Personal Data Collected
We collect and process only the personal data necessary principally to carry out agreed services for our corporate clients. The personal data we may collect when conducting our business may include without limitation:
- Direct personal identifiers such as name, date of birth, home address, business address, email address, telephone number
- Information necessary to provide a product or service such as bank account details and other financial details
- Clients’ contacts with us such as emails, meetings, phone calls and letters
- Information about business activities.
How Personal Data is Collected
Personal data is collected:
- When an engagement is entered into with client
- During a telephone conversation with an individual
- When emails or letters are received
- During meetings with clients or prospective clients
- When individuals register to receive information about events we hold
- When individuals use our online platforms such as our website. Please note personal data is not collected through our website unless provided voluntarily by the visitor. If emailed through the website, the messages we receive will contain the visitor’s email address plus any information included in the message.
Use of Personal Data
Providing Products and Services – personal data is collected and processed to allow the provision of products and services as requested by clients.
Managing and Administering our Business and Services – personal data is collected and processed to manage our relationship with clients, ensure the accuracy of our IT systems and develop our business and services (such as determining client needs)
Security and Data Risk Management Activities – we have a suite of security measures to protect our clients, our staff and our business information.
Providing Clients with Information about our Services – with client consent, or otherwise in accordance with the law, we use client contact data to provide information we think may be of interest such as industry updates, reviews and invitations to events.
When and How Personal Data is Shared
Personal data is only shared between colleagues who legitimately require the information to carry out their duties.
Personal data is only shared with third party organisations when legally required or under contractual arrangements that specify the level of protection necessary to meet our data protection obligations.
The Lawful Basis for Processing Personal Data
The lawful basis for processing personal data will depend on the nature of the service or the business function that our team member or a third-party supplier is undertaking. In the majority of cases, the lawful basis for processing personal data will be one of the following:
- Contract – When entering into a contract with Rezatec, the personal data provided will be used for the purposes of fulfilling the obligations of that contract
- Legal Obligation – Personal data will be processed if necessary to enable Rezatec to comply with a professional, legal or regulatory obligation such as the retention of personal data to comply with HMRC regulations
- Legitimate Interests – Rezatec may process personal data lawfully where it is in our legitimate interest to do so and where it would not override the rights of individual data subjects
- Consent – individuals may occasionally be asked for permission to process their personal data for specific purposes. Such purposes are described in detail and individual subjects are provided with information about how to withdraw their consent
Where Personal Data is Processed
The majority of the personal data we collect is processed in the UK and European Economic Area and is, therefore, protected by the UK and EEA data privacy laws. However, we do also collect some personal data from outside of the UK and EEA. Where information is acquired and processed outside of the EEA, we put agreements in place with our third-party suppliers to ensure it is protected to an equivalent standard as would be provided in the UK and EEA.
Security and the Protection of Personal Data
The security of our information and systems is extremely important. All personal data collected, whether electronically, on paper, or by other means, is protected appropriately in line with data protection obligations.
Our security controls are under regular evaluation to manage risks to the confidentiality, integrity and availability of your personal information.
In the absence of overriding legal or statutory obligations, personal data is kept for as long as is necessary for the purpose for which it was collected.
We comply with the appropriate legal or statutory retention times for personal data, which depend on the precise obligations we are required to meet.
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Data Controller and Data Protection Officer
The Data Controller is:
Rezatec, Quad One, Becquerel Avenue, Harwell, Didcot, Oxon, OX11 0RA
If you have any queries or comments about this privacy notice or how and why personal data is processed, please contact us at:
Data Protection Officer (DPO)
Rezatec, Quad One, Becquerel Avenue, Harwell, Didcot, Oxon, OX11 0RA
Telephone: 01865 817500
Individual Rights and How to Exercise Them
Individuals have specific rights over their personal data gathered and processed by Rezatec as described below:
Right of Access – Individuals have a right to access their personal data held by Rezatec via a Subject Access Request. Please write to the Data Protection Officer at the above address to make such a request. Individuals may be asked to provide documentation to verify their identity and may be charged in accordance with the law governing data protection. Rezatec will respond to Subject Access Requests within one calendar month.
Right to request that your personal information is amended – to update your personal information, please write to the Data Protection Officer at the above address. Personal details will be updated as soon as practically possible following receipt of a request.
Right to be ‘forgotten’ or to request erasure – an individual may ask that their personal data is removed or deleted if there is not a compelling reason for Rezatec to retain it. Please contact the Data Protection Officer at the above address if you wish to request that your data is removed
Right to withdraw consent – Where personal data is processed under the lawful basis of consent, an individual has the right to withdraw consent to that processing at any time. To withdraw consent, please email us at firstname.lastname@example.org or, if you wish to withdraw consent to marketing emails, please click on the unsubscribe link in the relevant email.
Right to data portability – an individual may request a copy of their personal information in a format that would allow it to be transferred to another company in a safe and secure way. For further information, please contact the Data Protection officer at the above address
Right to restrict data processing – an individual may request that the processing of their personal information is restricted. Rezatec may retain the personal information in such circumstances but will ensure it is not used for the purposes that have been restricted.
Right to object – an individual may object to the processing of their personal information for direct marketing (including profiling) and where it is being processed for our legitimate interests. For more information, please contact the Data Protection Officer at the above address.
Changing Privacy Laws
Rezatec recognises that the transparency of data processing is extremely important. This privacy statement will be kept under regular review to ensure it complies with current data protection laws.
This Privacy Statement was last updated on 22nd May 2018
We take great care to comply with the laws governing the protection of personal data. If, however, you do want to complain about our use of personal data, please send an email with the details of your complaint to the Data Protection Officer at email@example.com and we will look into your concerns.
You have the right to bring your concerns to the attention of the Information Commissioner’s Office.