PRIVACY NOTICE FOR CUSTOMERS
In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to inform customers and prospective customers of the types of data we process. We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.
This notice applies to customer.
- DATA PROTECTION PRINCIPLES
Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:
- processing is fair, lawful and transparent
- data is collected for specific, explicit, and legitimate purposes
- data collected is adequate, relevant and limited to what is necessary for the purposes of processing
- data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
- data is not kept for longer than is necessary for its given purpose
- data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
- we comply with the relevant GDPR procedures for international transferring of personal data
- TYPES OF DATA HELD
Scan-X Security only hold business data on our prospects and customers and that which is required for our legitimate business interests.
Specifically, we hold the following types of data:
For customers and prospects we hold
- Basic business details such as name, address, phone numbers and email address
For customers only we hold
- Site Contact details – where required
- Accounts payable contact information
- Method Statements for performing the tasks you require of us
- Risk Assessments for performing the tasks you require of us
- Details of equipment we have provided in order for us to perform service tasks
- Contract renewal dates – where required
- Dates and times of service visits – where required
- COLLECTING YOUR DATA
Customers and prospects provide the above pieces of data to us directly
In some cases, we will collect data about you from credit reference agencies. This is required for us to provide credit terms
We may contact you to keep you informed of relevant products or services in which you may be interested.
Data is stored on site on a secure server. Data is never shared with a third party other than as detailed above
- LAWFUL BASIS FOR PROCESSING
The law on data protection allows us to process your data for certain reasons only. In the main, we process your data in order to comply with a legal requirement or in order to effectively manage the contract we have with you
The information below categorises the types of data processing we undertake and the lawful basis we rely on.
|Activity requiring your data||Lawful basis|
|Installing security screening equipment||Performance of a contract|
|Servicing security screening equipment||Performance of a contract|
|Renting security screening equipment||Performance of a contract|
|Carrying out checks in relation to credit||Performance of a contract|
|Communicating with you by email||Performance of a contract / our legitimate business interests – updates on new products|
|Communicating with you by telephone||Performance of a contract / our legitimate business interests – updates on new products|
|Assessing training needs||Our legitimate interests|
|Business planning and restructuring exercises||Our legitimate interests|
|Dealing with legal claims made against us||Our legitimate interests|
|Preventing fraud||Our legitimate interests|
|Ensuring our administrative and IT systems are secure and robust against unauthorised access||Our legitimate interests|
- SPECIAL CATEGORIES OF DATA
Special categories of data are data relating to your:
- sex life
- sexual orientation
- ethnic origin
- political opinion
- trade union membership
- genetic and biometric data.
We do not carry out any processing activities using special category data.
- FAILURE TO PROVIDE DATA
Your failure to provide us with data may mean that we are unable to fulfil our requirements for entering into a contract with you.
- WHO WE SHARE YOUR DATA WITH
Employees within our company who have responsibility for client and prospect contact. This includes staff members involved in client services, marketing, sales and our service and engineering team. All employees with such responsibility have been trained in ensuring data is processing in line with GDPR.
Data is shared with third parties for the following reasons:
- For the performance of credit checks and potential leasing
- We may share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us. We have a data processing agreement in place with such third parties to ensure data is not compromised. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.
We will not share your date with any other company without your prior consent. We will never sell your data to another company.
However, we do use a host company for our email marketing campaigns to inform you of new products or services in which you may be interested.
- PROTECTING YOUR DATA
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such and to ensure the data is protected when stored.
- RETENTION PERIODS
We only keep your data for as long as we need it for, which will be at least for the duration of your contract with us though in some cases we will keep your data for a period after your contract has ended. Some data retention periods are set by the law.
- AUTOMATED DECISION MAKING
Automated decision making means making decision about you using no human involvement e.g. using computerised filtering equipment. No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.
- YOUR RIGHTS
You have the following rights in relation to the personal data we hold on you:
- the right to be informed about the data we hold on you and what we do with it;
- the right of access to the data we hold on you. More information on this can be found in the section headed “Access to Data” below and in our separate policy on Subject Access Requests”;
- the right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;
- the right to have data deleted in certain circumstances. This is also known as ‘erasure’;
- the right to restrict the processing of the data;
- the right to transfer the data we hold on you to another party. This is also known as ‘portability’;
- the right to object to the inclusion of any information;
- the right to regulate any automated decision-making and profiling of personal data.
Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data. You can request to not receive any information from us by sending a request to firstname.lastname@example.org and we will stop contacting you immediately.
- MAKING A COMPLAINT
If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.
- DATA PROTECTION COMPLIANCE
Our appointed compliance officer in respect of our data protection activities is:
Tel: 07752 334 669