GDPR policy & advice

Compatibility Ltd, and all entities contained within the group recognises the General Data Protection Regulation (GDPR) (Regulation [EU] 2016/679) adopted 27 April 2016, with an application and enforcement date of 25 May 2018.

We have two fully qualified GDPR Practitioners to advise and assist our clients with any GDPR issues. Although Compatibility Ltd is not a data processor itself, our Policy establishes compliance with the Directive. We will continually review our flows and procedures and monitor any other data requirements that may be enforced in the future.

Introduction

This notice describes how we collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK.

Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

Collection of personal data

We obtain personal data about you, that you give to us, in order to contact you. You may:

  • Request a quote for equipment or services, by email or telephone
  • Visit our offices and leave your contact details
  • Request equipment or services on behalf of your employer, your colleagues or your friends and family

We may also obtain personal data from third parties or publically available resources, such as Companies House.

The information we hold about you

The information we hold about you may include the following:

  • your personal details, such as your name and address;
  • details of communications we have had with you in relation to the provision, or the proposed provision, of our goods and services;
  • details of any services you have received from us;
  • our correspondence and communications with you;
  • Information we receive from other sources, such as publicly available information and information provided by your employer, or our clients or our suppliers.

How we use personal data we hold about you

We may process your personal data for purposes necessary for the performance of our contract with you or your employer or our clients or our suppliers, and to comply with our legal obligations.

We may process your personal data for the purposes necessary for the performance of our contract with our clients. This may include processing your personal data where you are an employee, subcontractor, supplier or customer of our clients or suppliers.

Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.

We may use your personal data in order to:

  • carry out our obligations arising from any agreements entered into between you or your employer or our clients or our suppliers and us.
  • provide you with information related to our services and our events and activities that you request from us or which we feel may interest you, provided you have consented to be contacted for such purposes;
  • notify you about any changes to our services.

In some circumstances we may make personal data anonymous or use pseudonyms so that it can no longer be associated with you, in which case we may use it without further notice to you.

If you refuse to provide us with certain information when requested, we may not be able to perform the contract we have entered into with you. Alternatively, we may be unable to comply with our legal or regulatory obligations.

We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.

Data retention

We will only retain your personal data for as long as is necessary to fulfill the purposes for which it is collected.

When assessing what retention period is appropriate for your personal data, we take into consideration:

  • the requirements of our business and the services provided;
  • any statutory or legal obligations;
  • the purposes for which we originally collected the personal data;
  • the lawful grounds on which we based our processing;
  • the types of personal data we have collected;
  • the amount and categories of your personal data; and
  • whether the purpose of the processing could reasonably be fulfilled by other means.

Change of purpose

Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only use your personal data where that reason is compatible with the original purpose.

Should it be necessary to use your personal data for a new purpose, we will notify you and communicate the legal basis which allows us to do so before starting any new processing.

Data sharing

Data sharing with third parties

We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.

Which third-party service providers process personal data

"Third parties" includes third-party service providers. The following activities may be carried out by third-party service providers such as solicitors, phone and data network companies, professional advisory services, Bank and financial institutions etc.

All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.

Other third parties

We may share your personal data with other third parties. We may also need to share your personal data with a regulator or to otherwise comply with the law.

Transferring personal data outside the European Economic Area (EEA)

We will not transfer the personal data we collect about you outside of the EEA.

Data security

We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Right of access

Your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us.

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

  • Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.
  • Request correction of the personal data that we hold about you.
  • Request removal of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis.
  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

If you want to exercise any of the above rights, please email our data protection point of contact info@compatibility.co.uk

You will not have to pay a fee to access your personal data or to exercise any of the other rights. However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information or to exercise any of your other rights. This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email our data protection point of contact.

Once we have received notification that you have withdrawn your consent, we will no longer process your personal information (personal data) for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so.

Contact us

If you have any questions regarding this notice, please email our Data Protection Officer info@compatibility.co.uk

See the Information Commissioner's Office (ICO) for more information https://ico.org.uk/

 

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