The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the GDPR). This legislation will replace current data privacy law, giving more rights to you as an individual and more obligations to organisations holding your personal data.
One of the rights is a right to be informed, which means we provide greater insight and transparency about the way in which NameSwitch collects, processes, shares, stores and ultimately destroys your personal information.
1. Information we collect
We collect information in 3 ways:
- When you provide information directly to us in order to use our service
- When you provide your e-mail address for us to contact you via the contact form on the website
- Through technology such as "cookies" which aggregates non-personally identifiable information on how our website is being used
2. Use of information
We use the information we collect in the following ways:
To personalise the content of our service, to create your own specific NameSwitch pack and to contact you regarding your account if required, for instance responding to a query raised by you.
To contact users for marketing purposes, which you can unsubscribe from at any time by simply e-mailing "Unsubscribe" to [email protected]
To improve the content and usability of our services for example to add additional categories and companies to notify of a change in name.
3. How we Store and Process your Data
We collect your personal data and any ‘optional' information you provide via our secure online form.
Depending on your personal settings, your system will most likely store your form entries on your computer/devices cache. Our system will only store your data after you have read and accepted our Terms of Service.
Our system processes your data and generates personalised letters, forms and instructions for your selected companies onto a secure platform which is password protected for only you to access & download.
All Print Packages are processed by NameSwitch staff on our secure premises. No third party will have access or involvement in the printing process.
All Print Packages are sent via Royal Mail Tracked (formally known as recorded delivery). As a safety measure to protect the level of sensitive information included, we always send packages recorded to the users registered home address. If not delivered they are held in the Royal Mail postal system and a redelivery or collection can be arranged for a time that is more convenient to you. We regret that we are unable to send recorded post to a workplace where the risk of being misplaced is regrettably increased.
Profiles remain on our secure server for 3 months from the date or order. They can be regenerated upon request, as long as it falls within a 6 month period by emailing: [email protected]
Your documentation and personal data will be automatically destroyed 6 months after the profile creation date. After this time, it cannot be retrieved or regenerated. Your name, email address, date of purchase and product type will be stored for accounting and audit purposes.
4. Optional Information
When completing your order on NameSwitch, you will be given the choice to enter ‘Optional Information’ for the specific accounts that you have selected to notify. For example, a drivers licence number, banking details, pension details etc. This data, if provided is added to the forms or letters that are generated for the companies in question. Providing this information is completely optional. You may also enter these manually on the form/letter at the point of signing.
Any optional data that you provide will not be passed on to ANY of our technical solution partners. This data is not required by them to perform their functions.
All optional data that you submit will be destroyed after 6 months as part of your account closure. You may request that we remove your entry at any time before this date by submitting a request via email to: [email protected] or in writing to our registered office address:
FAO: Cecile Mazuet
Charnham Lane Hungerford RG17 0EY
5. Is my Data secure with you?
We take all reasonable steps to ensure that the information we collect is stored securely against unauthorised access through the use of various methods including access limitation, and industry-standard Secure Socket Layer (SSL) encryption technology to safeguard the account registration process and sign-up information. Other security safeguards include but are not limited to data encryption, firewalls, and physical access controls to building and files.
6. Who are our Technical Solution Partners?
We have carefully vetted and selected industry leading technical solution partners who enable us to provide a seamless, secure & privacy conscious NameSwitch service.
We take care to ensure that the encrypted data that they receive is for the sole purpose of performing the tasks/functions which are summarised below. A link to our partner privacy policies are also provided below.
7. How long will you keep my data for?
All documentation & personal data will be automatically destroyed after 6 months. Customer Name & Profile settings will be held for the purposes of satisfying any legal, accounting, or reporting obligations or to resolve disputes.
As an added security measure, profiles will be removed from the server after 3 months. You may contact us at any time before the 6-month period from the date your order was first processed, and we will gladly re-generate your profile which you may then download.
8. Who can I contact with privacy queries or data portability requests?
You can exercise your privacy rights at any time. Your privacy rights include access, correction, erasure, and data portability.
Please in the first instance contact us via email: [email protected] or in writing to our registered office address:
FAO: Cecile Mazuet
Charnham Lane Hungerford RG17 0EY
NameSwitch is registered with the UK governing body, the Information Commissioners Office - the ICO. You can contact the ICO on 0303 123 1113 or via email using the online contact form here
You may also write to the ICO at the following address:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
9. Disclosure of information
NameSwitch reserves the right to disclose your information to law enforcement, government officials, or other third parties if required by law or we believe in good faith that the disclosure is necessary to prevent physical harm or financial loss, to report suspected illegal activity, or to investigate violations of our Terms of Service. Any such sharing or disclosure of your information will be in compliance with applicable data protection laws and regulations.
"Cookies" are a feature of web browser software that allows web servers to recognise the computer used to access a website. Cookies can remember what information a computer accessed on one web page to streamline activities on related web pages and to make the online experience easier and more personalised. Log files are used to monitor, measure, analyse, improve, and troubleshoot our service. Cookies do not contain any personal information.
You can opt out of having cookies set on your browser, via your browser's menu. Please note that in doing so it may limit some functionality of our service.
11. Protection of information
We are committed to protecting your information. Your password protects your individual account and you should use a unique and strong password, limit access to your computer and browser, and log out after having used the NameSwitch service.
We also take all reasonable steps to ensure that the information we collect is stored securely against unauthorised access through the use of various methods including access limitation, and industry-standard Secure Socket Layer (SSL) encryption technology to safeguard the account registration process and sign-up information. Other security safeguards include but are not limited to data encryption, firewalls, and physical access controls to building and files.