FIRM FIT

Privacy Policy

Data Controllership and Responsibility

If you reside in the European Economic Area (EEA), Switzerland, or the United Kingdom, Firm Fit Ltd, registered in England, is the controller responsible for the processing of your personal data as described in this Privacy Policy. As the data controller, Firm Fit Ltd is committed to protecting the privacy and security of your personal information in accordance with applicable data protection laws.

Firm Fit Ltd’s registered office address is QgoGlobal Ltd t/a Firm Fit Ltd, 30 Noble House, Yelverton Road, Bournemouth, BH1 1DF , and it is registered in England under the company number 13770723. For any concerns or inquiries related to the processing of your personal data, you may contact us directly at our registered office or through our designated contact details provided in the “How to Contact Us” section of this Privacy Policy.

By using our services, you acknowledge and agree that your personal data may be processed for the purposes outlined in this Privacy Policy. Firm Fit Ltd takes its responsibility as the data controller seriously and is committed to using the personal data collected solely in accordance with this policy.

Collection of Personal Data

Firm Fit Ltd collects personal data about you that is necessary for the operation of our services and to fulfill our contractual obligations with you. This includes data you provide directly when you interact with us, as well as data we gather from your use of our services. The following outlines the types of personal data we may collect:

  • Account Information: Information you provide when creating an account with us, such as your name, email address, physical address, phone number, and any other contact or personal details required.
  • User Content: Any content that you create, upload, or share through our services, including comments, preferences, and feedback.
  • Communication Information: Data collected when you communicate with us for support or information, including emails, chat logs, and calls.
  • Social Media Information: Information you share if you connect your social media accounts with our services or interact with our social media channels.
  • Technical Information: Data we automatically collect from your use of our services, such as IP address, browser type, operating system, device identifiers, and usage data including access times, page views, and navigation paths.
  • Payment Information: Details necessary to process payments, such as your credit or debit card number and billing information, provided through secure payment processing services.

This list is not exhaustive and may be updated to reflect the changes in the way we operate or in response to legal and regulatory requirements. Specific details regarding the collection of particular types of personal data are disclosed at the point of collection or through separate privacy notices linked to particular services.

Usage of Personal Data

Firm Fit Ltd uses the personal data collected for various purposes, all aimed at providing you with the best possible service and user experience. Below are the primary ways in which we use your personal data:

  • Providing Services: To provide and manage the services you sign up for, including account maintenance, support, billing, and other service-related purposes.
  • Improvement and Development: To improve and personalize your experience with our services, we analyze usage and interaction data. This also helps us in developing new features, services, and functionality.
  • Communication: To communicate with you regarding service updates, offers, promotions, and events that might interest you. We also use your data to respond to your queries, feedback, or issues.
  • Security and Fraud Prevention: To ensure the security of our services and protect against fraudulent or illegal activity. This includes monitoring for security threats and verifying user identity.
  • Legal Obligations: To comply with legal obligations, including data protection and privacy laws, tax, and antimonopoly regulations.
  • Research and Analytics: For analytical purposes to understand how our services are used and to inform our business strategies. This analysis is typically performed on an aggregated or de-identified data set that cannot be linked back to you personally.

We base our processing of your personal data on the necessary grounds to fulfil our contractual obligations with you, to comply with our legal obligations, to protect your vital interests, or when it is in our legitimate interests to do so and not overridden by your rights. In cases where we require your consent to process personal data, we will seek such consent in accordance with the applicable laws.

Disclosure of Personal Data

Firm Fit Ltd takes your privacy seriously and discloses your personal data only in situations that are necessary for providing our services, complying with legal requirements, or protecting our rights. Below are the circumstances under which we may share your data:

  • Service Providers and Business Partners: We may share your personal data with trusted third-party service providers and business partners who perform services on our behalf, such as payment processing, AI services, data analysis, email and hosting services, and customer service. These third parties are authorized to use your personal data only as necessary to provide these services to us.
  • Compliance and Harm Prevention: We may disclose your personal data if required by law, such as to comply with a subpoena or similar legal process, or when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
  • Merger, Sale, or Bankruptcy: If Firm Fit Ltd is involved in a merger, acquisition, sale of assets, or bankruptcy proceedings, your personal data may be transferred or disclosed as part of the transaction.
  • Consent: We may share your personal data with other parties with your explicit consent to do so.

Before sharing your personal data with any third party, Firm Fit Ltd ensures that all necessary precautions and legal agreements (such as data processing agreements) are in place to protect your data in accordance with this policy and applicable data protection laws.

We do not sell, lease, rent or otherwise disclose your personal data to third parties without your consent, except as described in this policy or as required by law.

Retention of Personal Data

Firm Fit Ltd retains personal data only for as long as necessary to fulfill the purposes for which it was collected, including for the provision of our services, as well as to comply with our legal obligations, resolve disputes, and enforce our agreements. The retention period depends on various factors, such as the nature of the data, the reasons for its collection and processing, and legal or regulatory obligations that require us to retain the data for a certain period.

For personal data associated with your account, Firm Fit Ltd maintains this data for the duration of your account’s active status plus a reasonable timeframe beyond this to allow for account reactivation, unless a longer retention period is required or permitted by law.

In cases where data is not linked to your account, such as information collected for analytical, research, or statistical purposes, this data may be retained in a form that does not allow you to be identified directly or indirectly, for as long as necessary for the purposes for which it is processed.

Personal data that is no longer necessary for the purposes for which it was collected or subsequently processed will be securely deleted or anonymized. If deletion is not possible (for example, because your personal data has been stored in backup archives), then we will securely store your personal data and isolate it from any further processing until deletion can be achieved.

We also provide you with the ability to manage, modify, or delete your personal data within our services. You can access and update your personal data through your account settings or by contacting our customer support.

For more detailed information on our data retention policies or if you have any questions regarding the deletion or de-identification of your personal data, please contact us through the details provided in the ‘How to Contact Us’ section of this Privacy Policy.

Rights of Individuals

At Firm Fit Ltd, we recognize and uphold the rights of individuals in relation to their personal data. In accordance with the General Data Protection Regulation (GDPR) and other relevant data protection laws, individuals have the following rights:

  • The Right to Access: You have the right to request access to the personal data that Firm Fit Ltd holds about you. This includes the right to be informed of the nature, processing, and use of your personal data.
  • The Right to Rectification: You have the right to request correction of your personal data if it is inaccurate or incomplete.
  • The Right to Erasure (‘Right to be Forgotten’): You can request the deletion or removal of personal data where there is no compelling reason for its continued processing.
  • The Right to Restrict Processing: You have the right to request that Firm Fit Ltd restricts the processing of your personal data, under certain conditions.
  • The Right to Data Portability: You have the right to request the transfer of your personal data to another organization, or directly to you, in a structured, commonly used, and machine-readable format.
  • The Right to Object: You have the right to object to the processing of your personal data based on legitimate interests, direct marketing (including profiling), and processing for scientific or historical research and statistics.
  • Rights in Relation to Automated Decision Making and Profiling: You have the right not to be subject to a decision based solely on automated processing, including profiling, which has legal effects concerning you or similarly significantly affects you.

Firm Fit Ltd is committed to facilitating the exercise of these rights in an accessible and timely manner. If you wish to exercise any of the rights mentioned above, please contact us through the contact details provided in the ‘How to Contact Us’ section of our Privacy Policy. We may request specific information from you to help us confirm your identity and ensure your right to access the requested information. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.

We aim to respond to all legitimate requests within one month. Occasionally, it might take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.

Please note: In some jurisdictions, not all of these rights may be applicable, or there may be additional rights not listed here. Firm Fit Ltd aims to respect the specific rights accorded under local laws in all regions in which we operate.

Legal Bases for Processing

Firm Fit Ltd processes your personal data in accordance with the legal bases established by relevant data protection laws, including the General Data Protection Regulation (GDPR). The following provides an overview of the legal bases on which we rely to process your personal data:

  • Consent: We may process your personal data when you have given us explicit consent to do so for a specific purpose. You have the right to withdraw your consent at any time. However, withdrawing your consent will not affect the lawfulness of any processing carried out before you withdrew your consent.
  • Contract Performance: We process personal data as necessary to perform our contractual obligations to you under our terms of service or other agreements you have with Firm Fit Ltd, including providing our services to you.
  • Legal Obligation: We may process your personal data where it is necessary for compliance with a legal obligation to which we are subject.
  • Vital Interests: We may process personal data when necessary to protect the vital interests of the data subject or another natural person, such as in emergency situations.
  • Legitimate Interests: We may process personal data when it is necessary for the purposes of the legitimate interests pursued by Firm Fit Ltd or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data. This includes processing for marketing, business development, fraud prevention, and to ensure network and information security.

Where we rely on legitimate interests as a basis for processing, we carry out a balancing test to ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests. We provide details of our balancing tests upon request.

It is essential for us to process certain personal data to provide our services effectively and comply with the obligations under the law. Without such processing, we may not be able to provide all of our services to you.

If you have any questions or need further information about the specific legal basis we are relying on to process your personal data, please contact us through the ‘How to Contact Us’ section of this Privacy Policy.

Data Transfers

Firm Fit Ltd is committed to protecting your personal data, regardless of where it is processed or stored. As a company registered in England, we operate in accordance with the data protection laws applicable in the United Kingdom, as well as in compliance with the General Data Protection Regulation (GDPR) for our customers within the European Economic Area (EEA).

Personal data collected by Firm Fit Ltd may be stored or processed in countries outside of the United Kingdom or the EEA, particularly when we use service providers located in these areas. In such cases, we take all necessary steps to ensure that your data is treated securely and in accordance with this Privacy Policy and the relevant data protection laws.

To safeguard your personal data during such transfers, we rely on:

  • The use of Standard Contractual Clauses approved by the European Commission, which provide specific guarantees around the processing of personal data when it is moved outside the EEA.
  • Where applicable, relying on adequacy decisions by the European Commission regarding countries that provide an adequate level of data protection, meaning that data can be transferred without the need for additional safeguards.

We also ensure that all service providers with access to personal data are bound by data processing agreements that uphold the standards of GDPR, including provisions for the secure processing and transfer of data.

It is our priority to protect and respect your privacy rights, and we strive to ensure that appropriate protections are in place when we transfer your data internationally. This includes conducting thorough due diligence on our service providers to ensure they meet our strict privacy and security standards.

If you have any questions about the transfer of your personal data, please contact us via the details provided in the ‘How to Contact Us’ section of this Privacy Policy.

How to Contact Us

If you have any questions about this Privacy Policy, the practices of Firm Fit Ltd, or your dealings with our services, or if you have any concerns or complaints about the way we process your personal data, we encourage you to contact us. For all privacy-related inquiries, including concerns about how we collect, store, and use your personal data, or requests related to your data protection rights, please reach out to us via the following method:

Email: support@firmfit.co.uk

Your privacy and the security of your personal data are of utmost importance to us. We are committed to addressing all your inquiries and concerns in a timely and respectful manner. Please include specific details of your query or concern to help us to respond efficiently.

This contact option is dedicated to addressing your privacy and data protection concerns. For any other general inquiries, please use the same contact method, and we will ensure your message is directed to the appropriate team within Firm Fit Ltd.

We appreciate your trust in us and strive to answer all correspondence promptly.