INTRODUCTION
This page aims to help you understand what information we might collect about you and how we use it.
IRIS FMP is the Data Processor and operates through several companies within our group & with contract third-parties, which will also be data controllers in respect of your personal data. Our group companies are as follows: IRIS FMP (incorporating Eurowage Ltd, IRIS FMP Payroll Services Ltd, IRIS FMP HR & Payroll Software Ltd, MCN Associates Ltd and PSI) and these companies are registered with the Data Protection Register (ZA290393/ZA290366/Z1115288/ZA024069), and are ISO certified (9001/27001/14001/22301)
IRIS FMP is committed to protecting and respecting your privacy and will comply with the applicable data protection laws in all our dealings with your personal data. Read our GDPR statement on how we are doing this.
We may collect and process the following data about you:
• Information about you, such as your name, your business telephone number and email address
• Information that is provided by filling in forms on our sites. This includes information provided at the time of downloading gated material such as eBooks, brochures or case studies associated with HR and payroll, or completing a contact form or subscribing to newsletters;
• If you contact us, we may keep a record of that correspondence;
• We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them;
• Details of your visits to our site and emails received including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise.
IP addresses
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our partners, sponsors or advertisers. This is statistical data in aggregated form about our users’ browsing actions and patterns and will not allow our partners to identify you from such data.
Where we store your personal data
The data that we collect from you may be transferred to, and stored at, a destination outside the United Kingdom and the European Economic Area (“EEA”). It may also be processed by staff operating outside the UK or the EEA who work for us or for one of our suppliers. We will take all steps reasonably necessary to ensure that any personal data transferred outside the UK or the EEA is treated securely and in accordance with the applicable data protection laws.
We will store all information about you on secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site. Each business unit has conducted its own security reviews in relation to data transmission and has adjusted its processes accordingly. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Legal basis to process your personal data
Under the applicable data protection laws, we need a lawful basis to collect and use your personal data. The law allows for six lawful bases to process people’s personal data, and one of them allows personal data to be legally collected and used if it is necessary for a legitimate interest of the organisation – if it is fair and balanced and does not unduly impact the rights of individuals.
Due to the nature of our business it is not practical for us to ask every individual for his/her consent. We have assessed our and our clients’ business interests in carrying out marketing activities and we have carefully considered the impact the collection and use of personal data could potentially have on individuals’ rights. Our databases contain business data, which is used to promote HR and Payroll business in the UK and such activities are unlikely to affect the fundamental rights and freedoms of individuals concerned. We have therefore concluded that the most appropriate lawful ground for the processing of your personal is ‘legitimate interest’, in your capacity as representative of your company (b2b)
In the event you request any goods and/or services from us, we will rely on our contractual relationship to process your personal data to provide such goods and/or services to you.
In certain very limited circumstances we may also rely on a specific consent provided by you for the processing of your personal data. In those circumstances you can withdraw your consent at any time by contacting us – see our contact details below.
Uses made of the information
We may use information held about you in the following ways, to:
• Ensure that content from our site is presented in the most effective manner for you and for your computer;
• Provide you with information, products or services that you request from us or which we feel may interest you;
• Carry out our obligations arising from any contracts entered into between you and us;
• Allow you to participate in interactive features of our service, when you choose to do so; and
• To notify you about changes to our service.
When contacting you for the above purposes we may do so by phone, post, email or other electronic means, unless you tell us otherwise.
We may share information, including personal data, with third parties that provide support to our business
Data Retention
We collect and store personal data for our business database. As such, we will only retain your personal data for as long as we believe it is up-to-date, i.e. as long as it is associated with a business that is included in our database. We verify our data periodically and if we learn that you are no longer involved with a business that is in our database, we will remove your data from our records.
Additional Information
If you have any concerns or complaints about our privacy activities, you can contact us on dpo@fmpglobal.com. You can also contact the Information Commissioner’s Office on 0303 123 1113 (www.ico.org.uk).
Changes to Our Privacy Policy
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.
Cookie Policy
We use cookies and similar technologies (herein referred to in general as “cookies”) for a variety of purposes on our websites or when we send you an email. Cookies are small files that are stored on your browser when you visit a website. The main purpose is to keep a record of your visit, time spent on the site, pages visited, and searches made. We may also use cookies to automatically collect information from your computer when you visit our sites, and automatically store it in the log files. This may include information on type of browser software, website activity and IP address.
Use of Cookies
What is a Cookie? Cookies are small, unique strings of code stored on your computer to improve your use of our sites and to help us to improve functionality and security of the sites. We use both session and persistent cookies; session cookies expire when you close the browser and persistent cookies remain on your computer until you remove them. We may also use cookies to automatically collect information from your computer when you visit our sites, and automatically store it in the log files. This may include information on type of browser software, website activity and your IP address.
Cookies enable us to:
Estimate our audience size and usage pattern
Allow us to customise our site according to your individual interests
Speed up your searches
Allow you to more easily find previously viewed content
You can refuse to accept all or some cookies by modifying settings within your browser (for guidance on how to do this visit http://www.aboutcookies.org/). However, if you block
the session cookies you may be unable to access certain parts of our sites.
The main purposes of the cookies we use are:
Session – to allow the user to navigate our sites more easily; for example, you don’t have to go in as a new user every time.
Analytics – to improve the user experience of the site by providing statistics on how the site is used.
Tracking – we may use cookies hosted by third parties which allow for an improved site experience by collecting data such as browser, IP address, pages visited, content viewed, timing of visits and clickstream data. When you visit our websites or open an email we have sent, we or one of our third-party partners may place a cookie on your browser.
How to refuse and delete cookies
You can refuse to accept all or some cookies by modifying settings within your
browser – for help on how to do this visit www.aboutcookies.org.uk
You may also delete all cookies on your browser – click help on your browser or
visit www.aboutcookies.org.uk
Please remember that if you block the session cookies you may be unable to access certain parts of our sites.
Cookies and Google Analytics
We do not link the information we store in cookies to any personally identifiable information you submit while on our site. We use both session ID cookies and/or persistent cookies. We use session cookies to make it easier for you to download documents on the site. A session ID cookie expires when you close your browser. A persistent cookie remains on your hard drive for an extended period of time. You can remove persistent cookies by following directions provided in your Internet browser’s ‘help’ file. Our web analytics product uses cookies to track page views and visitors on the site. This information is only used to analyze the traffic on our websites by IRIS FMP. This information is not tied to personally identifiable information. If you chose to do so, we set a persistent cookie to store your passwords, so you don’t have to enter it more than once. Persistent cookies also enable us to track and target the interests of our users to enhance the experience on our site. If you reject cookies, you may still use our site, but your ability to use some areas of our site, such as document downloads will be limited. The IRIS FMP websites use Google Analytics, a web analysis service of Google Inc. (‘Google’) Google Analytics uses ‘cookies’, text files, which will be saved on your computer and which allow an analysis of your use of the website. The information provided by the cookie concerning your use of the website (including your IP-address) will be transferred to a Google server in the United States and saved there. Google will use this information to analyze your use of the website, to compile reports about the website activities for the website operator and to provide additional services concerning the website and internet utilization. Google may transfer this information to third parties, if this is a legal requirement or if third parties are commissioned by Google to process the information. Google will in no event connect your IP-address with other Google data. You can prevent the installation of cookies with the relevant browser software setting; however, in this case you may not be able to use all the functions on this website to the full extent. Through use of the IRIS FMP websites, you agree to the processing of your data by Google in the way described above and for the purpose stated above.
General Cookies and links to other sites
We may use cookies to enhance a user’s experience while using our hosted software. Cookies are a small piece of data stored locally by your browser that saves information and helps identify you to web sites upon subsequent visits. Cookies are uniquely assigned to a computer, and can only be read by a Web server in the domain that issued the cookie. Cookies generally assist users by performing certain functions such as saving passwords and personal preferences regarding the sites. You may have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline all cookies if you prefer. Alternatively, you may be able to modify your browser setting to notify you each time a cookie is tendered and permit you to accept or decline cookies on an individual basis. If you choose to decline cookies, however, that may hinder performance and negatively impact the use of the hosted software.
Our hosted software may contain links to other sites. Please be aware that we are not responsible for the privacy practices or content of such other sites.
The cookies used by fmpglobal.co.uk
Cookies are small electronic files that are placed on your computer when you visit a website. They are often needed to ensure that the website works efficiently. Please find below the cookies that we use and why:
Cookie 1
Google Analytics (_utma, _utmb, _utmc, _utmz)
These cookies are used to collect information about how our visitors use our website. We use this information to see what visitors have found particular pages of use and how long they stayed on our website. This information is viewed in an anonymous format and also provides information on where our visitors come from.
Cookie 2
fmpglobal.co.uk site acceptance (BPS_cookie_level)
This cookie is used to record if a user has accepted the use of the cookies on our website.
Cookie 3
1P_JAR (.google.com)
Google advertising cookie used for user tracking and ad targeting purposes
Cookie 4
CONSENT (.google.com)
Google cookie to display personalised advertisements on Google sites, based on recent searches and previous interactions.
Cookie 5
CONSENT (.google.co.uk)
Google cookie to display personalised advertisements on Google sites, based on recent searches and previous interactions.
Cookie 6
NID (.google.com)
Google tracking cookies
Cookie 7
NID (.google.co.uk)
Google tracking cookies
Cookie 8
IDE (.doubleclick.net)
Google advertising cookie used for user tracking and ad targeting purposes
Cookie 9
DV (.google.com)
Google tracking cookies
Cookie 10
_ga (.fmpglobal.co.uk)
Google analytics cookie. This is used to collect information about how visitors use the Sites. The cookies collect information anonymously, including the number of visitors to the Sites, where visitors have come to the Sites from and the pages they have visited. We use this information to compile reports and to help us improve the Sites.
Cookie 11
GPS (.youtube.com)
Used by YouTube (Google) for storing user preferences and other unspecified purposes
Cookie 12
PREF (.youtube.com)
Used by YouTube (Google) for storing user preferences and other unspecified purposes
Cookie 13
VISITOR_INFO1_LIVE (.youtube.com)
Used by YouTube (Google) for storing user preferences and other unspecified purposes
Cookie 14
YSC (.youtube.com)
Used by YouTube (Google) for storing user preferences and other unspecified purposes
Legal Disclaimer
We may disclose Personal Information when required by law or regulation or in the good faith belief that such action is necessary in order to conform to the edicts of the law, comply with legal mandates, or to protect the rights, property, or personal safety of IRIS FMP, its employees, users and the public.
This Online Privacy Policy covers use of the site https://fmpglobal.co.uk/, Payroll and HR Apps (such as myfmp) provided by IRIS FMP, and our on-line customer site available only to clients of IRIS FMP. All information you disclose to us on this website, apps or on our on-line customer site is subject to our Online Privacy Policy.
With respect to data received through its websites and Apps, IRIS FMP will, comply with the following: We may use personal information we obtain relating to you, including but not limited to your name, mailing address, phone number and email address, for the purposes of contacting you, conducting internal business research, and carrying out other marketing activities.
Registering On-line
In order to download documents on our Website, App or apply for a job, you may first need to complete a registration form and/or create a user name and password. During registration you are required to give contact information (such as name, phone number and email address). This information can be used to contact you about our services.
Marketing and other activities
When registering on the website or App, you may have the option of receiving different subscriptions. These options include promotional information, press releases and newsletters. From time to time we may send our visitors and/or clients e-mail messages with new site feature announcements, enhancements, maintenance information and general updates. We provide you the opportunity to ‘opt-out’ of having your personally identifiable information used for certain purposes, when we ask for this information. If you no longer wish to receive our newsletter and promotional communications, you may opt-out of receiving them by following the instructions included in each newsletter or communication or you may contact the Marketing team at +44 1293 789940, email us, or send written notification to the attention of IRIS FMP – Webmaster, Suite 6, Gatwick House, Peeks Brook Lane, Horley, West Sussex. RH6 9ST. You will be notified when your personal information is collected by any third party that is not our agent/service provider, so you can make an informed choice as to whether or not to share your information with that party. We communicate with users on a regular basis to provide requested services and in response to issues relating to your account via email or phone.
From time to time we collect and store information generated through use of our on-line services. We may use some of this information in the aggregate for marketing research, such as, for example, in compiling statistics on IRIS FMP’s website visitors and in assessing clients’ business needs. If we decide to mention a particular client on the site, we will take reasonable steps to gain that client’s consent before posting. We may collect and store information provided directly or indirectly to us through participation in online contests and/or client satisfaction surveys and the like. We may create standard usage logs through our web server, such as IP address, browser type, and access times. We use our web server to recognise your domain name and track your use of the website.
We may request certain information from you (such as your name, address, telephone number, e-mail address or business requirements) to help us evaluate our site traffic and overall usage, improve our on-line services, and build better websites. We may add information from third parties to this collected information, for instance to research prospective clients. From time to time we may purchase marketing data from third parties and add it to our existing user database, to better target our advertising and to provide pertinent offers in which we think you would be interested. To enrich our profiles of individual customers, we may tie this information to the personally identifiable information they have provided to us. If you use a bulletin board, blog, or chat room on this Web site, you should be aware that any personally identifiable information you submit there can be read, collected, or used by other users of these forums, and could be used to send you unsolicited messages. To request removal of your personal information from our bulletin board, blog, or chat room contact us at the information below. In some cases, we may not be able to remove your personal information, in which case we will let you know if we are unable to do so and why. We may post customer testimonials on our web site which may contain personally identifiable information such as the customer’s name. We obtain the customer’s consent prior to posting the testimonial. If you wish to request the removal of your testimonial you may contact us at the information below. IRIS FMP is the sole owner of the information collected on: www.fmppayroll.com
Links to Other Sites
This Web site contains links to other sites that are not owned or controlled by IRIS FMP. Please be aware that we, IRIS FMP, are not responsible for the privacy practices of such other sites. We encourage you to be aware when you leave our site and to read the privacy statements of each and every Web site that collects personally identifiable information. This Privacy Policy applies only to the information collected by our Web site.
Order Processing
If you purchase services from us, we request certain personally identifiable information from you on our order form. You must provide contact information (such as name, email, and address) and financial information (such as credit card number, expiration date). We use this information for billing purposes and to fill your orders. If we have trouble processing an order, we will use this information to contact you. This information is also used to send you updates on the product or service you purchased. Some IRIS FMP events will require you to pay to attend. IRIS FMP uses third parties to process the credit card transactions. The billing information is not stored on IRIS FMP’s servers.
Third Parties
We use third parties (i.e., emailing or direct mail services, marketing services, Web analytics) to assist with the marketing services on our site. When you register on the website or purchase services from us on-line, we will share your name and address as necessary for the third party to provide service. These third parties are not permitted to use such information for their own purposes. IRIS FMP does not share, sell, trade, or rent your personal information to third parties for their promotional purposes.
Maintenance of Data and Passwords
For our web systems on which you have a user account, you have access to your information to update and maintain your profile. It is solely your responsibility to maintain the confidentiality of your password. If you believe your password has been compromised, please contact us. If your personally identifiable information changes, or if you no longer desire to receive marketing materials, you may correct, update, delete or deactivate it by emailing us . IRIS FMP will respond to your request within 30 days of receiving the request. If your personally identifiable information changes, or if you no longer desire our service, you may update this information by making the change on our member information page or emailing us at marketing@fmpglobal.co.uk.Your account is active for as long as needed to provide you services and comply with our legal obligations, resolve disputes, and enforce our agreements.
Security
We follow generally accepted industry standards to protect the personal information submitted to us, both during transmission and once we receive it. When you enter sensitive information (such as a credit card number) on our order forms, we encrypt the transmission of that information using secure socket layer technology (SSL). No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. If you have any questions about security on our Web site, you can send email us.
Changes to this Policy
We reserve the right to modify this Privacy Policy at any time, so please review it frequently. If we make material changes to this Policy, we will notify you here, by email, or by means of a notice on our home page so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it.
- SOFTWARE AS A SERVICE (SaaS) PRIVACY POLICY
IRIS FMP provides our customers with applications that facilitate many Human Resource related requirements. These applications are not a part of our corporate web site. IRIS FMP serves as a Data Processor for the clients who use these applications. More specifically, IRIS FMP does not own the information that is submitted to our applications. The information that is submitted to our applications will be subject to our clients’ privacy policies. The following information discloses how information is submitted via our applications and how we handle the information for our clients who are the owners of this data. IRIS FMP is a leading end-to-end provider of software, proprietary content, services and process outsourcing that enable organizations to more effectively recruit and retain employees. This SaaS Privacy Policy applies only to the transfer of personally identifiable information (“Personal Information”) received by IRIS FMP in any format through its hosted software, whether supplied directly by IRIS FMP customers or by employees or users of the hosted software anywhere in the world.
Notice/Use of Personal Information
Because it supplies a hosted system, IRIS FMP operates as a data processor for its customers. IRIS FMP’s customers act as data controllers. Individual users involved in employment activities may interact directly with IRIS FMP’s customers rather than with IRIS FMP. IRIS FMP provides its customers with the option of disclosing their relationship with IRIS FMP by providing notice to individual employees and candidates of the customer regarding the IRIS FMP technology that they use. IRIS FMP maintains only that Personal Information which its customers have asked IRIS FMP to process. It is the IRIS FMP customer’s responsibility to ensure that the data the customer collects can be legally collected in the country of origin. The IRIS FMP customer is responsible for giving its employees, applicants and users the appropriate level of notification that Personal Information is being collected and maintained.
Notification of Changes/Choice
IRIS FMP will maintain Personal Information in accordance with this SaaS Privacy Policy. If IRIS FMP decides to change this Policy, IRIS FMP will post the changes on this page so our customers and/or their employees, applicants and users are aware of what Personal Information IRIS FMP processes, how IRIS FMP uses it, and under what circumstances, if any, IRIS FMP discloses it. If at any point IRIS FMP decides to retain or use Personal Information in a different manner, IRIS FMP will notify its customers by way of email or by posting a notice on IRIS FMP’s website for at least 30 days prior to the change in use. Customers, in turn, are responsible for their users and providing them a choice as to whether or not IRIS FMP uses their Personal Information in this revised manner.
Onward Transfer
IRIS FMP is a global corporation with operations in several countries. We have developed global data practices designed to assure Personal Information is appropriately protected. While our primary data centres are in the UK, USA and Australia we may transfer Personal Information to IRIS FMP offices outside of the UK and United States. In addition, we may employ other companies and individuals to perform functions on our behalf. If we disclose Personal Information to a third party or to IRIS FMP employees outside of the UK, United States or Australia, we will ensure that such party has agreed to abide by the principles of this policy, or can otherwise assure adequate protection of such Personal Information.
Data Integrity
IRIS FMP will use Personal Information only in ways compatible with the purpose for which it was collected or authorized by our customers.
Security
IRIS FMP is committed to ensuring the security of the Personal Information that it processes. To prevent unauthorized access or disclosure, maintain data accuracy, and ensure the appropriate use of Personal Information, IRIS FMP has adopted appropriate physical, electronic, and managerial procedures to safeguard and secure the Personal Information we process. IRIS FMP strives to protect the privacy of the Personal Information it processes, and inadvertent disclosure is unlikely. In the event of such an inadvertent disclosure, IRIS FMP will take all commercially reasonable steps to limit and remedy the disclosure. However, IRIS FMP cannot guarantee that unauthorised third parties will never be able to defeat those procedures or use Personal Information for improper purposes.
Access/Correction
In most cases, when IRIS FMP collects Personal Information, it does so on behalf of another company (as an agent or data processor). To request access to, correction, amendment or deletion of this Personal Information, a user should contact the company to which the data was provided.
Oversight/Enforcement
IRIS FMP has a Privacy Officer who is responsible for IRIS FMP’s compliance with and enforcement of this Policy. IRIS FMP’s Privacy Officer is available to any of its employees, customers, vendors, business partners, or others who may have questions concerning this Policy or data security practices. IRIS FMP’s Privacy Officer may be contacted by email. IRIS FMP has agreed to cooperate with Data Protection Authorities. Any questions, comments or complaints about the data practices (including, without limitation, compliance with data privacy principles of notice, choice, onward transfer, access, security, data integrity, or enforcement) of a hosted software customer for which IRIS FMP processes data should be addressed to that customer.
Children’s Privacy
IRIS FMP is committed to protecting the privacy needs of children and we encourage parents and guardians to take an active role in their children’s online activities and interests. IRIS FMP does not knowingly collect information from children under the age of 13 and IRIS FMP does not target its website or its products to children under the age of 13.
