How we may use and store your data

At People Location and our holding company Rainbow Promotions UK Ltd, we take our lawful obligations seriously. As such, we are committed to protecting our client’s privacy and ensuring that compliant and stringent safeguards are in place at all times which ensures compliance with GDPR legislation.

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All information provided to us by you will be held securely on 256-bit encrypted hard drives.

New cases and ongoing work is stored on a standalone hard-drive. The drive is completely secure, so it can’t be remotely accessed, and it is encrypted with a 256-bit encryption. You must physically be at the terminal to transfer the data and you must have the passwords and data protection training to access, transfer, and use the data.
Whilst a case is being worked it is passed to the agent who again stores case data on a separate encrypted drive at their terminal.

As data processors, we know that client data and case data and subject data is personal and protected. With this in mind, our attitude is now and has always been, if we have no use for the data, don’t keep it!

So, once we have completed our searches, reported our findings, and closed our case file, we then destroy all case notes and client information within about 2-3 weeks. We tend to hold the notes for this short period in case the client reverts to us for further details or queries. We are clear that after two weeks we cannot refer to our case notes. We do keep, for tax and audit trail purposes, the invoice data.

But what the best way to destroy data to an unrecoverable state? It’s simple and easy to find. We use a Gutman style erasing technique which overwrites files and documents 35 times before deletion. This is similar to the USA DOD technique to erase and secure their own data.

For the purposes of UK data protection law, the data controller under this agreement is The Managing Director of Rainbow Promotions UK Ltd, Blackwell House Guildhall Yard London EC2V 5AE.


The personal information supplied by you may be recorded and processed by us for the following purposes

• To contact you about your search and ask you questions about the search

• We may need to verify your identity to ensure your reasons for searching are legitimate

• To adhere to our obligations to fight crime, fraud, money laundering and terrorism, or any other unlawful activity

• To fulfill our obligations to ensure your case is handled to the highest professional standards.

• For our legitimate business reasons and searches

• If you are a business and instruct us, you will need to ensure your compliance procedure adheres to the GDPR. Your end client may have the right to ask what information is supplied to us and how we have processed and stored their data. This may be via your own firm or direct with People Location or its holding company Rainbow Promotions UK Ltd.


 

We never share your data with any other person, company or government agency unless a lawful court order is produced

At People Location and its holding company, Rainbow Promotions UK Ltd, all client data and case data is protected. Hence were obligated by law to ensure the data held and processed by us is safe, secure and is not shared with any other third party without the client’s permission. If a lawful court order is produced, we will have to oblige and adhere to the order.


Your Rights of Access

GDPR legislation states that clients have certain rights in relation to personal information held on them by corporate entities. Hence you have the right to request us for the information held on you (the client). This will be supplied to you in a typed readable format. We may charge an administration fee to undertake the tasks set out. If you wish to exercise any your rights to check or obtain copies of the information we hold on you please contact us at info@peoplelocation.co.uk


Fair Processing Of Information

Most of the data that is processed by People Location or its holding company Rainbow Promotions UK Ltd is supplied by clientele or is gained through open-source data searches and consented data sources. The information can be extremely varied. Much of the data will consist of names, age or birthdates, family links, telephone numbers, and online profile and publications. We will always need a legitimate and lawful reason to undertake research of any person.

We may need to vet our customer's validity or purpose to acquire the data to ensure its a valid and lawful reason


The Reasons For Processing The Data

We process data for many different reasons. As long as the reason is lawful, legitimate and ethical we are happy to undertake the task. The main reasons we process data or undertake searches are listed below.

 

  • Reconnecting friends and family
  • Locating contact addresses for heirs or beneficiaries
  • Vetting potential tenants
  • Vetting suspected fraudsters
  • Vetting potential business partners or collaborators
  • Locating contact addresses for debtors
  • Locating contact addresses for retrieval of goods, or other property
  • Locating contact addresses for processing of real estate
  • Locating witnesses for court proceedings & other legal reasons
  • Locating a contact address for a suspected criminal
  • Locating contact addresses to inform a person of a bereavement
  • To reunite a person with an asset
  • Other valid and lawful reasons

 


Data Subjects & Rights Of Access or Erasure

Data subjects have the right to be informed as what data is processed and how it is processed.

You can request data access form by emailing us using the subject line “DATA ACCESS REQUEST” and request a data access form. We may require proof of your identity to ensure we are releasing the correct data to the correct person.

You can also request that the data is amended or deleted from our file. We don’t hold on to case data for longer than necessary. As per Article 5 (e) of the GDPR states, personal data shall be kept for no longer than is necessary for the purposes for which it is being processed. We usually delete this within 2-3 weeks after case closure. We do keep client invoice data for audit trail purposes.

Most searches involve public data that is obtained through government and open-source channels.

Data subjects have the right to ask what information we hold about them and the reasons for processing the data.

We wish to be clear that we are collectors of information and not the keepers or holders of the information. Hence we only hold data on clients and subjects of information requests for short periods of time and although we can amend or delete the data we have collected, we can not speak for, amend, or delete details from the original source.

Data access requests can be emailed to us at info@peoplelocation.co.uk. Use the subject line "DATA ACCESS REQUEST" You can also request a form by calling our office on 0208 390 1703. Or you can complete our online request form HERE.

We do need to confirm the identity of individuals requesting information from us.

 


Client data, storing data, and sharing of client data

At People Location, we protect and secure client and case data. New cases and ongoing work is stored on a standalone hard-drive. The drive has no online connection, so it can’t be remotely accessed, and it is encrypted with a 256-bit encryption. You must physically be at the terminal to transfer the data and you must have the passwords and data protection training to access, transfer, and use the data.


Whilst a case is being worked it is passed to the agent who again stores case data on a separate encrypted drive at their terminal.

As data processers, we know that client data and case data is personal and protected. With this in mind, our attitude is now and has always been, if we have no use for the data, don’t keep it!

So, once we have completed our searches, reported our findings, and closed our case file, we then destroy all case notes and client information within about 2-3 weeks. We tend to hold the notes for this short period in case the client reverts to us for further details or queries. We are clear that after two weeks we can not refer to our case notes. We do keep, for tax and audit trail purposes, the invoice data.

But what the best way to destroy data to an unrecoverable state? It's simple and easy to find. We use a Gutman style erasing technique which overwrites files and documents 35 times before deletion. This is similar to the USA DOD technique to erase and secure their own data.


Online submissions and our web presence

We do have an online form submission which again needs to be secure and GDPR compliant. Our web forms are outsourced to a professional web design firm who take data privacy very seriously. when it comes to secure user data and storage we are provided the very best security measures to ensure our clients are always protected from network abuse, spam and more.

All forms must be protected by...

✔ Spam Protection
✔ Virus and Malware protection
✔ HTTPS connection on sign up
✔ SSL Encryption
✔ Backups
✔ Data recovery

The platform is carefully monitored 24/7 for potential threats and unauthorized activities, such as Man in the Middle Attacks or IP Spoofing. Our online forms have the latest packages installed, updated whenever needed with a 256-bit SSL connection path between users and their online form submission. All our online form data is encrypted and securely kept on highly encrypted and legally compliant servers in multiple data centers.

We use spam, virus and malware protection services provided by McAfee Security measures include McAfee Virus and Malware Protection, Spam protection and virus protection McAfee is a world-renowned cybersecurity firm who monitor all the latest threats and each threat is carefully monitored and cleaned on a daily basis, so that our online submissions and form users can navigate in a secure and safe online environment. So, feel free to submit online order forms on your phone, Mac or PC without encountering any external threats at all!


E-Mail

Our E-mail is protected by one of the most advanced online security firms in the world, Google. According to Google sources, their email is now the most secure on the planet and is virtually un-hackable!

Bypassing encryptions and firewalls on this type of email is, so far, unheard of. The only way to gain access to the email data is by a 2-step verification procedure which is unparalleled in today’s email security industry. Google has supported and leads the way in encrypted connections, which makes it harder for anyone to access what we are sending or receiving. Google also monitors and warns us about any possible security risks, such as suspicious email’s that are not sent over an encrypted or secure connection.


Our Team

We are a small group of hardworking and closely-knit tracing experts with a passion for tracing people. Everyone who is employed by People Location, or its holding company Rainbow Promotions UK Ltd, are vetted, approved, and trained to adhere, comply and surpass the company’s regulatory obligations and client’s expectations.

 

If you have any questions about how we keep data safe, how we ensure compliant destruction of data or who we may share your data with or if you wish to check what data we hold on you or make a request for the data we hold about you, please feel free to email us at info@peoplelocation.co.uk and mark the email subject line or for the attention of the data compliance officer.

We aim to respond to data compliance requests within one month of receiving the request. Administration fees may be applicable for data compliance requests.


Complaints & Grievances Procedure

Good practice and government guidelines dictate that we should have a transparent channel for complaints and the procedures we use for dealing with complaints. We are glad to say that we get very few complaints about our service but if you do have a complaint or wish to raise your concerns the best way to complain is to call us on 0208 390 1703. You can also email us at info@peoplelocation.co.uk and outline the details of your complaint. Our staff will take the details of your complaint and it will be assessed by management. We aim to resolve most complaints at the point of contact or within 1 working day of the complaint being made to us. We may need to investigate the specific issue in which case it may take longer. We will usually revert to you within one working day to advise you of the process we are undertaking and the expected timeframe you can expect to hear our decision.


The People Location websites and online presence is owned and operated by Rainbow Promotions UK Ltd, Co No: 05739104, VAT No: 423 5693 92. ICO registration number Z1106333. (Rainbow Promotions UK Ltd)

People Location
Blackwell House
Guildhall Yard
London
EC2V 5AE

TEL:  020 8 390 1703
Email:  info@peoplelocation.co.uk
Our Websites
Web: www.peoplefindersuk.co.uk
Web: www.peoplelocation.co.uk
Web: http://tracing-agent.business.site/
Web: www.familytracingexpert.com
Web: www.ukpeopletracer.co.uk

People Location

Part of the Rainbow Promotions Group
© 2019 Rainbow Promotions UK Ltd

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