Effective Date: 03 June 2025
Data Controller: ARVOSE Ltd, Registered in England and Wales
Introduction
ARVOSE is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your data in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any applicable financial regulations.
What Data We Collect
We collect and process the following types of personal data:
Identity data (e.g. name, job title, company details)
Contact data (e.g. email address, phone number)
Technical data (e.g. IP address, browser type, device ID)
Usage data (e.g. interactions with our portal, support logs)
Financial data (e.g. payment details, transaction records)
Authentication data (e.g. login credentials, API keys)
We may also collect sensitive data where strictly necessary and with your explicit consent.
How We Use Your Data
Your data is used to:
Provide access to our services (portal, CRM, APIs)
Process payments and manage billing
Fulfil legal and regulatory obligations
Respond to support requests and technical issues
Improve service functionality and security
Communicate service updates or legal notices
We do not sell or share your data with third parties for marketing purposes.
Legal Basis for Processing
We process your data based on:
Contractual necessity – to deliver services as agreed
Legal obligation – to meet regulatory and compliance duties
Legitimate interests – to maintain and improve our services
Consent – where explicitly required (e.g. cookies or sensitive data)
Data Sharing and Third Parties
We only share your data with:
Sub-processors required to deliver our services (e.g. payment gateways, Salesforce)
Regulators, law enforcement, or courts when legally obligated
IT and infrastructure providers under strict contractual terms
We ensure all third parties adhere to security and data protection obligations.
In certain cases, ARVOSE acts as a data processor on behalf of clients. In these instances, we process personal data strictly under our clients’ written instructions and in accordance with applicable Data Processing Agreements (DPAs).
International Transfers
Where data is transferred outside the UK, we ensure it is protected by:
Adequacy decisions by the UK government
Standard Contractual Clauses (SCCs) or equivalent safeguards
Data Retention
We retain personal data only as long as necessary for:
The purposes outlined in this policy
Regulatory or legal obligations
Contractual enforcement or dispute resolution
Data may be anonymised or securely deleted once no longer needed.
We regularly review data stored in our systems to ensure it is not kept longer than necessary.
Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Correct or update inaccurate data
Request deletion of your data
Object to or restrict processing
Request data portability
Withdraw consent where processing is based on it
Requests can be submitted to [email protected]. We will respond within one month.
If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.
Data Security
We employ strong technical and organisational measures, including:
End-to-end encryption (in transit and at rest)
Role-based access controls
Multi-factor authentication
Continuous monitoring and logging
We are committed to maintaining PCI DSS and ISO 27001-aligned practices.
In the event of a data breach involving personal data, ARVOSE will:
Assess the scope and impact of the breach
Notify the Information Commissioner’s Office (ICO) within 72 hours if legally required
Notify affected individuals without undue delay where there is a high risk to their rights and freedoms
Take immediate steps to mitigate the impact and prevent recurrence
Automated Decisions & Profiling
We do not currently make decisions based solely on automated processing. If this changes, you will be notified and provided with the right to object.
Cookies
Our website and portal may use cookies for:
Session management and authentication
Analytics and usage tracking (only with consent)
You can manage cookie preferences through your browser or our cookie consent banner.
Changes to This Policy
We may update this policy from time to time. Updates will be published on our website with a revised effective date.
Contact
If you have questions regarding these terms, please contact:
ARVOSE Ltd
Email: [email protected]
Website: https://www.arvose.com
For data protection queries, you may also contact our Data Protection Officer (DPO) at [email protected].
