|Date of Change||Responsible||Update Person||Summary of change|
|10th August 2019||Compliance Team||Nick Wilson||Updated with ICO Reference number|
|1st October 2020||Compliance Team||Nick Wilson||Reviewed to ensure up to date|
This data protection policy sets out how Changing Systems Ltd uses and protects any information that you give us.
Changing Systems is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.
This policy explains:
- How we collect personal information
- What information we collect
- How we use your information
- Legal basis
- Who we share your information with
- How we protect your information
- How long we keep your information
- Links to other websites
- Your rights
- The data protection regulator
Changing Systems Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 16th May 2018.
If you have any queries about this policy please contact:
Data Protection Compliance Officer, Changing Systems Ltd, I2 Office, The Pinnace, Midsummer Boulevard, Milton Keynes, MK9 1BP.
This policy is written in accordance with the General Data Protection Regulation (GDPR). We are registered with the Information Commissioner’s Office (ICO) as a data controller under number ZA450263
How do we collect personal information?
Personal information is information that can be used to identify you.
You give us this when you ask about our activities via our website; register with us for an event; send or receive an email; ask a question about our services; use our services, or provide information in other ways.
What information we collect
We may collect the following information:
- name and job title
- contact information including email address
- demographic information such as postcode
When it comes to any further personal information recognised by data protection law as sensitive, such as your CV, we’ll only request this where there is a clear reason to do so and we’ll always make these reasons clear to you.
How we use your information
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- Internal administrative purposes (such as accounting records)
- We may use the information to improve our products and services.
- We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
When we collect and use your personal information, we will comply with the legal basis given in data protection law.
One of these is where we have obtained your specific consent. For example, this might be where we are required to ask for your consent to send you direct marketing by email or SMS.
You can choose not to receive these communications at any time by emailing email@example.com
Data protection law also sets out when we have a legal obligation to use or disclose information about you. For example, retaining for recording records of sales invoices.
Who do we share your information with?
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.
How we protect your information
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
We also take appropriate measures to make sure the information disclosed to us is:
- kept secure, accurate and up-to-date and
- kept only for as long as it’s needed for the purposes for which it was intended
But while we aim to protect your personal information, we cannot guarantee the security of any information you post, email or transmit by other means to us. You do so at your own risk.
How long do we keep your information?
We regularly review how long we hold personal information. We are legally required to hold some types of information to fulfil our statutory obligations (for example copies of invoices). We will hold your personal information on our systems for as long as needed by the relevant activity. If you asked us not to contact you again we would hold a record of that indefinitely. You can let us know via our website or by email if you wish to go back on our database at a later date. Where your information is no longer required we will dispose of it in a secure manner.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
You have the following rights in relation to your personal information:
- to ask for a copy of the personal information we hold about you and for us to correct any inaccuracies
- to request us to erase your personal information; to restrict our processing of your personal information, or to object to our processing of your personal information
If you want to exercise these rights, please contact the Data Protection Compliance Officer at firstname.lastname@example.org.
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 respond within 30 days, once we receive your written request and proof of identification.
We reserve the right to charge an administration fee for excessive or manifestly unfounded requests.
The Data Protection Regulator
You can get more information and advice about data protection or reporting a concern about data protection from:
Information Commissioner’s Office
Helpline: 0303 123 1113
From outside the UK: +44 1625 545 745