Privacy Policy

GDPR Compliance Policy

1. Scope

All data subjects whose personal data is collected, in line with the requirements of the GDPR.

2. Responsibilities

2.1 The Data Protection Officer / GDPR Owner is responsible for ensuring that this notice is made available to data subjects prior to SY Limited collecting/processing their personal data.

2.2 All Employees/Staff of SY Limited 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.

3. Privacy notice

SY Limited in the UK providing the following services to its clients:

  • Computer, audio visual and peripheral supply
  • Computer, audio visual and peripheral installation services
  • Computer, audio visual and peripheral support services
  • Network cabling & testing

The personal data we may collect and process is as detailed below:

Personal data type Source (where the personal data has not been accessed from publicly accessible sources)
Name Direct
Address Direct
Landline Number Direct
Mobile Number Direct
Email Address Direct
Vehicle Registration Number Direct
DOB Direct
Bank Details Direct
Driving Licence Direct
Passport Direct
National Insurance Direct
Emails and Correspondence Direct
Insurance Details Direct
Marketing contact Approved third parties

The personal data we collect will be used for the following purposes:

  • Communicating with Accounts
  • DBS Checks
  • Health & Safety compliance
  • Marketing Communications
  • Sales
4. Our legal basis for processing for the personal data

Consent
The individual (a data subject) whom the personal data is about has consented to the processing

Contractual
Processing is necessary in relation to a contract which the data subject has entered into with the business, or because the data subject has asked for something to be done so they can enter into a contract with the business

Legal obligation
Processing is necessary because of a legal obligation that applies to the business (except an obligation imposed by a contract)

Public tasks
Processing is necessary for administering justice, or for exercising statutory, governmental, or other public functions

Legitimate interests
Processing is necessary for the businesses’ legitimate interest or those of a third party to whom the personal data is disclosed, except where such interests are overridden by the interests, rights or freedoms of the data subject.

Third Party Agencies
SY Limited may from time to time employ or obtain data from third party marketing agencies. This is on the explicit agreement that any data they provide or hold complies to GDPR regulations.

6. 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
If SY Limited 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 below.
All the above requests will be forwarded on should there be a third party involved in the processing of your personal data.

7. Complaints

If you wish to make a complaint about how your personal data is being processed by SY Limited, or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and SY Limited’s data protection representatives Data Protection Officer.

The details for each of these contacts are:

Supervisory authority contact Data Protection Officer
Contact Name: Guy Snook Salome Snook
Address line 1: Park House Park House
Address line 2: 92-94 Hopewell Drive 92-94 Hopewell Drive
Address line 3: Chatham Chatham
Address line 4: ME5 7PY ME5 7PY
Email: guy@sylimited.com Salome@sylimited.com
Telephone: 020 3781 8001 020 3781 8001
8. Privacy statement

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”.

9. How we use your information

This privacy notice tells you how we, SY Limited, will collect and use your personal data for:

  • Communicating with Accounts
  • DBS Checks
  • Salary & HM Customs payments
  • Health & Safety compliance
  • Marketing Communications
  • Sales

Why does SY Limited need to collect and store personal data?
For us to provide you with our services we need to collect personal data for correspondence purposes and detailed service provision. In any event, 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.

In terms of being contacted for marketing purposes SY Limited would contact you for additional consent.

Will SY Limited share my personal data with anyone else?
We may pass your personal data on to third-party service providers contracted to SY Limited 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 to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with SY Limited’s 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 will SY Limited use the personal data it collects about me?
SY Limited will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavor to keep your information accurate and up to date, and not keep it for longer than is necessary. SY Limited is 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.

Under what circumstances will SY Limited contact me?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.

Can I find out the personal data that the organisation holds about me?SY Limited at your request, can confirm what information we hold about you and how it is processed. If SY Limited does hold 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 SY Limited 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 will I need to provide in order to access this? SY Limited accepts the following forms of ID when information on your personal data is requested:

One of:

  • Passport
  • Driving License
  • Valid Photo ID

And:

  • Birth Certificate
  • Bank Statement
  • Utility Bill