (Tier 1 stage).
Fuel continues to develop and grow the company therefore marketing campaigns will be carried out at specific times of the year. The data will be GDPR compliant so the campaigns will be monitored and audited internally. All enquiries are followed up and the information will be used to start their client journey. Whereby we can provide you with a quotation for the project that you are responsible for.
How do we get the information and why do we have it?
As mentioned, we have several ways in which we collect your details which includes our third-party suppliers –
Word of mouth
We may share your information with the following organisation(s) if required at any stage of our process, you will be informed should we wish to do so.
- Companies House
- AML (Anti Money Laundering) checking software
- Credit reference agencies
- Client due diligence providers
- Debt Recovery Agency
- From a third party with your consent
- Your bank or/and building society or any other financial institutions or adviser
- Consultants and other professionals we may engage in relation to your matter.
- Employers or/and trade unions, professional bodies, or pension administrators
Via our information technology (IT) systems that collates your details through our CRM, document management and time recording systems. Also, automated monitoring of our websites and other technical systems, such as our computer networks and connections, communications systems, email, and instant messaging systems.
The main reason why we have it, is to comply with our legal and regulatory obligations. As we have a duty to perform our contractual requirements with you from start to finish.
The other things we need to consider are –
- Conducting checks to identify our clients and verify their identity
- Gathering and providing information required by or relating to audits, enquiries, or investigations by regulatory bodies
- Anti-Money Laundering check
- Fuel has a legitimate interest as you would have provided us with a verbal or email/written consent.
Fuel’s lawful basis consists of business owners – (Articles 6 – 10)
Your consent for your contact details.
- Consent made verbally and then written consent required within our contract
- Your business marketing project specifications
- Our signed contract whereby it outlines the start date and who will be our main contact
- We can only proceed if you agree as to what we need to do for you
- Once we have completed the work/campaign we will require further instructions from you as to what happens next.
- Throughout Fuel’s process we will ask for consent as we have part(s)/all your information
- Fuel will be fair, honest, and transparent about the information we have and the additional information that we will require.
- You have the right to withdraw from marketing campaigns, newsletters and at Tier 1 stage as the other 2 stages will require further discussion as there is a contract in place.
- Fuel ensures to have policies and procedures that comply with the legal framework and regulations due to the assessment report generated from ICO entitled ‘Lawful Basis’. Therefore, we will endeavour to adhere to the legal requirement which are:
What we do with the information.
Fuel will use the information to create the right marketing plan for your business whereby the internal team members will have a copy of the brief. The brief will consist of the specific areas that will be assigned to an internal team member to complete.
Fuel would require a reason as to why we would need to share your information outside of our internal business agencies (As stated above). However, the area of sharing your information would be documented within our contract as part of our ‘Transparency Process’. Anything outside of the process we would contact you for a verbal or/and written consent.
Our external contact is as stated:
- Insurance Company/ Brokers
- Bank and Finance providers
- External service suppliers
- Representatives and agents that we use to make our business more efficient
- Fuel will only allow the service providers to handle your personal details if we are satisfied, they take the appropriate measures to protect your personal information. As part of our supplier’s process, we impose contractual obligations on our service providers to ensure they can only use your personal information to provide services to us and to you. A copy of their Privacy Notice will be made available on request as we will have a Confidentiality Agreement/ Shared Data
- Agreement in place to protect both parties.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations. (As stated,)
Fuel could purchase or/and re-structure a business so therefore the information will be anonymised, in some cases that is not always possible. This could be part of a business merger with Fuel or with 2 independent companies. The Confidentiality Agreement/ Non-Disclosure Agreement will be adhered to throughout the process. The management team will manage the project from start to finish.
Your information will not be shared with any companies or organisations outside of the UK.
How we store your information.
Fuel has the appropriate security measures to prevent personal information from being accidentally lost, used, or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so in an authorised manner and are subject to a duty of confidentiality. We have procedures in place to deal with any suspect data security breach. We will notify you and any applicable regulator of a suspected or actual data security breach as we are legally required to do so.
Fuel will keep your personal information after we have taken your initial enquiry. We will do so for one of these reasons:
- To respond to any questions, complaints or claims made by you or on your behalf
- To show that we treat you fairly
- To keep records by law
- You have signed up to our newsletter (until you unsubscribe)
- To prolong your entitlement to freely use our intellectual property under licence from us as described in our Terms and Conditions of business
- Fuel will not retain your information for longer than necessary for the purposes set out in this policy. Different retention periods will apply for different types of information as our existing clients use our services continually. Please note that we may contact you to inform you that we will be deleting your files after a period of time has passed without any additional instructions from you.
Your data protection rights.
- Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal information.
- Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
- You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Name: Martyn King
Position: Managing Director
How to complain
You can also complain to the ICO if you are unhappy with how we have used your data and you are not happy with our decision. We will always endeavour to resolve any issues regarding your information as you are important to us.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
We may monitor and/or record calls made to or by us relating to services provided by us. We do this for training purposes and to ensure the accuracy of our customer services including complaint handling.