Privacy

GENERAL DATA PROTECTION REGULATIONS - GENERAL PRIVACY NOTICE


Your personal data – what is it?

“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address).
Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual (e.g. a list of staff may contain personnel ID numbers rather than names but if you use a separate list of the ID numbers which give the corresponding names to identify the staff in the first list then the first list will also be treated as personal data).
The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other legislation relating to personal data and rights such as the Human Rights Act.


Who are we?
This Privacy Notice is provided to you by the Ynys Mon IT which is the data controller for your data.
Other data controllers we work with include e.g.:
• Other data controllers
• Community groups • Charities
• Other not for profit entities
• Contractors
• Credit reference agencies
We may need to share your personal data we hold with them so that they can carry out their responsibilities. If we and the other data controllers listed above are processing your data jointly for the same purposes, then Ynys Mon IT and the other data controllers may be “joint data controllers” which mean we are all collectively responsible to you for your data.
Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you and if you have any questions, wish to exercise any of your rights (see below) or wish to raise a complaint, you should do so directly to the relevant data controller.


A description of what personal data Ynys Mon IT processes and for what purposes is set out in this Privacy Notice. We will process some or all of the following personal data where necessary to perform its tasks:


• Names, titles, and aliases, photographs;
• Contact details such as telephone numbers, addresses, and email addresses, web site cookies, Ip addresses.
• Ynys Mon IT’ website uses cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. WordPress.org uses cookies to help Ynys Mon IT identify and track visitors and their website access preferences. Ynys Mon IT website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using Ynys Mon IT’ website.
• Where they are relevant to the services provided by us, or where you provide them to us, we may process information such as gender, age, marital status, nationality, education/work history, academic/professional qualifications, hobbies, family composition, and dependants;
• Where you pay for activities or services, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers;
• The personal data we process will not include sensitive or other special categories of personal data such as criminal convictions, racial or ethnic origin, mental and physical health, details of injuries, medication/treatment received, political beliefs, trade union affiliation, genetic data, biometric data, data concerning and sexual life or orientation.
How we use sensitive personal data


How we use sensitive personal data

  • We may process sensitive personal data including, as appropriate:

- information about your physical or mental health or condition in order to monitor sick leave and take decisions on your fitness for work;

- your racial or ethnic origin or religious or similar information in order to monitor compliance with equal opportunities legislation;

- in order to comply with legal requirements and obligations to third parties.

  • These types of data are described in the GDPR as “Special categories of data” and require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal data.
  • We may process special categories of personal data in the following circumstances: - In limited circumstances, with your explicit written consent. - Where we need to carry out our legal obligations. - Where it is needed in the public interest.
  • Less commonly, we may process this type of personal data where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.

Do we need your consent to process your sensitive personal data?

  • In limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal data. If we do so, we will provide you with full details of the personal data that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. The council will comply with data protection law.

This says that the personal data we hold about you must be:

  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure.

We use your personal data for some or all of the following purposes:

  • To deliver services including to understand your needs to provide the services that you request and to understand what we can do for you and inform you of other relevant services;
  • To confirm your identity to provide some services;
  • To contact you by post, email, telephone or using social media (e.g., Facebook, Twitter, WhatsApp);
  • To help us to build up a picture of how we are performing;
  • To prevent and detect fraud and corruption and where necessary for the law enforcement functions;
  • To enable us to meet all legal and statutory obligations and powers including any delegated functions;
  • To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments and generally as necessary to protect individuals from harm or injury;
  • To promote the interests of Ynys Mon IT;
  • To maintain our own accounts and records;
  • To seek your views, opinions or comments;
  • To notify you of changes to our facilities, services, events and staff, and other role holders;
  • To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other new projects or initiatives;
  • To process relevant financial transactions including payments for goods and services supplied to Ynys Mon IT
  • To allow the statistical analysis of data so we can plan the provision of services. Our processing may also include the use of CCTV systems for the prevention and prosecution of crime.

What is the legal basis for processing your personal data?

 To meet Ynys Mon IT contractual obligations to clients and to also respond to marketing enquiries.

Legitimate interests pursued by Ynys Mon IT

To market the IT Hardware, Software and related services offered by Ynys Mon IT.

Consent

Through agreeing to this privacy notice you are consenting to Ynys Mon IT. processing your personal data for the purposes outlined. You can withdraw consent at any time by emailing help@angleseycomputersolutions.co.uk.

Sharing your personal data

Ynys Mon IT may on occasions pass your Personal Information to third party vendors exclusively to process pricing, quotations and information on your behalf. Ynys Mon IT requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice and GDPR. Ynys Mon IT do not broker or pass on information gained from your engagement without your consent. However, Ynys Mon IT may disclose your Personal Information to meet legal obligations, regulations or valid government requests. Ynys Mon IT may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of Ynys Mon IT, its clients and/or the wider community.

How long do we keep your personal data?

Ynys Mon IT will process personal data during the duration of any contract and will continue to store only the personal data needed for six years after the contract has expired to meet any legal obligations. After six years any personal data not needed will be deleted. Data is held in the United Kingdom on servers in our premises. Ynys Mon IT does not store personal data outside the EEA.

 Your rights and your personal data

You have the following rights with respect to your personal data: When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security.  In such cases we will need you to respond with proof of your identity before you can exercise these rights.

  • The right to access personal data we hold on you
  • At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request we will respond within one month.
  • There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee.
  • The right to correct and update the personal data we hold on you
  • If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated
  •  
  • The right to have your personal data erased
  • If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold.
  • When we receive your request we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation).
  • The right to object to processing of your personal data or to restrict it to certain purposes only
  • You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request, we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.
  • The right to data portability
  • You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
  • The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained
  • You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
  • Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling

7) The right to lodge a complaint with the Information Commissioner’s Office.  • You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Transfer of Data Abroad Any personal data transferred to countries or territories outside the European Economic Area (“EEA”) will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union.  Our website is also accessible from overseas so on occasion some personal data (for example in the minutes or a newsletter) may be accessed from overseas.

Subject Access Request.

To access what personal data is held, identification will be required Ynys Mon IT will accept the following forms of ID when information on your personal data is requested:

  • a copy of your driving licence or passport, birth certificate and a utility bill not older than three months.

A minimum of one piece of photographic ID listed above and a supporting document is required.

 

Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.  Where and whenever necessary, we will seek your prior consent to the new processing.

Changes to this notice We keep this Privacy Notice under regular review.

This Notice was last updated in May 2018.

Contact Details

Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:

support@ynysmonit.co.uk