The Data Protection Policy employed by Kidtropolis Ltd has been developed as an extension of our commitment to combine the finest quality services with the highest level of integrity in dealing with our clients, suppliers, associates and staff. This policy has been updated to be in line with GDPR standards in our on-going commitment to protecting the privacy and security of your personal information. This policy guides you through how we collect store and use information about individuals and organisations. It will be continuously assessed against new technologies, business practices and the changing needs of everyone we deal with.
Kidtropolis Ltd is a “controller” of your personal information. Our address is Kidtropolis Ltd Offices, 10 Bowen Square, Daventry, NN11 4DR.
Our Data Protection Policy recognises two kinds of personal data that deserve different levels of protection:
Personally-Identifiable Information includes, for example, e-mail addresses, billing information, employment status and ‘click stream’ data that tracks visitor activity on a website or online service.
A subset of that category, Sensitive Data, deserves additional safeguards. Sensitive Data includes, by way of example, Clients’ confidential data, individuals’ home telephone numbers, Bank Account, Income Tax and National Insurance numbers, interview notes, CV’s, etc. If your relationship with us includes providing Kidtropolis Ltd with Sensitive Data, we will protect that information with extra care. We will not distribute Sensitive Data outside of Kidtropolis Ltd, if you so request, and will give you the chance to opt out of sharing this information within our own organisation.
Kidtropolis Ltd collects Personally-Identifiable Information and Sensitive Data only when there is a legitimate business need to do so.
Notice: We will inform you about why we are collecting Personally-Identifiable Information and how we intend to use it. We need to collect and store your name, address, and other basic Personally-Identifiable Information, for example, to provide you with the service you requested, as well as for billing purposes.
Our legal basis to use your personal information
We need your information primarily to allow us to perform our contract with you and to enable us to comply with legal obligations such as to pay VAT over to HMRC. In some cases we may use your personal information to pursue legitimate interests of our own (the efficient and effective operation of the business) or those of third parties, provided your interests and fundamental rights do not override those interests.
Purposes we use your information for:
To correspond with you with a view to providing a service; to arrange to attend at your property to quote or undertake works, to take monies for payment from you; to arrange invoices; to pay VAT over to HMRC; for the purposes of an after sales service etc.
If you fail to provide personal information
The provision of information by you is a contractual requirement. If you fail to provide certain information when requested, we may not be able to perform the contract for services for you.
We may share your information with HMRC for VAT purposes.
We will typically retain your personal information for 5 years following conclusion of the works.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Right to withdraw consent (Opt Out)
In any circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us at firstname.lastname@example.org or at the above address. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
International Data Transfers
Any personal data will only be transferred to other countries that are part of the EEA and therefore have adequate levels of security in place to protect your data. Any country outside of the EEA / EU we share data with will be compliant with the level of security required for companies within https://ico.org.uk/registration/new it; this includes ensuring companies in the US are members of the Privacy Shield scheme and other companies outside the US have contractual obligations in place to provide the same security.
Kidtropolis Ltd will not sell personal data in any form, including mailing lists. All its data are for internal use only:
Kidtropolis Ltd will continue to oversee implementation of and compliance with our Policy and will adapt the Policy to reflect changes in technology and the expectations of everyone we deal with. To ensure that we are following our stated Policy, we also conduct periodic and random audits of our Web sites and other systems.
Kidtropolis Ltd Data Protection Policy has been developed out of respect for the privacy preferences and choices of our candidates, suppliers customers, associates and staff. We have established procedures to ensure that every reasonable effort is made to address your concerns.
If you have any concerns or questions about our use of your information you have the right to complain to the Information Commissioners Office but please inform us first, preferably by e-mail to email@example.com, so that we may have the opportunity to address any issues directly with you. The ICO can be contacted at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. www.ico.org.uk.