Privacy policy.
1. Scope
All data subjects whose personal data is collected, in line with the requirements of the GDPR.
2. Responsibilities
2.1 The GDPR Owner is responsible for ensuring that this notice is made available to data subjects prior to Safety 360UK Limited collecting/processing their personal data.
2.2 All Employees/Staff of Safety 360UK Limited who interact with data subjects are responsible for ensuring that this notice is drawn to the data subjects’ attention and their consent to the processing of their data is secured (if applicable).
3. Privacy notice
3.1 Who are we?
Safety 360UK Limited are a private limited company. We have been trading since 2012. We provide consultancy services for SME companies in the provision and delivery of Health & Safety systems, policies, procedures and training solutions.
Our GDPR Owner and data protection representatives can be contacted directly here:
paul@safety360.uk
01462 892 021
The personal data we would like to collect from/process on you is:
Personal data type:
Contact information i.e. Name, business postal address, phone number(s), email address(es). Accounting information such as bank account details.
Source
Supplied by you, either directly, gathered from a business card, email footer, letter or other mode of communication, or other means where the data is already in the public domain.
The personal data we collect will be used for the following purposes:
Communication in the provision of our services.
The supply of necessary information to fulfil a contractual obligation with you, or a potential contractual obligation with you.
Our legal basis for processing your personal data:
For the performance of a contract, or fulfillment of a potential contract, where the data subject is a party.
Any legitimate interests pursued by us, or third parties we use, are as follows:
N/A
The special categories of personal data concerned are:
N/A
3.2 Consent
Not applicable to this Privacy Notice.
3.3 Disclosure
Safety 360UK Limited will pass on your personal data on to third parties. The following third parties will receive your personal data for the performance of a contract with you, as part of the processing activities:
Third country (non-EU)/international organisation: Xero Accounting Software. Servers, hosted by AWS in the United States
Safeguards in place to protect your personal data: EU-US Privacy Shield
Retrieve a copy of the safeguards in place here
3.4 Retention period
Safety 360UK Limited will process personal data for the length of the contract and will the store the minimum amount of personal data for up to a further six years after the end of the contract. The Data Retention period has been assessed and deemed necessary in order to satisfy UK legal requirements. A copy of Safety 360UK’s Data Retention Policy is available on request.
3.5 Your rights as a data subject
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:
Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing, such as direct marketing, if applicable.
Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
Right to judicial review: in the event that Safety 360UK Limited refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 3.6 below.
All of the above requests will be forwarded on should there be a third party involved (as stated in 3.3 above) in the processing of your personal data. Please contact Safety 360UK Limited’s GDPR owner should you wish to obtain a copy of our Subject Access Request Procedure and Application Form.
3.6 Complaints
In the event that you wish to make a complaint about how your personal data is being processed by Safety 360UK Limited (or third parties as described in 3.3 above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Safety 360UK Limited’s GDPR Owner.
The details for each of these contacts are:
Supervisory authority contact details:
Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
w: Ico.org.uk
t: 0303 123 1113
GDPR Owner contact details
Paul MacArthur
Safety 360UK Limited
Devonshire Business Centre
Works Road
Letchworth
Hertfordshire
SG6 1GJ
w: Safety360.uk
t: 01462 892 021
3.7 On-line up to date privacy statement
Read more about how and why we use your data here www.safety360.uk
A hard copy is available on request.
4. Privacy statement (correct at time of issue)
4.1 Personal data
Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:
“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, 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”.
4.2 How we use your information
This privacy notice tells you how we, Safety 360UK Limited, will collect and use your personal data for providing our services and keeping you updated with industry and legislative requirements.
4.3 Why does Safety 360UK Limited need to collect and store personal data?
In order for us to provide you with a service we need to collect personal data for correspondence purposes and/or service provision in any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.
In terms of being contacted for marketing purposes Safety 360UK Limited would contact you for additional consent.
4.4 Will Safety 360UK Limited share my personal data with anyone else?
We may pass your personal data on to third-party service providers contracted to Safety 360UK Limited in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Safety 360UK Limited’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.
4.5 How will Safety 360UK Limited use the personal data it collects about me?
Safety 360UK Limited will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Safety 360UK Limited is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.
4.6 Under what circumstances will Safety 360UK Limited contact me?
Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.
4.7 Can I find out the personal data that Safety 360UK Limited holds about me?
Safety 360UK Limited at your request, can confirm what information we hold about you and how it is processed. If Safety 360UK Limited does hold personal data about you, you can request the following information:
Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
Contact details of the data protection officer, where applicable.
The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of Safety 360UK Limited or a third party, information about those interests.
The categories of personal data collected, stored and processed.
Recipient(s) or categories of recipients that the data is/will be disclosed to.
If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
How long the data will be stored.
Details of your rights to correct, erase, restrict or object to such processing.
Information about your right to withdraw consent at any time.
How to lodge a complaint with the supervisory authority.
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn’t collected directly from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
4.8 What forms of ID will I need to provide in order to access this?
Safety 360UK Limited accepts the following forms of ID when information on your personal data is requested:
Passport
Driving License
Birth Certificate
Utility Bill (from last three months)
Document Owner and Approval
The GDPR Owner is the owner of this document and is responsible for ensuring that this record is reviewed in line with the review requirements of the GDPR.
A current version of this document is available on request, or when new data subjects are accepted.
Date: 1st July 2024
Paul MacArthur.
Director