Synergy Immigration Solutions Privacy Notice

This privacy policy explains how we use any personal information we collect about you, when you contact us.

Where we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with UK data protection law. This includes, but may not be limited to the Data Protection Act 2018, the UK General Data Protection Regulations (UK GDPR) and the Privacy and Electronic Communications Regulation (PECR).

This notice provides information concerning the processing activities for Synergy Immigration Solutions Limited, company number 12761929.

What information do we collect about you?

We collect information about you when you fill in an online form to:

• Get in touch via our website
• Contact us
• Sign up use our services

This information may include:

• Name, role and organisation
• Contact details including email address, telephone number and address
• Personal documentation relating to the clients immigration needs

We collect material that you proactively post or contribute to our sites including social media and any correspondence you have with us.
We also collect information on your website usage through cookies, if your browser accepts them. Some of our websites feature tracking software – this means that if you’re a logged-in user, have filled an online form or have previously clicked a link in one of our emails, we may link your website usage information (such as pages visited, IP address, browser and device used) to other information we hold about you, such as your name and organisation.

When you contact us by email, letter or on the phone, we may also record this information on our customer relationship management system (CRMS), Clio, to help us process your request efficiently.

We also collect information on your website usage through cookies, if your browser accepts them. Some of our websites feature tracking software – this means that if you’re a logged-in user, have filled an online form or have previously clicked a link in one of our emails, we may link your website usage information (such as pages visited, IP address, browser and device used) to other information we hold about you, such as your name and organisation.

When you contact us by email, letter or on the phone, we may also record this information on our customer relationship management system (CRMS), Clio, to help us process your request efficiently.

How do we use your information?

We collect information about you to manage your account or fulfil any contract we have with you.

We use information collected from your website visits to personalise your future visits and to improve the experience we provide to our online users. For example, information like the browser and device you are using helps us to maintain usable and accessible websites for all our audiences.

We also use your information to help us develop products and services that you need, and where we have a lawful basis and permission to contact you, we may use it to help us send you relevant and timely information about the help and support that we offer.

Where do we store your information?

Clio – customer relationship management system (CRMS)

All client information is stored on our CRMS Clio, which has approved supplier status by the law society. Clio is a completely cloud based case management software which is dedicated to storing data securely. They have implemented multiple levels of security and are therefore audited everyday by TrustedSite. Clio’s Privacy Policy captures how they store the data inputted into the software and has been reviewed by TRUSTe for compliance.

Security and encryption

We take great care to ensure that our websites operate at the highest security levels and that our suppliers are committed to best practice in digital security. All personal information is encrypted in transmission. However, the security of data transmission via the internet can never be 100% guaranteed, and data transmission is at your own risk.

Cookies

What are cookies and how do we use them?

The use of cookies is common practice on modern websites. A cookie is a small text file which is placed on your computer’s hard drive by a website. When you visit our website, your browser checks to see if it has any cookies for it, and sends the information contained in those cookies back to the site in order to tailor and improve your experience.

We also use third-party cookies to track how our websites are used, as well as to carry out our advertising and marketing activities.

Third-party cookies

When you visit our websites, we allow a third party app called Cookieyes to set cookies on your device to help us better understand who our users are and how they use our websites. This information enables us to:

• measure our sites’ effectiveness
• improve our content and user experience
• make our website more useful and relevant to your interests
• promote our services and resources more usefully online
• make adverts you see online more relevant to you
• limit the number of times you see our promotional advertising.

For example, we use Google Analytics cookies to collect anonymous usage and visitor behaviour information – this includes:

• IP address
• operating system
• browser type
• pages visited
• links you click on
• services you purchase.

Email cookies

Our email campaigns and website contain cookies to tell us whether emails are opened and verify any clicks through to links within an email. We use this information to help us understand how an email campaign has performed, what types of emails and content our users find interesting, and what actions our users took, so we can improve our email campaigns in the future and make our emails more relevant to you.

Can I refuse cookies?

Yes, you can. We use the CookieHub cookie consent management system to manage cookies on our website https://www.synergyimmigrationsolutions.com/. When you first access the site, you can set your preferences. If you refuse cookies, you will still be able to access the site. If you refuse cookies, please be aware our website may not work smoothly for you and there will be certain parts that won’t function correctly. You can delete the cookies stored on your computer at any time.

Email marketing

If you have signed a client agreement from Synergy Immigration Solutions, we will send you information which may be of interest to you.

You have a right to stop us from contacting you for marketing purposes at any time. You can do this in several different ways:

• All our marketing emails contain unsubscribe links
• Contact us at any time to request a change to your marketing preferences

Record keeping and Retention

As we are regulated by the OISC, we are legally obliged to keep data for six years following an application to the Home Office, whether this be for a sponsor licence or visa application. We do not keep your information for longer than necessary. Following the retention period, we will delete all stored data from Clio our CRMS if we have had no contact with you for six years.

Data Subjects’ Rights

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, you can:

• email info@synergy-immigration.com
• write to Synergy Immigration Solutions Ltd, Rivington House, 82 Great Eastern Street, London EC2A 3JF
A charge can be made for dealing with requests relating to these rights, if the request is time consuming.

Data protection regulations give you clear rights over how your data is used by us. You can find details about your rights by visiting the Information Commissioner’s Office website’s section on individual rights.

You also have the right to report concerns or complain about our handling of your data to the Information Commissioner’s Office. Details of how to do this can be found on it’s website.

If you are concerned about the way Synergy Immigration Solutions are processing your personal data, you have the right to complain. You may do this by contacting us using the following details:

• Email info@synergy-immigration.com
• write to Synergy Immigration Solutions Ltd, Rivington House, 82 Great Eastern Street, London EC2A 3JF

Or you may complain to the regulator of information rights in the UK the Information Commissioner’s Office (ICO). You can find more details on their website.

Sharing Personal Data

Synergy Immigration Solutions will not sell your information to any third party. We may share your information with third parties, where we have legal duty to do so or to provide you with a service you have asked for. For example, the Home Office to process your immigration related applications.

Changes to our privacy policy

We keep our privacy policy under regular review, and we will place any updates on this web page. This privacy policy was last updated on August 2023.