Billhop UK (company registration no. 13838704) is an Authorised Payment Institution licensed and regulated by the Financial Conduct Authority (FCA) (firm reference no. 998735). Billhop UK (‘we’, ‘us’, or ‘our’) is committed to protecting the privacy and security of your personal information. This privacy policy explains how Billhop collects, processes, and shares your personal data when you visit our website, have general communication with us, when we provide our products and services, or when we process your data in any other way.
More information about Billhop as well as about our products and services is available at www.billhop.com. If you have any questions about this privacy notice or our processing of your personal data, please do not hesitate to contact us at privacy@billhop.com.
Billhop UK is the data controller for the processing of your personal data in connection with the provision of our products and services to you. You can reach us as follows:
1st Floor, 80 Clerkenwell Rd, Element, London, EC1M 5RJ
privacy@billhop.com
When you visit our website
When you visit our website, we may collect and process certain personal data through the use of cookies. For more information on our use of cookies and your ability to choose which cookies you accept, please see our Cookie Notice (https://billhop.com/resources/cookie-policy/).
Data you actively provide
We collect personal data that you actively provide to us when you communicate with us, such as your name, phone number, email address, and other contact details. This occurs when you sign up for marketing updates and request access to information that we provide such as whitepapers, or when you contact us in any other matter.
To manage our business relationships, we also need to process data about representatives of customers and suppliers. If you are such a representative, we may process basic data about you such as your name, phone number, email address, and other contact details. This data could be collected directly from you or from the business that you represent.
Finally, in the context of our payment services business, we also need to process certain data about our customers’ users of our services, key personnel of our customers and ultimate beneficial owners of our customers (UBOs). The data we may process is data about you such as your name, identity verification documents (e.g. your passport) phone number, email address, and other contact details. This data could be collected directly from you or from the business that you represent.
Data collected from third parties
In the context of our payment services business, we may collect identification data used to establish directors and ultimate beneficials of our customers from third party service providers. For directors and ultimate beneficials, we also collect data on PEP (Politically Exposed Person) status and whether they appear on a sanction list (issued by UK or OFAC).
When you visit our website
When you visit our website, we may collect and process certain personal data through the use of cookies. For more information on our use of cookies and your ability to choose which cookies you accept, please see our Cookie Notice (https://billhop.com/resources/cookie-policy/).
When you contact us in general matters
The data we may process is your name, email address and phone number as well as other data that you provide to us and that may be needed to handle your inquiry. We process this data to be able to communicate with you in general matters regarding our products and services.
When we market our products and services
We may use your personal data to be able to communicate to you as part of our efforts to inform about and market our products and services. The data we may process is your name, email address and phone number. Please note that if you no longer want to receive marketing from us, you can notify us at any time at privacy@billhop.com or click on the ‘opt out’ button on the footer of the email you receive. You are also able to manage your preferences of what types of communication you receive from us via the same footer link.
When we provide payment services
To provide our payment services, we need to process certain data about the customer representatives that use the services, such as name, contact details, user account information, and data related to the use of our service.
In order to fulfil our legal obligations in the context of anti-money laundering and counter-terrorism measures, we need to process certain information about our customers' ultimate beneficial owners, such as names, identity details and ownership interests. We also process data on PEP/RCA status (Politically Exposed Person/Relatives and Close Associates) and whether they appear on a sanction list issued by a relevant authority (e.g. UK or OFAC). In addition, we have legal obligations to monitor transactions and to report certain matters to supervisory authorities (including the personal data that may be involved).
Although our payment services are provided exclusively to legal persons, we may process data of payees who are sole traders. The data concerned may include names, contact details and transactions, and whether they are a sanction entity on an established sanction list.
When you visit our website
The legal basis for processing your personal data depends on the type of cookie through which the data has been obtained. Our use of essential cookies is based on our legitimate interest in providing a functional website. Our use of other cookies requires your consent (which you may withdraw at any time), which is also our legal basis for such use. For more information on our use of cookies and your ability to choose which cookies you consent to, please see our Cookie Notice (https://billhop.com/resources/cookie-policy/).
When you contact us in general matters
When we process your name, email address, phone number or home address to be able to communicate to you in general matters, the processing of your data is based on our legitimate interest to be able to carry out such communication.
When we market our products and services
The prospecting phase, which is based on on-site data in your home, includes presenting a commercial offer for efficient and sustainable products and services. The processing of your data in the prospecting phase is our legitimate interest to provide you with an offer for suitable products and services.
When we provide payment services
The personal data we process in the context of our payment services are mainly processed on the basis of our legal obligation, e.g. in the context of anti-money laundering and counter-terrorism measures.
The data we process on behalf of our customers is processed on the basis of our legitimate interest in providing the agreed services. To the extent that we process personal data on payees, this data is processed on the basis of our and our customers' legitimate interest in making payments to payees.
When we do screening of customers’ directors and ultimate beneficial owners against PEP lists and sanction lists, we do this to have a complete risk profile of our customer as per AML regulation. The legal basis for these types of screenings is legitimate interest. The same legal basis applies for screening of beneficiaries, such as sole traders.
Legal claims
To the extent it is deemed necessary for the establishment, exercise or defense of legal claims or complaints, your data may be processed for such purposes. The legal basis for such processing is our legitimate interest to establish, defend or defense legal claims.
As a general rule, we do not retain data for longer periods of time than necessary to fulfill the purposes for which it was collected, to comply with legal and regulatory requirements, and to resolve disputes.
When you visit our website
For information on our retention of cookie related data, please see our Cookie Notice (https://billhop.com/resources/cookie-policy/).
When you contact us in general matters
When we communicate with you in a general matter, we delete the data associated with the communication within 1 year from when the matter has been closed.
When we market our products and services
Data collected for marketing purposes are normally deleted within 1 year after collection, unless the marketing activities have resulted in the establishment of an ongoing relationship with you.
When we provide payment services
As a general rule, and following our legal obligations, personal data processed within our payment services are retained for a period of 5 years.
Please note that your data may be processed beyond the retention periods set out above, if retaining the data is deemed necessary for the establishment, exercise or defense of legal claims or complaints before a court or other authority. If that is the case, the personal data in question will be deleted immediately once such claim or complaint has become final.
As a general rule, we do not disclose your personal data to anyone outside the Billhop group of companies. However, in some situations we may need to share your data with others. When this happens, no more of your data is shared than is necessary for the respective purpose that it is shared. We share your data with the following categories of recipients:
In addition to the above, your data may be shared with subcontractors, so-called data processors, such as cloud providers and third-party providers of IT systems and solutions. Our data processors are only authorized to process the personal data they receive from us on our behalf and in strict compliance with our instructions, and they are all subject to confidentiality undertakings.
We always aim to process your personal data within the UK and the EU/EEA. However, in certain situations, such as when we share your information with, for example, an IT provider with operations outside the UK/ EU/EEA, your personal data may be processed outside the UK/ EU/EEA. If and when your data is processed outside the UK/ EU/EEA to a Service Provider located in a country that is not subject to an adequacy decision by the UK ICO or the EU Commission, we will ensure that the transfer of personal data is adequately protected ( through the use of the approved UK or EU Standard Contractual Clauses, as applicable).
As a data subject, you have certain rights in relation to the processing of your personal data. If you wish to exercise any of them, please contact us via privacy@billhop.com.
If you have any questions about our processing of your personal data, please do not hesitate to contact us at privacy@billhop.com.
If you are not satisfied with the way we process your personal data, please contact us via privacy@billhop.com.
You can also contact The Information Commissioner’s Office
https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Fax: 01625 524510
We may change or update this privacy notice as needed to reflect changes in Billhop products and services and associated processing of personal data. The current version of the privacy notice is available on www.billhop.com.
If significant changes are made to this privacy notice or with regard to how Billhop processes your personal data, we will notify you either by posting a notice of the changes before they take effect or by sending you a direct message. We encourage you to periodically review this privacy notice to understand how Billhop uses and protects your data.
*****
This privacy notice is valid as of October 2024.
