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Privacy Notice
Privacy Notice
First Rate Exchange Services Limited (‘First Rate’ or ‘us’ or ‘we’) is committed to protecting and respecting your informational privacy.
This Privacy Notice explains how, when and why we use your personally identifiable information and also explains your rights in relation to that information. Your personally identifiable information is described and referred to in this Privacy Notice as your ‘personal information’ or your ‘personal data’.
This Privacy Notice also explains how others, including other organisations within the First Rate Group of companies, may or will use your personal data.
This is the Privacy Notice for:
• Our website https://www.currencycoach.co.uk/ (the “Website”);
• Visitors to our Website (including any third party that accesses the Website and is not employed by First Rate and acting in the course of their employment);
• Customers, or Account holders of our training services including our training courses relating to ‘The Currency Coach’, ‘Passport Check and Send’ and ‘Post Office Travel Insurance’;
By accessing and using our website or engaging us to provide you with our services or completing an online enquiry form, you agree to the collection, use, storage and transfer of your personal information under the terms of this Privacy Notice including our terms and conditions of business https://www.currencycoach.co.uk/terms; the Data Protection Act 2018 and the UK General Data Protection Regulation (‘UK GDPR’); and, the Privacy and Electronic Communications Regulations 2003 (‘PECR’).
Please note that this Privacy Notice does not apply to third-party websites that are accessible via any links contained in our website. If you choose to click on those links, you may permit third parties to collect and/or share your personal data with others. We are not responsible for any third-party websites or their Privacy policies.
Our services (including our website) are not intended to be used by any person under the age of 18. As a result, we neither intend nor knowingly collect personal information from anyone under the age of 18. If you are under 18 and wish to ask a question or use our website in a way that requires you to submit any personal information, please ask your parents or guardian to do it on your behalf. If we learn that we have unknowingly collected personal information from someone under the age of 18, we will delete that information as quickly as possible.
Identity of data controller
First Rate Exchange Services Limited, of Botanica. Ditton Park. Riding Court Road. Datchet. SL3 9LL is registered with the Information Commissioner’s Office (the ‘ICO’) as a data controller with registration reference Z6622513
If you have any enquiries, concerns or complaints about our data processing activities, please contact us either by:
• telephone on 03458 50 30 50 between 9am – 5pm Monday – Friday; or,
• email at thecurrencycoachteam@firstrate.co.uk ; or,
• post to Botanica. Ditton Park. Riding Court Road. Datchet. SL3 9LL
Alternatively, the ICO also provides a helpline and complaints service. The ICO is the United Kingdom’s independent regulatory authority in relation to data protection matters and information rights and can be contacted at: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or at www.ico.org.uk or by telephone on 0303 1231113.
Who we are and what we do
First Rate provides The Currency Coach product and/or service which is a sales-focused training resource designed to deliver courses for and on behalf of businesses, including franchised businesses, which work with the Post Office. Our courses help the employees of the businesses that work with the Post Office to elevate their product and sales skills in order to maximise travel money, travel money card, Post Office Travel Insurance and Passport Check and Send products and sales in the franchised stores.
Your responsibilities
Although it is our responsibility to ensure compliance with data protection laws, we also ask you to act responsibly with your own personal data; so please:
• Make sure you read this Privacy Notice and make sure you understand its contents. If you have any questions about it, please contact us at thecurrencycoachteam@firstrate.co.uk ;
• If you open, hold or use a customer account with us then you are responsible for using and accessing your account in a secure environment and for making sure your username and password are also kept securely.
• If you believe your informational privacy has been compromised as a result of using our services or your online customer account, please contact us immediately.
• We use appropriate security measures to protect your informational privacy, but unfortunately, any form of data transmission which is based on using the Internet can never be guaranteed as completely secure. We cannot accept liability or responsibility for any unauthorised access to or loss of your personal data that is beyond the scope of the appropriate security measures that we have put in place.
Visitors to our website
What information do we collect about you?
How do we use the information we collect about you?
How long do we hold your personal information?
We will collect information about you when you access or visit our website (including when you complete the online registration/sign up form); when you search our website for products and services or request further information from us.
The type of information we may collect from you when you access, visit or search our website, may include your name, job title, e-mail address (if you complete the online registration/sign up form); as well as information about your computer via analytics software such as Google Analytics or other similar technologies. The information we collect includes details of your visits to the website, traffic data, location data, your IP address, operating system, and browser type.
If you contact us, we may keep a record of any communication dependant on the nature and purpose of the communication.
How do we use the information we collect about you?
• To contact you for your views on our services.
• If you agree, to keep you informed about our products and services that we offer and about news and promotions.
• To manage, maintain and improve our website.
How long do we hold your personal information?
We only retain your information for up to 5 years in order to respond to your query, provide you with the information you require or to send you updates on our products and services for as long as you indicate that you are happy for us to do so.
Customers/Account Holders
What information do we collect about you?
We will collect information about you if you apply for, register open and/or operate a customer account with us; if you participate in our training courses; if you make a complaint or if you use our support and administrative services or ask for further information from us.
The type of information we may collect from you is:
• Personal details (your full name)
• Job Title
• Contact Details including branch FAD code and branch name;
• The courses you have taken and your test results;
• Email address.
If you contact us, we may keep a record of any communication between us dependant on the nature and purpose of the communication you make. This includes general enquiries and any other data that will require further action from us.
How do we use the information we collect about you?
• To process and administer your course registration including the courses you have taken and your test results;
• To manage your employer’s account (if applicable);
• To provide your employer with information relating to your participation in our training courses;
• To respond to your questions and enquiries.
• To notify you about important changes or developments.
• For account and complaints and management purposes.
• For claims and insurance purposes.
• For record keeping purposes.
• If you agree, to keep you informed about our products and services that we offer and about news and promotions.
How long do we hold your personal information?
We retain customer data for as long as it is necessary to fulfil the purposes it was collected for, as required to satisfy any legal, accounting, regulatory or reporting obligations, or as necessary to resolve disputes.
We retain customer data for as long as it is necessary to fulfil the purposes it was collected for, as required to satisfy any legal, accounting, regulatory or reporting obligations, or as necessary to resolve disputes.
Basis of our lawful processing
The obligations imposed on us by data protection law means that we can only use your personal data if we have a lawful reason to do so. We have the following lawful reasons for using your personal data:
Our legitimate interests
Where processing your personal data is necessary for our own legitimate interests or the legitimate interests of a third party, which includes your employer, provided that those interests are not outweighed by your individual rights and interests.
Your consent
Where you have given us your express consent for us to process your personal data for any of the following purposes:
• Sending you notifications, text messages and emails about your participation in our courses, products and services, events and promotions;
• BUT we will not share your data with any third parties for marketing purposes, unless you consent.
You can withdraw your consent at any time by clicking on the ‘Unsubscribe’ link in our notifications, messages or emails or calling Customer Services on 03458 50 30 50
Please also see the section below ‘Keeping You Informed’.
Our legitimate interests
Where processing your personal data is necessary for our own legitimate interests or the legitimate interests of a third party, which includes your employer, provided that those interests are not outweighed by your individual rights and interests.
We use your personal data because it is necessary for the purposes of (i) the formation, performance or termination of our agreement with your employer in relation to the supply and support services of our courses, products and services in accordance with our terms and conditions of business https://www.currencycoach.co.uk/terms;
In summary, processing your personal data is necessary for the following legitimate interests:
• The supply of our courses, products and services to you and to your employer;
• Account Management, including providing and administering your registration and your participation in our courses;
• Administrative tasks relating to our contract with your employer, including the provision of information to your employer relating to your participation and completion of the training courses you have taken and your test results;
• Delivering, developing, and improving our courses, products and services;
• Recording and monitoring telephone calls for training purposes and to improve the quality of our services;
• Improving customer facing services, including managing complaints, solving issues via live chat support, messages, notifications, telephone, or email and asking you for a review of our products or services;
• Producing management information;
• Preventing crime and detecting fraud;
• Our direct marketing activities, including determining whether our marketing activities are effective;
Our legal obligations
Processing your personal data is necessary to fulfil a legal obligation that we are required to comply with such as adhering to the requirements imposed by UK legislation including Income Tax Acts, VAT Acts, Companies Acts; the regulatory requirements imposed by HMRC and the ICO; anti-money laundering measures; the prevention and detection of fraud; responding to a request from the English courts or the police; defending legal rights; our insurance obligations and ICO record keeping obligations.
Processing Special Category Data and Children’s Privacy
Where we collect, process and store any of your special category data, we only do so with your explicit consent or where it is necessary for the establishment, exercise or defence of legal claims either when we are faced with any legal claims made against us or where we pursue legal claims ourselves. Our products and services are not directed at, nor do we knowingly collect data from, young persons under the age of 18.
Where is the data stored?
All data collected by First Rate is stored within the United Kingdom (UK) and/or European Economic Area (EEA). In some instances, we may choose to engage other companies to store or process your personal data on our behalf. In every case, where we chose to do that, we will ensure that any company that we engage is subject to the same standards of data security and provides you with the same level of personal data protection as we are.
This means that where we may transfer or store your information outside the UK or EEA, we will take steps to ensure that your privacy rights continue to be protected as outlined in this Privacy Notice.
Keeping you informed
If you have registered or enquired about our products or services previously, we may also use the information we collect to let you know about our other products and services which may be of interest to you and to keep you updated with information about promotional offers. If you agree, we would also like to send you information for other marketing purposes. This may include information about First Rate, products, services, events or promotions. If the email address you have provided to us is a corporate email address, we may contact you at any time to let you know about our products and services.
However, you will be able to let us know if you no longer want to receive material from us each time that you receive a communication by following the link to unsubscribe.
Disclosing your data
We never make your personal details available to third party companies for marketing purposes, nor do First Rate rent or trade email lists with other organisations or businesses.
However, we may share your course data including the courses you have taken and your test results with your employer and we may use other companies to provide services to you on our behalf. These services may include but are not limited to answering your questions about our products or services, sending postal mail and e-mails, analysing data and to obtain professional advice. We will only provide those companies with the information they need to deliver the service we have engaged them for and they are prohibited from using that information for any other purpose.
You can unsubscribe to marketing mailings at any time by clicking the unsubscribe link within any of our emails or by emailing thecurrencycoachteam@firstrate.co.uk
We may have to disclose your information by law or because a court or the police or other law enforcement agency has asked us for it.
How is your information protected?
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so. Please also see the section above on ‘Your Responsibilities’.
If you want detailed information on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
Cookies
To obtain further information relating to the Cookies operating on our website, please view our Cookies Policy.
Other websites
This site contains links to other sites such as accreditation companies and/or official regulating bodies. First Rate is not responsible for the privacy practices or the content of such websites.
Your Information Rights
The UK GDPR, gives you a number of important Information Rights which in most cases you can exercise free of charge. However, your ability to exercise your Information Rights depends on various factors, and in some cases it will not be possible for us to agree to your request e.g. where legal exemptions apply, or where the specific right you seek does not apply to the type of information we hold.
In summary, your Information rights are:
• The right to obtain confirmation from us as to whether or not we are processing your personal data and if we are, the right to be provided with certain supplementary information about our processing activities; however, please note that this Privacy Policy is already designed to provide you with that supplementary information;
• The right to ask us to correct any mistakes contained in the information we hold about you;
• The right to require us to erase your personal data in certain situations;
• The right to data portability, which means the right to receive (or for a third party you have chosen to receive) an electronic copy of the personal data you have given to us;
• The absolute right to object at any time to processing your personal data where we only use it for direct marketing;
• The right to object to decisions being taken about you based solely on automated means which produce legal effects concerning you or are similarly significant in how they affect you;
• The right to object in certain other situations to our continued processing of your personal information;
• The right to otherwise restrict our processing of your personal information in certain circumstances.
For further information on each of these Information Rights, including the circumstances in which they apply, please see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation, the link is here https://ico.org.uk/your-data-matters/your-right-to-get-copies-of-your-data/
If you would like to exercise any of the rights above, please email us at thecurrencycoachteam@firstrate.co.uk or write to us at Data Protection, First Rate Exchange Services Limited, of Great West Road, Brentford, London, TW8 9DF. Let us have enough information to identify you and let us know the information to which your request relates.
We want to make sure that your personal information is accurate and up to date. Therefore, if you think any information we hold about you is incorrect or incomplete, please email or write to us at the addresses given above as soon as possible so we can update our records.
Changes to this privacy policy
We keep our Privacy Policy under regular review and if we change our Privacy Policy we will post those changes on this page so that you are always aware of what information we collect and how we use it. You should therefore refer to this policy regularly.
This policy was last updated in January 2024.
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