Privacy Policy

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Your privacy is important to us. We respect your privacy and are committed to protecting it. To better protect your privacy, we provide this notice explaining our privacy practices and the available options in which your information is collected and used.

What information we collect, use, and why?

We collect and use personal information to deliver our services, manage client relationships, improve user experience, support marketing activities, and conduct recruitment.
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Service Delivery:
- Names, roles and contact details.
- Records of meetings and decisions.
- Usage data for website and web delivered solutions.
- Website user information.
- Technical data (e.g. browser type, operating system, IP Address).

Client Account Management:
- Names, roles and contact details.
- Records of meetings and decisions.
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Marketing and Communications:
- Names and contact details.
- Addresses (business or personal).
- Marketing preferences.
- Website and app user journey information.
- Technical data (e.g. browser type, operating system, IP Address).

Recruitment:
- Contact details (e.g. name, address, telephone number, personal email).
- Employment history (e.g. job applications, references).
- Qualifications and accreditations.

Call and Meeting Recordings:
We may record video or audio calls during sales discussions, training sessions, or implementation projects. In these instances, participants will be notified in advance. Recordings are used only for quality assurance, training, and project tracking. Recordings are securely stored, retained only as needed, and not shared externally except with the participating party. Individuals may request access to or deletion of recordings in line with their data protection rights.

Where we get personal information from

- Directly from you.
- Publicly available sources.
- Market research organisations.
- Providers of marketing lists and other personal information.
- Interactions on our website.
- Interactions on our web applications.

Our Lawful bases for Processing Personal Information

Under UK data protection law (UK GDPR), we must have a lawful basis for collecting and using your personal information. We only do so when we have a clear and valid reason. These reasons include:

Fulfilling our contract with you
When you are a client, user, prospective customer or prospective employee and we need to process your personal information to deliver the services you’ve requested, manage your account, or respond to enquiries.

Meeting legal obligations
Where the law requires us to keep certain records or take specific actions. This includes complying with tax and financial reporting rules, anti-money laundering legislation.

Legitimate interests
Where it helps us run our business effectively and securely, without impacting your rights. For example, monitoring and improving the performance of our software, providing customer support and technical assistance, conducting internal audits and compliance checks, preventing fraud or misuse of our services, analysing usage data to improve user experience and product features, and communicating with clients about service updates or relevant product changes.

Consent
For marketing and recruitment purposes. You can withdraw your consent at any time by contacting us. This will not affect any processing already carried out before your withdrawal. You have rights under data protection law, which may vary depending on the lawful basis we rely on. We carefully balance our interests against your rights before using this basis. If you’d like more detail on how we make these decisions, please contact us. We apply these principles to protect your data and ensure transparency. For more detailed guidance on lawful bases, you can visit the ICO website.

We share information with

Data Processors
We may share personal data with service providers acting as data processors who support our operations. These include providers of IT infrastructure, cloud services, system administration, website hosting, marketing analytics, and customer support systems. All processors are contractually required to process personal data only on our instructions and in accordance with applicable data protection laws. You may contact us for a list of specific processors. We only share personal data with trusted service providers who support our operations. We will never sell your personal information or share your data with partners who will sell your data.

How long we keep information

We only keep personal information for as long as necessary to meet legal, contractual, and operational requirements. For more information on the criteria we use to determine this please contact us.

Your Data Protection Rights

You have clear rights under data protection law, and we aim to make it easy to exercise them. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website.

Your right of access
You can ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with.

Your right to rectification
‍You can ask us to correct or delete personal information you think is inaccurate or incomplete.

Your right to erasure
You can ask us to delete your personal information.

Your right to restriction of processing
You can ask us to limit how we can use your personal information.

Your right to object to processing
‍You can object to the processing of your personal data.

Your right to data portability
‍You can ask that we transfer the personal information you gave us to another organisation, or to you.

Your right to withdraw consent
When we use your consent as our basis for processing, you can withdraw your consent at any time.

To use any of these rights, contact us using the details in this policy. We aim to respond within one month.‍

How to contact us or raise a concern

We want to resolve any issues quickly and fairly. If you have any concerns about our use of your personal data, please contact us first using our contact details. You can make a complaint to us using the contact details below:

Aurum Solutions Ltd
FORA Thames Tower
Reading
RG1 1LX

UKdpo@aurum.solutions

+44 (0) 118 978 6585

If you’re not satisfied with our response, or you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

UKHelpline number: +44 (0) 303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Responsibility

It is Aurum Solutions Leadership responsibility to ensure this policy is followed.