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DS Ergonomics Limited understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Information About Us
DS Ergonomics Limited
Limited company registered in England under company number 06419218
Registered address: 8 Hamilton Close, Off Blanche Lane, South Mimms, Herts, EN6 3PG
2. What Does This Notice Cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 6.
4. Fair & Lawful Processing
5. What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 13.
b) The right to access the personal data we hold about you. Part 11 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
d) The right to erasure (right to be forgotten), i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
We do not use your personal data for automated decision making and profiling.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 13.
If you wish to exercise your rights, please contact email@example.com (data protection lead). Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. However, we encourage you to contact us before making a complaint and we will seek to resolve any issues or concerns you may have.
6. What Personal Data Do You Collect?
We may collect some or all of the following personal data (this may vary according to your relationship with us):
· Address (for onsite Homeworker Assessments only);
· Email address;
· Telephone number;
· Business name;
· Business address;
· Job title;
· Information provided / submitted by you during your online DSE Assessment forms;
· Sufficient information to facilitate your financial transaction;
· Bank Account information is retained securely for future transactions (Credit Card details are not retained);
7. How Do You Use My Personal Data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for the following purposes:
· Providing and managing your account.
· Supplying our products and/or services to you. Your personal details are required in order for us to enter into a contract with you.
· Personalising and tailoring our services for you.
· Communicating with you. This may include responding to emails or calls from you.
· Supplying you with information by email and/or post that you have opted-in to (you may unsubscribe or opt-out at any time by clicking the unsubscribe link provided).
· Analysing and processing the information you have provided on your on-line Self-Assessment form and / or at the time of your on-site workstation / homeworker assessment.
With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you with information, news, and offers on services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
8. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods,
· DSE and Homeworking Assessment forms are returned to the Client via registered post.
· Any Reports or Recommendations will be kept for no longer than 6 months.
· Data for accounting purposes is kept for 7 years.
9. How and Where Do You Store or Transfer My Personal Data?
We will only store or transfer your personal data in the UK. This means that it will be fully protected under the GDPR.
The security of your personal data is essential to us, and to protect your data, we take a number of important measures which are stated in more detail in our Data Protection & Information Security Policy. The following measures are taken.
· Personal Data is not shared with any third party unless consent is gained from you.
· Our website and emails are all protected by SSL encryption.
· Assessment reports are saved on PC’s in an encrypted format (AES 256) in a locked password protected drive. PC’s are also password protected. Your data is retained for 6 months.
· Emails are sent via SSL encryption. Any emails and attachments containing sensitive data are also sent via registered encrypted email. Reports are sent to the nominated contact of the client only or handled in accordance with the client’s requests. All emails containing special category data (sensitive data) or information categorised as confidential will be marked “confidential”.
· At 6 months, all records will be deleted unless otherwise stated by the client. Any arrangements specified from the client must be agreed in writing from the client. Electronic shredding is used rather than just deletion.
· All personal data to be transferred in hardcopy form will be passed directly to the recipient, or sent using special delivery, in a suitable container marked “confidential.”
Further information for how we collect, process and store your data is detailed in our Data Protection & Information Security Policy. If you would like to request further information please use the contact details in part 13.
10. Do You Share My Personal Data?
We may sometimes contract with third parties to process and supply display screen equipment products to you on our behalf. In some cases, these third parties may require access to some or all of your personal data that we hold. We only pass limited details to ensure ordering and delivery of your items.
If any of your personal data is required by a third party, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.
For the provision of equipment, products, we currently have contracts with the following companies:
Alchemy Furniture Ltd, Back App UK Limited, Blue Spot Furniture Systems Limited, Calbarrie Compliance Services Ltd, Camira Fabrics, CMD Ltd, Corporate Moves, DPD, DSE Assessments Ltd, Dynamobel, Elite Office Furniture (UK) Ltd, ERA Screens Limited, Ergochair, Ergotron Ltd t/a Ingram Micro (UK) Ltd, EssentialSkillz, FM Brown (Steel Equipment) Ltd, Flokk Ltd, Frem Group Screens Ltd, Hands of Wycombe, High & Mighty Office Seating Limited, Humanscale Europe, Imperial Office Furniture Limited, JPS Installs Ltd, Kab Seating Ltd, KI UK Ltd, Metalicon / Arrow Group Global Ltd, Mobili Office, Morgan First Protection Ltd, Nomique Seating Ltd, Nowy Styl UK Ltd, Office Ergonomics Ltd, OnLine Ergonomics Ltd, Orangebox, Panel Plan Limited, Pernix Safety Management, Alan Hurst, Pledge Office Chairs Ltd, PSI Seating, R D Office Services, Senator International Limited, Specialist Office Services, Status & Form Seating Ltd, Steelco Ltd, Summit Chairs, Sven Christiansen Plc, TNT International, Tristar Web Solutions, Triumph Furniture Company, Tru Group Ltd, World Pay Ltd
We work with a business who support our website and other business systems.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
11. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 13. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
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13. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details,
Email address: firstname.lastname@example.org
Telephone number: 01707 671 581
Postal Address: DS Ergonomics Limited, 8 Hamilton Close, Off Blanche Lane, South Mimms, Herts, EN6 3PG
14. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes to this policy will be made available on our website.