How we use your data.

General information

This privacy notice sets out the ways in which Govforms Limited, company number 11376568, ("Govforms") collects, processes and shares your personal data through its website.

The site may contain links to external websites and applications. We do not control these third-party websites and are not responsible for their privacy statements. Users are encouraged to review privacy notices when visiting other sites.

What information does Govforms collect?

Govforms may gather the following when you use our website:

• your name, email address and telephone number if you submit a query to our contact form
• your IP address
• your browser type and location
• pages visited
• links clicked on
• visitor numbers

What is your data used for?

Resource downloads and marketing communications

When requesting guides or resources, Govforms collects your email, the resource requested, request timestamp, and communication preference. This information is used to:

• provide the resource you requested
• manage, evidence and troubleshoot your request
• maintain the security and integrity of our forms
• understand interest in our content using aggregated or appropriately minimised information

Our lawful basis for providing the requested resource and managing the request is our legitimate interests in responding to requests, operating our website and understanding use of our resources.

For marketing communications, we process your email address for those communications based on your consent. You can withdraw consent at any time by using the unsubscribe link.

For B2B circumstances, Govforms may contact corporate subscribers about relevant services based on legitimate interests, with clear information and opt-out options provided.

Service providers host the website, process submissions, deliver emails, and manage contacts under appropriate contractual and security obligations.

Download-only records will normally be deleted or anonymised within 90 days unless a longer period is needed to resolve a request, meet a legal obligation or establish, exercise or defend legal claims.

Additional uses include:

• responding to contact form queries based on legitimate interests
• fulfilling obligations from contracts with you
• optimising website experience, as this serves Govforms's legitimate interest
• other purposes where you've provided consent

Govforms does not rely on consent as a legal basis for processing your personal data other than in relation to sending electronic direct marketing communications.

Anonymised and aggregated data may be analysed and shared with third parties, ensuring you remain unidentifiable. Govforms may review your personal data if it has reason to believe that the information has been provided inappropriately, unlawfully or illegally. Prospect data from third-party suppliers may be processed for marketing relevant services, based on legitimate interests.

Disclosing information to third parties

Govforms does not sell, trade, or otherwise transfer your personal identifiable information to outside parties other than as set out in this privacy notice. Govforms does not send the personal data it collects through the website to any third parties. Third parties may only process your data for specified purposes under Govforms's instructions.

Govforms will only transfer your personal data outside of the EEA to organisations who have adequate safeguards in place.

Govforms will disclose your data to third parties:

• if Govforms sells or buys any business or assets
• if Govforms or substantially all of its assets are acquired by a third party
• if legally required or to protect rights, property, safety, investigate illegal activities, or address agreement breaches

Statistical and aggregated data sharing ensures you remain unidentifiable. Information may be shared as you direct or with your consent.

Protecting your personal data

Govforms has put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access is limited to employees, agents, contractors, and third parties with legitimate business needs.

Govforms has put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where it is legally required to do so.

If you have any reason to believe that your interactions are no longer secure, please contact helpme@govforms.co.uk.

Holding your personal data

Govforms will retain your data in accordance with its data retention policy. Data may be retained longer to comply with legal requirements, conduct audits, detect fraud, enforce contracts, or resolve disputes.

Retention periods consider the amount, nature, and sensitivity of data; potential harm risks; processing purposes; and legal requirements.

Your rights

Where Govforms relies on consent as the condition for processing your personal data, you have the right to withdraw that consent at any time. Your statutory rights include the right to:

• object to direct marketing communications at any time
• request and obtain access to your personal data
• rectification or erasure of your personal data, in certain circumstances
• object to or restrict the processing of your personal data in certain circumstances
• have your personal data stored in a manner in which it is portable from the environment in which it is stored by Govforms to another environment
• file a complaint with the Information Commissioner's Office

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. Disabling cookies may restrict website functionality.

A cookie is a small information file that is sent to your computer, mobile or other device when you visit a website and it will recognise your device on future visits. Cookies remember preferences, improve experience, and personalise advertisements. See our Cookie Policy for full details of the categories of cookies we use.

Changes to this privacy notice

If Govforms decides to change this privacy notice, any changes will be posted on this page. This privacy notice was last reviewed on 6 December 2021.

Contact

If you wish to contact Govforms in relation to this privacy notice, including in relation to any of the rights set out above, please contact helpme@govforms.co.uk.