This document demonstrates our commitment to protecting the privacy and security of your personal information. It contains information regarding how we collect and use personal data or personal information about you in accordance with the General Data Protection Regulation (GDPR) and all other data protection legislation currently in force.
Pursuant to that legislation, when processing data we will;
T Maxwell & Sons Ltd is a “data controller”. This means that we are responsible for determining the purpose and means of processing personal data relating to you.
“Personal data”, or “personal information”, means any information relating to an identified, or identifiable individual in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
There are “special categories” of sensitive personal data, meaning data relating to racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health conditions, sex life or sexual orientation, genetic data, and biometric data which require a higher level of protection.
DETAILS OF INFORMATION WE WILL HOLD ABOUT YOU
The list below identifies the kind of data that we will hold about you:
METHOD OF COLLECTION OF PERSONAL INFORMATION
PROCESSING INFORMATION ABOUT YOU
We will only administer personal information in accordance with the lawful bases for processing. At least one of the following will apply when we process personal data:
Cookies
We may obtain data about you from cookies. These are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Cookies also enable us to deliver more personalised content. Some of these cookies are essential to make our website work and others help us to improve by giving us some insight into how the site is being used. By using this website, you agree to allow cookies to be used.
LAWFUL BASIS FOR PROCESSING YOUR PERSONAL INFORMATION
We consider that the basis for which we will process the data contained in the list above (see section above - details of information we will hold about you) is necessary for the performance of the contract we have with you and to enable us to comply with our legal obligations. Occasionally, we may process personal information about you to pursue legitimate interests of our own or those of third parties, provided there is no good reason to protect your interests and your fundamental rights do not override those interests.
The circumstances in which we will process your personal information are listed below.
LAWFUL BASIS FOR PROCESSING “SPECIAL CATEGORIES” OF SENSITIVE DATA
“Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:
Occasionally, special categories of data may be processed where you are not capable of giving your consent, where you have already made the information public or in the course of legitimate business activities or legal obligations and in line with the appropriate safeguards.
Examples of the circumstances in which we will process special categories of your particularly sensitive personal information are listed below.
Where appropriate, we may seek your written authorization to process special categories of data. Upon such an occasion we will endeavor to provide full and clear reasons at that time in order for you to make an informed decision. In any situation where consent is sought, please be advised that you are under no contractual obligation to comply with a request. Should you decline to consent you will not suffer a detriment
SHARING DATA
Your data may be shared with colleagues within the Company where it is necessary for them to undertake their duties.
It may be necessary for us to share your personal data with a third party or third party service provider (including, but not limited to, contractors, agents or other associated/group companies) within, or outside of, the European Union (EU). Data sharing may arise due to a legal obligation, as part of the performance of a contract or in situations where there is another legitimate interest (including a legitimate interest of a third party) to do so.
If data is shared, we expect third parties to adhere and comply with the GDPR and protect any data of yours that they process. We do not permit any third parties to process personal data for their own reasons. Where they process your data it is for a specific purpose according to our instructions.
We do not anticipate that we will transfer data to other countries.
DATA SECURITY
As part of our commitment to protecting the security of any data we process, we have put the following measures in place:
In addition, we have put further security measures in place to avoid data from being accessed, damaged, interfered with, lost, damaged, stolen or compromised. In cases of a breach, or suspected breach, of data security you will be informed, as will any appropriate regulator, in accordance with our legal obligations.
Any data that is shared with third parties is restricted to those who have a business need, in accordance with our guidance and in accordance with the duty of confidentiality.
DATA RETENTION
We anticipate that we will retain your data as part of our service provision, for no longer than is necessary for the purpose for which it was collected.
We have given consideration to the following in order to decide the appropriate retention period:
At the end of the retention period, upon conclusion of any contract we may have with you, or until we are no longer legally required to retain it, it will be reviewed and deleted, unless there is some special reason for keeping it. Occasionally, we may continue to use data without further notice to you. This will only be the case where any such data is anonymised and you cannot be identified as being associated with that data
YOUR RIGHTS IN RELATION TO YOUR DATA
We commit to ensure that any data we process is correct and up to date. It is your obligation to make us aware of any changes to your personal information.
In some situations, you may have the;
Right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice.
Right to request access. You have the right to access the data that we hold on you. To do so, you should make a subject access request
Right to request correction. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it.
Right to request erasure. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it.
Right to object to the inclusion of any information. In situations where we are relying on a legitimate interest (or those of a third party) you have the right to object to the way we use your data where we are using it.
Right to request the restriction of processing. You have the right to ask us to stop the processing of data of your personal information. We will stop processing the data (whilst still holding it) until we have ensured that the data is correct.
Right to portability. You may transfer the data that we hold on you for your own purposes.
Right to request the transfer. You have the right to request the transfer of your personal information to another party.
Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.
If you wish to exercise any of the rights explained above, please contact the Administration quality manager or contact the office on telephone number 028494 422814.
Change of purpose for processing data
We commit to only process your personal information for the purposes for which it was collected, except where we reasonably consider that the reason for processing changes to another reason and that reason is consistent with the original basis for processing. Should we need to process personal information for another reason, we will inform you of this and advise you of the lawful basis upon which we will process.
Important note: We may process your personal information without your knowledge or consent, in compliance with the above rules (see above section - lawful basis for processing your personal information).
QUESTIONS OR COMPLAINTS
Should you have any questions regarding this statement, please contact Administration quality manager or contact the office on telephone number 028494 422814.
The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.