Last updated: 25 May 2018
Practice Solutions Ltd (“PSL”) understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our business associates, and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Information about us
Practice Solutions Ltd
Limited Company registered in England and Wales under company number 742318447.
Registered address: Ty Antur, Navigation Park, Abercynon CF45 4SN
Email address: email@example.com
Telephone number: 01443 742384
2. What does this notice cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What is personal data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified, in particular, by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
4. What are your rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
- The right to access the personal data we hold about you. Part 10 will tell you how to do this.
- The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
- The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
- Rights relating to automated decision-making and profiling. We do not use your personal data in this way
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
5. What personal data do we collect?
We may collect some or all of the following personal data (this may vary according to your relationship with us):
- Your Title, Name, Position and Organisation;
- Contact Information, including Your Professional Email address; Business Address and Business Telephone number.
6. How do we use your personal data?
Under the GDPR, we must always have a lawful basis for using personal data. We use your data because it is necessary for our legitimate business interests to use it. We also believe that processing your data in this way is permissible under PECR as our direct marketing is only sent to contacts within corporate bodies or other B2B organisations.
Your personal data will be used for the following purposes:
- Communicating with you. This may include responding to emails or calls from you.
- Where permitted by law, we will use your personal data for marketing purposes, which may include contacting you by email and/or telephone and/or post with information, news, and event invitations, which we reasonably believe is relevant and beneficial to your organisational goals, related to an activity at which you will participate or have expressed an interest in. We believe that you share our mission to support the development of effective social policy and social care practice through the exchange of knowledge, which is why we contact you via our newsletters, invitations, etc.
If you wish to receive more information regarding the Legitimate Interest Assessment that we have carried out detailing the justification of this lawful basis, please contact us using the details below in Part 11.
If you object to our use of your data in the manner detailed above, please contact us using the details below in Part 11. You may unsubscribe or opt-out at any time by clicking the opt-out link.
You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
7. How long will we keep your personal data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for as long as we continue to send out information, newsletters and event invitations specifically relating to our work across the social care sector and the work of affiliate organisations of whom we believe you will be interested.
8. How and where do we store or transfer your personal data?
We store or transfer your personal data in Excel spreadsheets and on Outlook, on our servers in the UK. This means that it will be fully protected under the GDPR. Our email service provider Outlook, owned by Microsoft, complies with both EU-US Privacy Shield and EU Model Clauses. We’ll never share your details under any circumstances, but if you would like to know about Microsoft’s data security, please click here
Please contact us using the details below in Part 11 for further information about the particular data protection mechanism used by us when transferring your personal data to a third country.
The security of your personal data is essential to us, and to protect your data, we take the following measures:
- We will always blind copy your contact details when we send out a bulk email;
- We will always make it easy for you to find out about the data we hold on you and to object to our processing of your personal data.
9. Do we share your personal data?
We will share your information inside our organisation. We may also share your information with other third-party professional bodies, where we believe it is reasonable and beneficial to your organisation and/or to the benefit of the social care sector to do so. We will not share your personal data with any other third parties who we do not deem to be relevant, subject to one important exception.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.
If any personal data is transferred outside of the EEA, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above in Part 8.
10. How can you access your personal data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within twenty-eight days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
11. How do you contact us?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Sarah Day, Data Protection Officer).
Email address: firstname.lastname@example.org
Telephone number: 01443 742384
Postal Address: Practice Solutions, Ty Antur, Navigation Park, Abercynon CF45 4SN
12. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available on our website www.practicesolutions-ltd.co.uk