We appreciate your support and know many of our clients and associates as well as potential new clients visit our website and wish to receive quarterly newsletters, we want to keep all communications transparent so that we can continue to enjoy open and close relationships.
The policy is GDPR compliant and is effective from 25 May 2018. It will be reviewed quarterly and may be updated without notice. Please revisit our website periodically to check any updates.
Data controller – A controller determines the purposes and means of processing personal data.
Data processor – A processor is responsible for processing personal data on behalf of a controller.
Data subject – Natural person
Categories of data: Personal data and special categories of personal data
Personal data – The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
Special categories personal data – The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.
Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
- Who are we? We are The Technical Department Ltd
The Technical Department is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are: firstname.lastname@example.org, GDPR Manager and email@example.com, GDPR Controller, for all data matters. Telephone number 01483 238 050.
- The purpose(s) of processing your personal data
We use your personal data for the following purposes:
- To send you our monthly/quarterly newsletter
- To call you from time to time to stay in touch
- To send you emails if you are an existing client
- The categories of personal data concerned
With reference to the categories of personal data described in the definitions section, we process the following categories of your data:
- Personal data: name, email address, work address, business phone numbers
We have obtained your personal data from you directly, your website or LinkedIn or from a third-party recommendation who knows you. Your website and LinkedIn are on a public platform.
- Website personal data processing
When you visit our website www.thetechnicaldepartment.com we use a third-party service, Google Analytics, to collect standard internet log information and details of your visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make and do not allow Google to make any attempt to find out the identities of those visiting our website.
Cookies are small data files that are placed on your computer or other devices (such as smart phones or tablets) as you browse our website. They are used to remember when your computer or device accesses our website. They are only used to allow Google Analytics to tract visits to the site.
Contact Us Form
You are able to use the website contact us form in respect of any enquiry you might have. For example, you may have specific questions about a project we have worked on or have a project enquiry for us to review and provide you with a quotation. When you use the enquiry form, as a minimum you supply us with your name and email address and details of your enquiry. You may also wish to include a telephone number. This information will be submitted via an SSL connect and therefore will be transmitted in an encrypted form.
These details are not stored in an online database. They are transmitted to our date controller and directed to the relevant department. Once we have considered the enquiry we will delete your details from our system or request your consent to send your further information in the future.
- What is our legal basis for processing your personal data?
- Personal data (article 6 of GDPR)
Our lawful basis for processing your general personal data:
- Consent: we have received a consent form from you allowing us to contact you by email, phone or newsletter.
- Contractual: we are entering a contract with you and need to carry out contractual requirements and correspond with you and your company
- Public interest: we are liaising with third parties for the performance of a task to be carried out in interest of public safety and security.
- Legal: we need to pass on your information, to meet specific insurance criteria or a legal obligation deemed necessary in our joint contract
- Compliance: We need to pass on your information related to accounting, for example invoicing information to HMRC or other government bodies.
- Sharing your personal data
Your personal data will be treated as strictly confidential and will be shared only with our employees.
- How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary for a period of 7 years after we no longer work or contact you, in order to refer back to correspondence if there are any unsettled disputes. Examples include: in case of any legal claims/complaints; for safeguarding purposes etc.
- Providing us with your personal data
We require your personal data as it is a contractual requirement.
- Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary to retain such data;
- The right to withdraw your consent to the processing at any time, where consent was your lawful basis for processing the data
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).
- Transfer of Data Abroad
we do not transfer personal data outside the eea.
- Automated Decision Making
WE DO NOT USE ANY FORM OF AUTOMATED DECISION MAKING IN OUR BUSINESS.
- Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
- How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact our data protection officer on firstname.lastname@example.org , 01483 238 050.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.