Cygnet HR ltd customer privacy notice

 Contact details

Telephone: 07793011433

Email: info@cygnethr.co.uk

What information we collect, use, and why

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details
• Addresses

We also collect or use the following information for the operation of client or customer accounts:

• Racial or ethnic origin 
• Religious or philosophical beliefs
• Trade union membership
• Health information
• Sex life information
• Sexual orientation information

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Address
• Video recordings of private or staff only areas
• Call recordings
• Witness statements and contact details
• Photographs
• Relevant information from previous investigations
• Customer or client accounts and records
• Information relating to health and safety (including incident investigation details and reports and accident book records)
• Correspondence

We also collect or use the following information for dealing with queries, complaints or claims:

• Racial or ethnic origin
• Religious or philosophical beliefs
• Trade union membership
• Health information
• Sex life information
• Sexual orientation information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. 

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.

• Your right to erasure - You have the right to ask us to delete your personal information.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. 

• Your right to object to processing - You have the right to object to the processing of your personal data. 

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. 

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. 

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Where we get personal information from

• Directly from you
• The organisation you work for
• Regulatory authorities
• CCTV footage or other recordings
• Legal bodies or professionals (such as courts or solicitors)

How long we keep information

We will only retain your personal data for as long as is necessary to fulfil 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 (for example 6 years +1 for HMRC).
• 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.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint