1. The DPO/ GDPR Owner ensures that this notice is made available to data subjects prior to collecting/processing their personal data. All Employees/Staff of who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.
Who we are
Our DPO/ GDPR Owner and data protection representatives can be contacted directly here:
Wolverhampton IT Services
54 Ryan Avenue
The personal data we would like to [collect from/process on] you is:
Personal data type
Name and job title
Contact information including email address
Demographic information such as postcode, preferences and interests
Other information relevant to customer surveys and/or offers
We do not process any data for persons under the age of 18 years.
The personal data we collect will be used for the following purposes:
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
For our internal record keeping.
To improve our products and services.
To allow us to track your order and register your warranty period.
**YOUR DATA WILL NOT BE USED FOR ANY OTHER PURPOSES OTHER THAN PROCESSING YOUR ORDER WITH US
Our legal basis for processing for the personal data:
- To allow us to provide the service that a client requires
- Compliance with a legal obligation (GDPR excerpts Recital 45 and Article 6(1)(c), 6(3) permit processing if it is necessary for compliance with a legal obligation under EU law or the laws of a Member State).
Contractual Performance (Processing credit card details in order to perform payment. In cases where a contract is not yet existent, such as when an individual requests information from a service provider about a particular service via e-mail or social network, the processing of that individual’s personal data is permitted for the purposes of responding to the inquiry.
By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.
Consent is required for our company to process both types of personal data, but it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used.You may choose to restrict the collection or use of your personal information in the following ways:
Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at firstname.lastname@example.org
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.
We will not pass on your personal data to third parties without first obtaining your consent
The following third parties will receive your personal data for the following purpose(s) as part of the processing activities:
PayPal (UK) Limited, 5 New Street Square, London, EC4A 3TW (Processing Credit, Debit and Paypal Account Payments
For FULL details please visit: https://www.paypal.com/ie/webapps/mpp/ua/useragreement-full
Safeguards in place to protect your personal data
You may obtain a copy of the safeguards in place here:
GDPR 1.07 (Approved)(Wolverhampton IT Services)
We will process personal data only whilst your order is being processed.
Personal data processed for any purpose or purposes will not be kept for longer than is necessary for that purpose or those purposes needed. We will regularly review the personal data we retain, securely deleting where appropriate, anything we no longer need. Information that does not need to be accessed regularly, but which still needs to be retained, will be safely stored or archived. If it is necessary to hold data for one of the reasons set out in the GDPR 2018 Documentation(such as the performance of a public function or compliance with employment law), then we will retain data for as long as that reason applies. At the end of the retention period, or the life of a particular record, it will be reviewed and deleted, unless there is some special reason for keeping it. Further information about how to access data can be found in our Subject Access Request policy. Further information related to the retention and deletion of data can be found in our Data Deletion Policy.
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.
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 Wolverhampton IT Services 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 our Complaints Policy
All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.
In the event that you wish to make a complaint about how your personal data is being processed by us (or third parties), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and our DPO/ GDPR Owner.
The details for each of these contacts are:
Wolverhampton IT Services (Contact Details Listed Above).
PayPal Complaints: https://www.paypal.com/ie/smarthelp/contact-us
Information Commissioner’s Office
Wycliffe House Water Lane
Telephone: 0303 123 1113
Textphone: 01625 545860
Our Privacy statement is available at: https://www.wolverhamptonit.co.uk/privacy-policy/
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”.
This privacy notice tells you how we, will collect and use your personal data.
Why do we need to collect and store personal data?
Please see "Legal Basis" (Above in this document).
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.
We do not perform marketing of any form whilst processing and storing your data.
Will Wolverhampton IT Services share personal data with anyone else?
We may pass your personal data on to third-party service providers 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 for agreed purposes. When they no longer need your data, they will dispose of the details in line with our own 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.
How we use the personal data it collects
We will process the information you provide in compliance 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. We are 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.
ALL PROCESSING IS HANDLED BY PAYPAL:
Under what circumstances we contact you
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.
How you can know the personal data that the organisation holds about you
At your request, we can confirm what information we hold about you and how it is processed. If we hold any 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 Wolverhampton IT Services 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.
What forms of ID you need to provide in order to access this?
We accept the following forms of ID when information on your personal data is requested:
Forms of acceptable ID
UK Driving License
Utility Bills (In your name)
Special categories of personal data as defined by GDPR (2018).
Certain data are classified under the Regulation as ‘special categories’:
* Ethnic origin
* Political opinions
* Religious beliefs
* Philosophical beliefs
* Trade union membership
* Genetic data
* Biometric data
* Health data
* Data concerning a natural person's sex life
* Sexual orientation
In line with Subject Access Request Procedure (GDPR DOC 2.2) and Subject Access Request Form (GDPR REC 4.2). Wolverhampton IT Services may want to link to a location whereby the data subject can download/access the SAR Form.