Supplier Privacy Notice

General information 

Visor Ltd registered in Ireland and AccountsIQ registered in England and Wales (together known as “we”, “our” and “us”, “Controller”, “Company”) are committed to ensuring that your privacy is protected. This privacy notice explains how we process personal data we gather from you as a supplier, or as a contact person, employee or representative of the company with which we have concluded a supplier contract.  

We are committed to ensuring that the personal data of our supplier is handled in accordance with the principles set out in data protection laws. The wording in this notice reflects the requirements of the UK General Data Protection Regulation (UK GDPR) and will be updated to reflect any future changes to data protection laws as required. 

We recognise our obligations under data protection legislation, and we are committed to keeping your personal data safe and secure. 

You should read this Privacy Notice so that you understand how we will handle your personal data. 

Our aim is to only use and hold your personal data in ways that you would reasonably expect us to. 

When we refer to Data Protection Legislation, we mean the EU General Data Protection Regulation (EU GDPR), Data Protection Act 2018, United Kingdom General Data Protection Regulation (UK GDPR), the Privacy and Electronic Communications (EC Directive) Regulations 2003 and any legislation implemented in connection with this legislation.  When we refer to GDPR, we mean EU GDPR and UK GDPR. 

What personal data do we gather about you and why? 

Personal Data (“PD” or “PI”) refers to any information capable of identifying an individual. It does not include anonymised data. It does not include data from which an individual cannot be identified, for example anonymised data. 

We may collect and process a range of information about you during the course of contractual relations with our partners. This includes: 

• your name, surname 
• contact details, including email address and telephone numbers landline and mobile. 

The processing activities are mainly based on the Company's legitimate interest in managing the contractual relationship in optimal conditions, i.e., performing the contractually agreed services, taking the necessary steps, dealing with any requests arising during the course of the contract, etc.  

In case you act as an individual or a sole trader, the legal basis for processing your PD is the contract you concluded with us. 

This PD is necessary for the performance of contracts with you/the supplier you act for or represent. If you refuse or object to this processing, we may not be able to fulfil our contractual or legal obligations, as the case may be. 
In certain circumstances, we might use your personal data for internal communications, reports, statistics, internal evaluations, based on our legitimate interests to organize our activity and ensure a proper quality and efficiency in the company's activities. 

How do we collect your personal data? 

The personal data indicated above is provided directly by you or by the company with which we have a contractual relationship and which you represent or from the systems/applications made available by us in order to perform the services established according to the concluded contracts. 

How do we store your personal data and keep it secure? 

We use reasonable and up to date security methods to: 

• Keep your data secure; 
• Prevent unauthorised or unlawful access to your personal data; 
• Prevent the accidental loss of or damage to your personal data. 

All personal data you provide to us is stored on our secure servers and in secure filing systems. Please see our Security Pages for more information. 

We have in place policies, procedures for data retention and technologies to maintain the security of all personal data from the point of collection to the point of destruction including procedures to deal with a security breach. 

We will ensure your personal data is only accessible by those who need to see it for their specific role. 

The company will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, regulatory accounting, or reporting requirements.  Certain PD are kept for a period of 6 years after completion of the contract for tax purposes, according to the applicable legislation. 

Who will have access to the data we hold? 

Within the Company, access to your data is limited to the purposes for which the data is needed, and only authorized persons can access it. All of our personnel have received data protection training and understand the need to keep your personal data confidential and to use it only for legitimate purposes. 

Access to your data by third parties who are private legal entities and act on our behalf is carried out in a restricted manner, on the basis of contracts concluded with them ("Data Processing Agreements"), in compliance with data protection and confidentiality provisions, by which the Company will ensure that the third party will provide suitable technical and organizational measures to protect the personal data as required by the applicable law.  

In all cases, we will ensure that we only disclose information to those entities or authorities if there is a legitimate reason to do so, if they are required to comply with the privacy and security requirements set out in applicable data protection legislation, or if we are required to do so by law. 

Automated decision-making 

We do not conduct automated decision making (including profiling) in connection with your personal data. 

Transferring your data outside the UK/ European Economic Area (EEA) 

We will not transfer your personal data outside the UK/ EEA unless such transfer is compliant with data protection legislation. 

This means that we cannot transfer any of your personal data outside the UK/ EEA unless: 

• The UK ICO or EU Commission has decided that another country or international organisation ensures an adequate level of protection for your personal data; 
• The transfer of your personal data is subject to appropriate safeguards, which may include binding corporate rules or standard data protection clauses adopted by the UK ICO or EU Commission;  
• If we or our data processors will transfer personal data to the United States of America (e.g., for cloud storage) we undertake and will ensure that the entity receiving the personal data holds the certifications required and recognized by applicable law and regulations, European recommendations such as but not limited to the Data Privacy Framework; or 
• An exception applies (including if you explicitly consent to the proposed transfer). 

What rights do you have in respect of your personal data? 

Under the Data Protection Legislation provisions, you have the right to: 

• Request access to any personal data we hold about you; 
• Request for any inaccurate personal data which we hold about you to be rectified; 
• Request to have your personal data erased; 
• Request to have the processing of your personal data restricted (for example, if you think the personal data we hold about you is inaccurate you can ask us to stop processing it until we will either correct it or confirm it is accurate); 
• Request the transfer of your personal; 
• Object to certain types of processing, including processing based on legitimate interests, automated processing (which includes profiling) and processing for direct-marketing purposes; and 
• Withdraw consent to the processing of your personal data at any time, with effect for the future (where the legal reason for the processing of your personal data was your consent).  

You can see more about these rights here. 

If you wish to exercise any of the rights set out above, please contact us using the details below. 

If you have any issues with how we process your personal data or handling your rights, and would like to make a complaint, you also have the right to lodge a complaint with a supervisory authority. You can find a list of Supervisory Authorities here.   

Updates to this privacy notice 

This privacy notice will be reviewed and, if appropriate, updated from time to time. We will 
communicate any updates on our website, by email or any other appropriate method. 

Data protection officer  

We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we manage your personal information, please contact the DPO at privacy@accountsiq.com.  

How to contact us 

If you have questions or concerns about how your information is handled, please contact us at the details below:  
Email: support@accountsiq.com 
Tel: 00353 1 7074400