Privacy Policy

FileTravel Overseas Limited, FileTravel Overseas Holdings Limited and FileTravel Ireland Limited (“FileTravel”, “we”, “our” or “us”) are committed to protecting and respecting personal data. This Privacy Policy explains how we collect, use, store and process personal data in connection with our website, onboarding procedures, invoicing and payment administration services, compliance obligations and general business operations.

Who we are

FileTravel supports self-employed contractors working internationally by providing invoicing and payment administration services. For the purposes of applicable data protection legislation, FileTravel Overseas Limited, FileTravel Overseas Holdings Limited and/or FileTravel Ireland Limited will act as the data controller in relation to the personal data processed through our business activities.

What personal data we collect

We may collect and process personal data including:

• Name and contact details
• Residential address
• Date of birth
• Nationality
• Identification documents
• Proof of address documentation
• Contract and assignment details
• Bank account details
• Timesheets and invoicing information
• Communications and correspondence
• Compliance and due diligence information
• Website enquiry information

We only collect personal data that is reasonably necessary for the provision of our services, compliance obligations and legitimate business purposes.

How we use personal data

We may use personal data for the following purposes:

• To onboard clients and prospective clients
• To provide invoicing and payment administration services
• To communicate with agencies, end clients and contractors
• To perform contractual obligations
• To process payments
• To maintain records and internal administration
• To comply with legal, regulatory and compliance obligations
• To undertake anti-money laundering and due diligence checks
• To respond to enquiries and requests
• To improve our website and services
• To provide information about relevant services where permitted

Legal basis for processing

We process personal data on the following lawful bases where applicable:

• Performance of a contract
• Compliance with legal and regulatory obligations
• Legitimate business interests
• Consent, where required

Compliance and due diligence

As part of our onboarding and ongoing compliance obligations, we may undertake identity verification and compliance checks using information provided by you, publicly available sources and third-party screening providers. This may include anti-money laundering checks, sanctions screening, politically exposed person checks and related compliance procedures. In certain circumstances, this may include the processing of sensitive personal data or information relating to criminal offences where permitted or required by applicable law.

Who we may share information with

We may share personal data where reasonably necessary with:

• Agencies and end clients connected to your contract
• Banks and payment providers
• Professional advisers
• Regulators, supervisory bodies and law enforcement authorities
• Compliance and due diligence providers
• IT, hosting and website service providers
• Other third-party service providers engaged in the operation of our business

We take reasonable steps to ensure that any third parties handling personal data do so appropriately and securely.

Data storage and security

Personal data may be stored electronically and/or in paper form. We maintain appropriate technical and organisational security measures designed to protect personal data against unauthorised access, misuse, loss, disclosure or destruction. Personal data may be accessed by authorised personnel and approved service providers where necessary for legitimate business purposes.

International transfers

In some circumstances, personal data may be processed or accessed outside the Isle of Man or other relevant jurisdictions in connection with our business operations or third-party service providers. Where this occurs, we take reasonable steps to ensure that appropriate safeguards are in place.

Retention of personal data

We retain personal data for as long as reasonably necessary to fulfil legal, regulatory, contractual and operational requirements. Where enquiries or onboarding processes do not proceed to a business relationship, we will normally retain personal data for up to 12 months unless a longer retention period is required or permitted by law.

Your rights

Subject to applicable law, you may have rights including:

• The right to access personal data
• The right to request correction of inaccurate data
• The right to request erasure of personal data
• The right to object to certain processing activities
• The right to restrict processing
• The right to data portability
• The right to withdraw consent where processing is based on consent

Requests relating to personal data should be submitted using the contact details below.

Marketing communications

Where permitted, we may contact you regarding services or information which may be relevant to you. You may opt out of marketing communications at any time.

Cookies and website analytics

Our website may use cookies and analytics technologies to improve functionality, understand website usage and enhance user experience. Please refer to our Cookie Policy for further information.

Links to other websites

Our website may contain links to external websites operated by third parties. We are not responsible for the content, security or privacy practices of external websites and recommend that you review their privacy policies separately.

Contact us

If you have any questions regarding this Privacy Policy or the way in which personal data is processed, please contact:

FileTravel Overseas Limited
Ground Floor, Dorchester House
Belmont Hill
Douglas
Isle of Man
IM1 4RE
Email: info@filetraveloverseas.com
Telephone: +44 (0) 1624 614971

We may update this Privacy Policy periodically to reflect changes in legal, regulatory or operational requirements. Any updated version will be published on this page.

Complaints

If you are dissatisfied with the way we process personal data, you may contact the Isle of Man Information Commissioner:
Website: www.inforights.im
Telephone: +44 (0) 1624 693260