Ochresoft Technologies Limited (“we”,
) is a company incorporated in England and Wales with company number
03645549. Our registered office is 5-7 Abbey Court, Eagle Way, Sowton Industrial Estate,
Exeter, EX2 7HY.
We are committed to preserving your privacy. This policy
sets out the basis on which any personal data we collect from you, that you
provide to us or that we obtain from other sources, will be processed by us.
This includes personal data we use in connection with:
use of our website at www.virtualfirm.org
sale and provision of our products and services;
any of our services when you call or otherwise contact us; and
the provision of our newsletters and updates.
For the purpose of data protection laws, the data
controller is Ochresoft Technologies Limited of 7 Abbey Court, Eagle Way,
Sowton Industrial Estate, Exeter, EX2 7HY. We are registered as a data
controller with the Information Commissioner's Office under number
BASIS FOR PROCESSING personal data
Paragraphs 1.2 – 1.7 below explain how and why we process your personal
data, as well as the legal basis on which we carry out this processing.
Where you ask us to provide
products and / or services to you, we will process your personal data to
provide these products and / or services to you. Our use of your personal data
in this way includes sharing your personal data with our employees and other
personnel, partner agencies and suppliers such as hosting service providers,
payment service providers, data providers, cloud based email and CRM system
providers, marketing and public relations agencies and any third-party provider
of services to whom you instruct us to provide personal data to on your behalf.
We need to process your personal data in this way to enter into and fulfil our
contract with you for sale of products or supply of services at your request.
If you do not wish to provide us with your personal data in this way, you will
be unable to purchase our products and / or use our services.
Where you: submit a complaint
or enquiry to us; provide feedback to us; sign up to our updates and / or
newsletters; or otherwise provide us with any submissions, we will process your
personal data so that we can respond to your complaint / enquiry, provide you
with the information you requested and / or otherwise communicate with you. The
legal basis on which we process your personal data in these circumstances is
our legitimate interest as a business to respond to customer communications and
requests, and to maintain customer satisfaction.
We may also process personal data in order to
provide you with a more tailored experience, including using personal data to
make sure our website is displayed in the most effective way for the device you
are using. This processing means that our services will be more tailored to you.
We also use various third party cookies to help us
will not share your personal data with the third party analytics and search
engine providers that assist us in the improvement and optimisation of our website.
We will also process personal data for the purposes
of making our website more secure, and to administer our website and for
internal operations, including troubleshooting, data analysis, testing,
research, statistical and survey purposes. This will include processing
personal data to
investigate any suspected breach of
The legal basis on which we process personal data
in these circumstances is our legitimate interest to provide you with a better
user experience, and to ensure that our website is kept secure.
The use of any non-essential cookies is subject to
your consent. You can also prevent us from using your personal data in this way
by using the 'do not track' functionality in their internet browser. If you enable
such do not track functionality, our website may be less tailored to your needs
We will process your personal data to provide you with marketing
communications if you have requested information from us or purchased products
or services from us (including from other companies within our group of
companies), and, in each case, you have not opted out of receiving that
marketing. We may use external marketing agents to help us with such marketing
communications. The legal basis on which we process personal data for marketing
purposes is our legitimate interest to develop our products and services and
grow our business.
You can ask us to stop sending you marketing communications at any time
by contacting us at 01793 836 730 or firstname.lastname@example.org or, where
relevant, by following the unsubscribe link in any marketing communication you receive
from us. Where you opt out of receiving these marketing communications, this
will not apply to personal data provided to us as a result of a product or
service purchase or other transaction.
in the event that we sell or buy any business or assets, in which case we
will disclose your personal data to the prospective seller or buyer of such
business or assets (at all times in accordance with all applicable data
protection laws); or
if Ochresoft Technologies Limited or substantially all of its assets are
acquired by a third party, in which case personal data held by Ochresoft
Technologies Limited about its customers will be one of the assets transferred to
in each case, the legal basis on
which we process data in these circumstances is our legitimate interest to
ensure our business can be continued by a purchaser. If you object to our use
of personal data in this way, the relevant seller or buyer of our business may
not be able to provide products or services to you.
We will collect and process the following personal data:
Information you give us: This is information about you that you
give us when you visit, register or order products and / or services on our
website or by corresponding with us by phone, e-mail or otherwise. It includes
information you provide when you sign up for our newsletters and / or updates,
submit enquiries and / or complaints to us, participate in social media
functions on our website, enter a promotion or event, complete a survey and/or
when you report a problem with our website. The information you give us may
include names, addresses, email addresses and phone numbers.
Information about other persons that you provide us with: Where
you have provided personal data about another person (for example, where you
are a business customer and you provide us with the name and address of one of
your customers who require one of our products or services or whose data is
processed via our products and services (such as our workflow software), we
need to process such personal data in order to provide these products and / or
services to the other person or people. This personal data may also include
data concerning health for example; where we process information about mental
capacity in our Power of Attorney or wills workflow software. By providing such
information, you confirm that you have informed such third parties of our use
of their information and that you have obtained their consent or are otherwise
lawfully permitted to share their information with us.
Information we collect: With regard to visits to our website we
will automatically collect the following information:
technical information, including the Internet protocol (IP) address used
to connect computers to the internet, your login information, browser type and
version, time zone setting, browser plug-in types and versions, screen
resolution, operating system and platform; and
information about visits, including the full Uniform Resource Locators
(URL), clickstream to, through and from our website (including date and time),
page response times, download errors, length of visits to certain pages, page
interaction information (such as scrolling, clicks, and mouse-overs) and
methods used to browse away from the page.
Information we receive from other sources: We are also working
closely with third parties (including, for example, business partners, sub-contractors,
advertising networks, analytics providers, event coordinators, hosting providers
and search information providers) from whom we may also receive information
We do not process any special categories of personal data,
meaning personal data revealing:
racial or ethnic origin;
religious or philosophical beliefs;
trade union membership;
genetic or biometric data that uniquely identifies individuals; or
data concerning an individual's sex life or sexual orientation.
We do not process data relating to criminal convictions unless legally
obliged to do so.
Uses made of the information
We will combine the information you provide to us
with information we collect about you. We will use this information and the
combined information for the purposes set out above (depending on the types of
information we receive).
Where we store personal data
All information you provide to us is stored on secure servers. Where we
have given you (or where you have chosen) a password which enables you to
access certain parts of our website, you are responsible for keeping this
password confidential. You must not share your password with anyone.
period of storage
rights under data protection laws
Right to object
You have the right to object to us processing your personal data where
we are processing your personal data:
based on our legitimate interests (as set out at sections
1.4 and 1.6 above). If you ask us to stop processing your personal data on this
basis, we will stop processing your personal data unless we can demonstrate
compelling grounds as to why the processing should continue in accordance with
data protection laws; and
for direct marking purposes. If you ask us to stop processing your
personal data on this basis, we will stop.
Right of access
You have the right to receive confirmation as to whether your
personal data is being processed by us, as well as various other information
relating to our use of your personal data. You also have the right to access your
personal data which we are processing.
Please note where you
details for certain services and open a user account that you can then use to
access and log on to use those services, you may change or update your user
name and password or other details at any time via your account.
Right to rectification
You have the right to require us to rectify any inaccurate
personal data we hold about you. You also have the right to have incomplete
personal data we hold about you completed, by providing a supplementary
statement to us.
You have the right to restrict our processing of your personal data
the accuracy of the personal data is being contested by you;
the processing by us of your personal data is unlawful, but you do not
want the relevant personal data erased;
we no longer need to process your personal data for the agreed purposes,
but you want to preserve your personal data for the establishment, exercise or
defence of legal claims; or
we are processing your data on the basis of our legitimate interest (as
set out at sections 1.3, 1.4 and 1.6 above) and you:
object to our processing on the basis of our legitimate interest under
section 6.1.1 above; and
want processing of the relevant personal data to be restricted until it
can be determined whether our legitimate interest overrides your legitimate
Where any exercise by you of your right to restriction determines that
our processing of particular personal data are to be restricted, we will then
only process the relevant personal data in accordance with your consent and, in
addition, for storage purposes and for the purpose of legal claims.
Right to data portability
You have the right to receive your personal data in structured, standard
machine readable format and the right to transmit such personal data to another
Right to erasure
You have the right to require we erase your personal data which we are
processing where one of the following grounds applies:
the processing is no longer necessary in relation to the purposes for
which your personal data was collected or otherwise processed;
our processing of your personal data is based on your consent, you have
subsequently withdrawn your consent and there is no other legal ground we can
use to process your personal data;
you object to the processing in as set out in section 6.1.1
of this policy and we have no overriding legitimate interest for our
the personal data have been unlawfully processed; and
the erasure is required for compliance with a law to which we are
You have the right to lodge a complaint with the Information
Commissioner's Office, the supervisory authority for data protection issues in England
You can exercise such rights by contacting us on 01793 836 730 or by
writing to us at email@example.com.
LINKS ON OUR WEBSITE
Our website may, from time to time,
contain links to and from the websites of our partner networks, advertisers and
affiliates. If you follow a link to any of these websites, please note that you
have left our website and these websites have their own privacy policies. We do
not accept any responsibility or liability for these policies or websites. Please
check these policies before submitting any personal data to these websites.
be posted on this webpage and, where appropriate, notified to you by e-mail.
Please check back frequently to see any updates or changes to our privacy
Questions, comments and requests regarding this privacy
policy are welcomed. You can contact us by telephone at 01793 836 730 or by
writing to us at firstname.lastname@example.org.