Scribes Plus Privacy Policy

1.0 Our core beliefs regarding user privacy and data protection

  • User privacy and data protection are human rights
  • We have a duty of care to the people within our data
  • Data is a liability, it should only be collected and processed when absolutely necessary
  • We loathe spam as much as you do!
  • We will never sell, rent or otherwise distribute or make public your personal information

2.0 Relevant legislation

Along with our business and internal computer systems, this website is designed to comply with the following national and international legislation with regards to data protection and user privacy:

This site’s compliance with the above legislation, all of which are stringent in nature, means that this site is likely compliant with the data protection and user privacy legislation set out by many other countries and territories as well. If you are unsure about whether this site is compliant with your own country of residences’ specific data protection and user privacy legislation you should contact our data protection officer (details of whom can be found in section 9.0) for clarification.

3.0 Personal information that this website collects and why we collect it

This website collects and uses personal information for the following reasons:

3.1 Site logging

By visiting this website your computer’s IP address (which could be used to personally identify you) is logged by our server. These logs are used to ensure there is no abuse of the service (e.g. banning IP addresses which try to cause a Denial of Service attack).

3.2 Contact forms and email links

Should you choose to contact us using the contact form on our Contact us page or an email link like this one, none of the data that you supply will be stored by this website but will be passed to, and/or be processed by, the Microsoft Outlook.com third party data processor as defined in section 6.0. The data will be collated into an email and sent to us over the Simple Mail Transfer Protocol (SMTP). We would suggest that you always consider email as an insecure medium and not include personal, confidential or otherwise sensitive information within an email.

3.3 Email newsletter

If you choose to join our email newsletter, the email address that you submit to us will be forwarded to MailChimp who provide us with email marketing services. We consider MailChimp to be a third party data processor (see section 6.0 below). The email address that you submit will not be stored within this website's own database or in any of our internal computer systems.

Your email address will remain within MailChimp's database for as long as we continue to use MailChimp's services for email marketing or until you specifically request removal from the list. You can do this by unsubscribing using the unsubscribe links contained in any email newsletters that we send you or by requesting removal via email. When requesting removal via email, please send your email to us using the email account that is subscribed to the mailing list.

If you are under 16 years of age you MUST obtain parental consent before joining our email newsletter.

While your email address remains within the MailChimp database, you will receive periodic (approximately two to three per year) newsletter-style emails from us.

4.0 How we store your personal information

As detailed in section 3.1 above, if you visit this website some personal information will be stored within the server logs. Your IP Address will be stored in a plain text format for an initial 24 hour period and, under normal circumstances, can only be accessed by our server operators who have the highest system privileges. After 24 hours the server logs are encrypted, these encrypted logs are retained for a further 30 days before being destroyed.

5.0 About this website’s server

This website is hosted by Regal Software within multiple UK data centres located just outside London.

Some of the data centre’s more notable security features are as follows:

  • 2.5m security fencing
  • Comprehensive CCTV system
  • Facial recognition biometric systems and volumetric man-trap portals
  • Secure access procedures to control secure access to all areas of the data centre
  • Real Hosts racks are in a private cage and all individually locked
  • 24/7 security + access requests in advance

All traffic (transferral of files) between this website and your browser is encrypted and delivered over HTTPS.

6.0 Our third party data processors

We use a number of third parties to process personal data on our behalf. These third parties have been carefully chosen and comply with the legislation set out in section 2.0.

7.0 Data Breaches

We will report any unlawful data breach of this website’s database or the database(s) of any of our third party data processors to any and all relevant persons and authorities within 72 hours of the breach if it is apparent that personal data stored in an identifiable manner has been stolen.

8.0 Data Controller

The data controller of this website is: Scribes Plus Limited, a UK Private Limited Company with company number: 05838911

Whose registered office is:
Hawkesyard Hall,
Armitage Road,
Nr Rugeley,
Staffordshire.
WS15 1PU

9.0 Data Protection Officer

Mr. Peter Clissett
Director, Scribes Plus Ltd.
Telephone: 01889 576003
Email: [email protected]

10.0 Changes to our privacy policy

This privacy policy may change from time to time inline with legislation or industry developments. We will not explicitly inform our clients or website users of these changes. Instead, we recommend that you check this page occasionally for any policy changes. Specific policy changes and updates are mentioned in the change log below.

10.1 Change log

17/05/2018 - version 1.1

  • Added details of how contact form data is sent via the Outlook.com email system (section 3.2)
  • Added details of the MailChimp newsletter service to section 3.3
  • Added version numbers to the change log

04/05/2018 - version 1.0

  • Privacy policy instigated

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