Legal Document

Cookie Policy

At Avonglen we are committed to protecting the data that we collect about all our users. The information as outlined in this policy aligns to the principles as set out in our Privacy Policy. This details how and why we use cookies. By using our site and applications you agree that this policy applies.

You accept that we may make changes to our website and we may make changes to this policy too. Any updates to our cookie policy will be available on our website and are effective immediately from the date published. You confirm your acceptance of any changes to this policy by continued usage of our website and applications (apps).

What are cookies?

Cookies are small files that contain a string of characters (text) that are downloaded to your device (e.g. computer or smartphone) browser from our website's server when you use our site. The cookie contains a unique identifier, but it does not contain personally identifiable information such as your name or your email address. The browser stores the cookie on your computer’s hard drive and sends this back to our site whenever you return this may be accessed next time you visit the site.

What is the function of cookies?

The Avonglen website uses cookies to improve user experience by:

• allowing an automated access to your previously stored account information and preferences to deliver a more personalised service.
• providing customer and site analytics so that we can review and optimise the service based on for example usage patterns and audience size.
• initiating security measures such as “time out” when you have been inactive on the site for a period.

What if you don’t want to accept the cookies that we use?

If you block or restrict the cookies set by our site, it is on the understanding that this will impact on the functionality and your access to our website. Blocking or restricting the cookies from our site will need to be performed on each browser and each device that you use to access our website.

If you would like to:

• delete any cookies that are already on a device, you will need to locate the file or directory that the cookies are stored in.
• block them. Click “Help” in the browser menu on the relevant device to find out how to do this.

Further information about deleting or controlling cookies is available at www.aboutcookies.org.

The different types of cookies that we use: -

Session cookies

These types of cookie only last for the duration of your visit and are deleted when you close your browser. As a result, these, perform relatively simple tasks such as tracking how you move through our site, supporting website security and recognising your device to ensure that the pages you view are displayed properly.

Persistent cookies

These cookies will remain behind after the browser has been closed. They can be used to remember login information (so that when you come back, it is easier and quicker for you to get in).

First and third-party cookies

First party cookies are served by us and our site. All other cookies are third party cookies.

The cookies used by Avonglen Ltd
The following table sets out the cookies that we use on our website and why we use them. If a cookie is stated to be a third-party cookie, please check the provider's website for more information about it.

Avonglen cookies

Cookie Name	S
Set by	Avonglen
Expiration time	Current session
Description	Used to manage the active session

Cookie Name	-ga
Set by	Google
Expiration Time	2 years
Description	Used to distinguish users

Cookie Name	-gid
Set by	Google
Expiration Time	24 hours
Description	Used to distinguish user

Google Analytics

We use Google Analytics to provide us with non-personal site analytics which helps us to improve our site. Google Analytics tracking uses cookies in order to provide meaningful reports about your visit and that of our other visitors to our site, but they do not connect personal data about you. Google Analytics sets or updates cookies only to collect data required for the reports. Additionally, Google Analytics only uses first-party cookies which means any cookies set by it cannot be altered. Further information on Google Analytics can be found at https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage

Privacy Notice

This Privacy Notice details how Avonglen Ltd collect and use your personal data. It has been prepared in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time in the UK (‘Data Protection Legislation’).

Please read this information carefully.

How we collect your personal data?

We collect personal data about you in the following circumstances: -

• when you enquire about us or our services
• when you engage with us to provide services
• when you visit our website
• when you communicate with us by email, telephone, post or social media

What data do we collect?

The information we collect about you may include: -

• your personal details (such as your name and/or address).
• information about which pages you have visited on our website
• details of contact we have had with you in relation to the provision, or the proposed provision, of our services
• details of any services you have received from us
• our correspondence and communications with you
• information about any complaints and enquiries you make to us
• information from research, surveys and marketing activities
• information we receive from other sources, such as publicly available information.
• your Unique Tax Reference (UTR) number
• your National Insurance number
• your bank account details

How we use your personal data?

We may use your personal data to enable us to meet our contract obligations and to ensure we comply with our legal obligations.

Reasons for us to use your personal data and where we may contact you by post, email or telephone include: -

• to meet our obligations from any agreement between us
• to provide and improve our services to you
• to update our records in accordance with legal and regulatory obligations including preventing and detecting crime, fraud or corruption
• to manage our relationship with you
• to process financial transactions on your behalf
• to keep you informed of any matters or marketing that may be of value and interest to you
• for other legitimate business purposes

How long we hold your personal data?

We are required by legislation, other regulatory requirements and our insurers to retain your data for as long as necessary to fulfil the purposes for which it was collected.

To ascertain the appropriate retention period, we will consider: -

• the purposes for which we originally collected and processed the data
• any statutory or legal obligations we may have
• the type, category and sensitivity of the personal data we collected
• any potential risk of unauthorised disclosure
• the activities of our business and the services we provide

Who has access to your information?

We will only share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so. We do not share your personal data with third parties for marketing purposes. Any member of our staff with access to your information have a duty of confidentiality under the ethical and legal standards that we are required to follow.

Passing your information to third party providers

We will only share your personal data with third parties in the following circumstances: -

• where we are legally required to do so
• to enable us to deliver the service we have agreed
• to prevent and detect crime, fraud or corruption

We only grant access to third-party providers who agree to keep your information secure and only use it in accordance with our instructions.

Getting a copy of the information we hold

We are happy to provide a copy of the personal data we hold about you. Please contact us to arrange this.

Protecting your personal data

We have introduced policies and procedures to protect the security of your data against loss, misuse and improper disclosure. We restrict access to only those employees, agents and other third parties who need to use it for specified purposes including the fulfilment of the agreement between us.

We have procedures in place to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Your rights

Keeping your data up to date It is important that the personal data we hold about you is kept up to date. Please notify us of any changes to the information we hold.

Your legal rights regarding your personal data

Access to your data - You can request access to your personal data at any time by contacting us by email.

Correction of your data - You can request correction of any of the personal data we hold about you and to check that we are processing it lawfully.

Objecting to how we use your data - Where we use your personal data to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal data unless there are overriding legitimate grounds to continue. You have the right at any time to require us to stop using your personal data for direct marketing purposes.

Deletion of your data - You can ask us to delete any personal data you consider that we no longer need for the reason it was collected or if you have objected to how we use your personal data.

Restricting how we use your personal data – In certain circumstances, you can ask us to restrict or suspend the use of your personal data i.e. where we are reviewing the accuracy or changing the details.

Transferring your data - You can ask us to transfer your personal data to you or another data controller.

Withdraw your consent - If we are using your consent to enable us to use your personal data, you can withdraw your consent at any time.

Complaints and contact details

Complaints

If you are concerned about an alleged breach of privacy law or any other regulation by us, please contact us and we will ensure that your complaint is investigated.

Contact details

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection issues. The contact details are as follows: -

Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Telephone 0303 123 113 or 01625 545745 www.ico.org.uk/concerns

Changes to our privacy notice

We keep this privacy notice under regular review and will place any updates on this website.