Our privacy policy

This privacy policy notice tells you how Calmly (‘Calmly’, ‘we, ‘our’) uses and protects your personal information.

 

We keep our privacy notice under regular review to make sure it is up to date and accurate.

 

This policy was last updated on: 21 January 2021 

1. Our commitment 

We are  committed to ensuring that your privacy is protected. Any information we hold about you will be used in accordance with this privacy policy. 

 

2. Our role as data controller

Calmly is a data controller under the Data Protection Act 2018, and is registered with the Information Commissioner’s Office (ICO) (Registration No. A 8684169) 

3. Why we hold your data 

We processes personal information for the following purposes:

 

  • Our complaint management services

Where individuals make use of our services this personal data will usually be provided to us by the individual directly, or by the person or organisation with whom they have a complaint. The personal information may include, for example, contact details, financial and personal details.  We would only pass this information on to a third party (for example a mediator) with your consent. 

 

  • Enquiries and client management

When dealing with enquiries from existing and prospective clients, we collect only necessary information for assessment and communication.

 

  • Promotion and marketing

We may contact organisations, via business contact details, to provide information about Calmly  services. These communications offer a marketing opt-out option to prevent undesired contact. Calmly will not contact non-commercial clients for promotion and marketing purposes without their specific permission.

 

  • Administration

As part of our normal day-to-day operations in administering complaints management services, processing client enquiries, marketing and promotional event management.

 

  • Website monitoring

Information gathered through cookies and similar technologies are used to measure and analyse information on visits to our websites, to tailor the websites to make them better for visitors and to improve technical performance. We will not use the data to identify you personally or to make any decisions about you.

 

4. How we protect your data

We are committed to keeping your data secure. We use a variety of security technologies and procedures to help protect your personal data from unauthorised access, use or disclosure. 

 

5. Holding on to your data 

We only keep your personal information for as long as necessary for the purpose for which it was collected unless there are any legal or compliance reasons that apply.

 

6. Sharing your information

We will only share personal information about individuals as part of our contracted service with you or where we have your permission or required by law to do so. 

 

7. Your rights

You have the following rights:

 

  • To be informed about how we use your personal data (the purpose of this Privacy policy);

  • To update your personal data; 

  • To ask us to delete your personal data. However, there may be circumstances where we are legally entitled to retain it;

  • To get a free copy of your personal data; 

  • To object to the processing of your data and have it restricted. There may be circumstances where you ask us to restrict the processing of your information, but we are legally entitled to refuse that request. 

 

8. Resolving privacy issues

We will always try our best to resolve any data privacy issue you may have. You have the right to refer any data privacy issue to the Information Commissioner's Office at any time (www.ico.org.uk).