Last Updated: 18 March 2025

We are committed to safeguarding the privacy and security of personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy outlines how we collect, use, store, and protect personal data.

1. Scope

This policy applies to all personal data processed by Fidelis Plus Ltd, including customer, employee, supplier, and business partner information, whether collected online, via email, or through other interactions.

2. Principles of Data Protection

We adhere to the following key principles:

• Lawfulness, Fairness & Transparency – We process personal data lawfully, fairly, and transparently.
• Purpose Limitation – Data is collected for specified, explicit, and legitimate purposes.
• Data Minimisation – We only collect the data necessary for our purposes.
• Accuracy – We keep personal data accurate and up to date.
• Storage Limitation – We do not keep personal data for longer than necessary.
• Integrity & Confidentiality – We process data securely to prevent unauthorised access, loss, or damage.
• Accountability – We take responsibility for compliance with data protection laws.

3. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

• Consent – When individuals provide explicit consent for processing.
• Contractual Necessity – To fulfil contracts or pre-contractual obligations.
• Legal Obligation – To comply with statutory requirements.
• Legitimate Interests – Where processing is necessary for our business operations, provided it does not override individual rights.

4. How We Collect and Use Data

We may collect the following types of personal data:

• Customers: Name, contact details, payment information, and purchase history.
• Employees: Personal identifiers, payroll details, and contractual information.
• Suppliers & Business Partners: Company contact details and relevant business interactions.
• Website Users: IP addresses, cookies, and online activity (see our Cookie Policy).

We use this data for:

• Providing and improving our services.
• Communicating with customers and suppliers.
• Processing payments and fulfilling legal obligations.
• Enhancing security and fraud prevention.

5. Data Security Measures

We implement appropriate technical and organisational security measures, including:

• Encryption – Protecting sensitive data in storage and transmission.
• Access Controls – Restricting access to authorised personnel only.
• Regular Audits – Monitoring compliance and security practices.
• Data Anonymisation – Where possible, reducing personal data exposure.

6. Data Retention

We retain personal data only as long as necessary to fulfil our obligations. Retention periods vary based on:

• Legal or regulatory requirements.
• Contractual obligations.
• Business needs (e.g., customer service records).

7. Individual Rights Under UK GDPR

Individuals have the following rights concerning their personal data:

• Right to Access – Request copies of their data.
• Right to Rectification – Correct inaccurate or incomplete data.
• Right to Erasure – Request deletion of personal data.
• Right to Restrict Processing – Limit how data is processed.
• Right to Data Portability – Obtain and reuse their data across services.
• Right to Object – Object to data processing for marketing purposes.

To exercise these rights, contact us at [email protected].

8. Data Breaches and Reporting

In case of a data breach:

• We will assess the risk and take corrective measures.
• If required, we will notify the Information Commissioner’s Office (ICO) within 72 hours.
• If the breach poses a high risk to individuals, we will inform affected parties promptly.

9. Third-Party Data Sharing

We do not sell personal data. However, we may share data with:

• Service Providers – To assist with payment processing, IT services, and analytics.
• Legal Authorities – If required by law or regulatory obligation.
• Business Transfers – In case of mergers, acquisitions, or asset sales.

All third parties must comply with data protection laws and contractual obligations.

10. Updates to This Policy

We may update this policy from time to time. Changes will be posted on our website and take effect immediately upon publication.

11. Contact Us

For any questions regarding this policy or data protection requests, contact us:

Fidelis Plus Ltd

71-75 Shelton Street, London, WC2H 9JG

Email: [email protected]

Website: www.fidelisplus.com

By using our services, you acknowledge that you have read and understood this Data Protection Policy.