We try to avoid legalistic language generally, so hopefully this is all clear and understandable.
General Data Protection Regulations (GDPR)
Under the scope of the GDPR we are required to protect the personal information of our contacts, and to disclose how we use such personal information. Put simply, we don't keep personal information in any form apart from our financial systems, and email addresses within our email system.
GDPR processing activities
We hold very limited personal information on our clients.
- We keep purchase orders, invoices and payment advice which may contain business contact information for individuals within companies. Generally, we have no control over this information and are legally required to keep it for accountancy reasons.
- Where we receive an email from an existing or prospective client or partner, we store such emails in folders within our email system. When we send an email to an existing or prospective client or partner, we also store those email messages in folders within our email system. We keep all mail in order to maintain an activity trail of our information exchanges with clients and partners.
For the purposes of GDPR we have a nominated Data Controller; Dr Ian Michael Piper.
We store and process personal information under the GDPR lawful basis f; Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.
We use this information solely for the purpose of communicating with our clients. We do not share personal information with third parties unless our clients expressly approve this.
We are happy, on request, to disclose all email content addressed to or received from any client or partner. We are not able to remove information from invoices, purchase orders or remittance advice statements as these are required for accountancy or audit purposes. However, on request we are happy to disclose to clients and partners any such documents that contain personal information.
Storage and retention
Personal data of the type described is held and backed up using industry standard encrypted storage. Our retention time for this data is 25 years.
Other personal information processing
We do not maintain or process personal information in any other form.
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