Everyone has rights with regard to the way in which their personal data is handled. In order to operate our business efficiently we need to collect and use information about the people with whom we provide a service for. This includes our current, past and prospective employees, customers and others with whom we communicate.
We regard the lawful and correct treatment of personal information as integral to the success of our operations and to maintaining the confidence of the people we work and communicate with. To this end we fully endorse and adhere to the principles of the relevant legislation of GDPR and any Data Protection/Confidential Laws and regulations.
The regulations say that data must be "processed lawfully, fairly and in a transparent manner in relation to individuals".
When you make an enquiry we may require your name, address, telephone number(s) and email address for processing your enquiry/instructions and for accounting purposes. We do not take any personal data that we do not need from you other than to carry out our business legitimately.
We do not pass on any personal information to any third parties unless it is requested for legitimate reasons from HMRC, our accountants/bookkeeping service, or any other government organisations. Our accountants/bookkeepers have their own privacy policies in line with legislation.
Keeping Data Safe
The regulations say that data "processed in a manner that ensure appropriate security of the personal data, including protection against unauthorised or unlawful process and against accidental loss, destruction or damage, using appropriate technical or organisational measures".
Any personal data collected is stored on a computer system that is password protected and only authorised personal have access to this data. Passwords are changed on a regular basis to ensure security. Our email system is accessible on portable devices and these are password protected and when not in use is securely stored. Any manual records that contain personal data are stored safely and in lockable storage units.
In the event of any breach of security and data lost then those effect will be informed immediately and a report sent to the Information Commissionerís Office.
Keeping Information Accurate and Up-to-Date
The regulations say that data "accurate and, where necessary, kept-up-to-date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay"
As a company we will ensure that all the information we hold for you are correct and accurate including spelling of names, addresses, email addresses and telephone numbers.
At the initial point of contact we will check the information supplied. If any of the information you have furnished us with is incorrect, you have the right to contact us and request that this is corrected. Upon any errors being identified we will correct these immediately and inform you that the information has been corrected.
Processing Data for Limited Purposes
The regulations say that "kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be sorted for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of the individuals" Any information we are privy to when we are carrying out operations for you are kept confidential.
We delete any computer records which hold personal data and are no longer required under any legislation. Any manual records we hold that are no longer required under any legislation are also destroyed either by shredding or burning.
Sharing Personal Data
Under no circumstances will we share your personal data with any other companies for the purposes of marketing/direct sales. If, at any time, we need to pass your details to another private hire company for them to provide the service to you, we will inform you before doing so.
Complaints Regarding How We Use Your Personal Data
If you feel that we have not dealt with your questions or queries regarding your personal data adequately under the GPDR regulations then you can use our complaints procedures by emailing us at firstname.lastname@example.org.
If, at the conclusion of complaints procedure you do not feel that we have
adequately dealt with your complaint you may make a complaint directly to the:
Information Commissioner's Office,Telephone No. 0303 123 1113 or email email@example.com