1. Introduction
Arcscribe Ltd respects your privacy and is committed to protecting your personal data. This privacy policy aims to give you information on how we collect and process your personal data through your use of this website (arcscribe.co.uk), including any data you may provide through our Client Portal, when you sign up for our newsletter, purchase a product or service, or take part in a competition.
2. The Data We Collect
We may collect, use, store, and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data:
First name, last name, username, title, and date of birth (if applicable for age verification).
Contact Data:
Billing address, delivery address, email address, and telephone numbers.
Financial Data:
Bank account and payment card details.
Transaction Data:
Details about payments to and from you and other details of products and services you have purchased from us.
Technical Data:
Internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
Profile Data:
Your username and password for the Client Portal, purchases or orders made by you, your interests, preferences, feedback, and survey responses.
Usage Data:
Information about how you use our website, products, and services.
Marketing and Communications Data:
Your preferences in receiving marketing from us and your communication preferences.
3. How We Use Your Personal Data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Performance of Contract:
Where we need to perform the contract we are about to enter into or have entered into with you (e.g., building your website).
Legitimate Interests:
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Legal Obligation:
Where we need to comply with a legal or regulatory obligation.
4. Disclosures of Your Personal Data
We may have to share your personal data with the parties set out below for the purposes set out in paragraph 3 above.
A. External Third Parties
Service Providers (Processors):
- Google Analytics: For analyzing website traffic and user behavior.
- HubSpot: For Customer Relationship Management (CRM) and marketing automation.
- FreeAgent: For accounting, invoicing, and financial management.
- Microsoft (Office 365 / Outlook): For email communication and document storage.
- Hosting Providers: For hosting the Client Portal and website infrastructure.
Professional Advisers:
Acting as processors or joint controllers including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.
Regulators & Authorities:
HM Revenue & Customs (HMRC), regulators, and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
B. Third-Party Links
Our website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.
5. International Transfers
Many of our external third parties (e.g., Google, Microsoft, HubSpot) are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK. Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK Government.
- Where we use certain service providers, we may use specific contracts approved by the UK Government (Standard Contractual Clauses) which give personal data the same protection it has in the UK.
6. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
7. Data Retention
We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Legal Requirement:
By law, we have to keep basic information about our customers (including Contact, Identity, Financial, and Transaction Data) for six years after they cease being customers for tax purposes (HMRC requirement).
8. Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data, including the right to:
- Request access to your personal data (commonly known as a "data subject access request").
- Request correction of the personal data that we hold about you.
- Request erasure of your personal data ("right to be forgotten").
- Object to processing of your personal data where we are relying on a legitimate interest.
- Request restriction of processing of your personal data.
- Request the transfer of your personal data to you or to a third party.
- Withdraw consent at any time where we are relying on consent to process your personal data.
If you wish to exercise any of the rights set out above, please contact us at our registered address: 18 Colegate, Norwich, England, NR3 1BQ.
10. Live Chat
If you use the live chat on our website, we store the messages you send and receive, your name and email address if you choose to give them, the type of browser you are using, your IP address, the page you started the chat on, and the page that referred you to our website.
We use this information to answer your question, to email you a reply if you leave before we respond (only if you have given us your email address), and to follow up on any enquiry you make. We do this on the basis of our legitimate interest in responding to people who contact us, or to take steps at your request before entering into a contract.
The chat does not set cookies. Once you send a message, a random identifier is saved in your browser's local storage so that your conversation follows you between pages, and whether the chat window is open is saved for the current browser session. This storage is strictly necessary for the chat service you have asked to use.
Chat transcripts are kept with our records of your enquiry, and with your client record if you become a client. You can ask us to delete a chat at any time using the contact details in section 8.