Privacy Notice

Our contact details 

ICO – Registration Number Z9216576

Name: Silicon Practice 

Address: Silicon Practice Ltd
Kingston House
Lydiard Fields
Swindon
SN5 8UB

Phone Number: 01793 710500

E-mail: gdpr@siliconptactice.co.uk

For all enquiries regarding data protection, please address your correspondence to our Compliance Officer who will liaise with our Data Protection Officer as needed.  

Important information 

This notice is provided for visitors to our website, potential customers, current customers, suppliers and any other persons whose information is processed by Silicon Practice as a data controller. This notice explains how and why we collect and process your personal data. 

In addition, privacy information is provided to Silicon Practice staff via an Internal Privacy Notice and to job applicants via the Job Applicant Privacy Notice. 

The provision of privacy information is primarily the responsibility of data controllers and patients of our customers should refer to the privacy notice on their Practice’s website.

They may also find the information on our Data Processing Agreement page, which details how we comply with data protection requirements when delivering our services to Practices. 

Leaving our site

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should be aware that we don’t have any control over the other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting these sites.

What types of information do we have 

We currently collect and process the following information: 

  • Personal identifiers- first name, surname, title, contact address, email address, telephone number 
  • Transactional data- invoicing information, order forms and other information relating to products/services you have purchased from us and correspondence relevant to the delivery of a contract 
  • Technical Data- IP address

How we collect the information and why do we have it

All of the information we process is provided to us directly by you for one of the following reasons:

  • So that you can make a general enquiry  
  • So that you can request more information about our products/services
  • So that you can enter into a contract with us for our products/services 

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

  • We have a contractual obligation 
  • We have a legitimate interest 
  • To fulfil a legal obligation 

What we do with the information we have 

We use the information you have given us in order to:

  • Respond to a general enquiry that you have made 
  • Respond to a request for more information about our products/services 
  • Enter into a contract with you
  • Fulfil our contractual and/or legal obligations 

We may share your personal data with the following third parties in order to support the performance of a contract or to fulfil a legal obligation:

  • Professional advisers acting a sub-processors or controllers e.g. lawyers, accountants
  • Government agencies such as HMRC  
  • Service providers acting as sub-processors that provide IT and admin support e.g. Google Drive, Atlassian, Amazon S3

These third parties are subject to the same data protection requirements as Silicon Practice and as part of duty to you we regularly review our terms and conditions with third parties to ensure ongoing compliance.

How we store your information 

Your information is securely stored within our Google Drive. Customer invoices are securely stored within a system called Xero and Helpdesk correspondence is securely stored within a system called Jira.

We retain personal information only for as long as necessary to fulfil the purposes that we collected it for. Once we have entered into a contract with a customer, we will retain all information relevant to that contract, including invoicing records and identifiable data for a period of six years in line with legal requirements. Once the retention period has expired your information will be deleted from our online systems and any paper records physically destroyed using confidential shredding. 

We backup all our data for a period of 90 days. Backup data is encrypted and stored off site in secure UK data centre before being automatically destroyed. 

Your data protection rights 

Under data protection law, you have rights including:

Your right of access- You have the right to ask for copies of your personal information 

Your right to rectification- You have the right to ask to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is complete 

Your right to erasure- You have the right to ask us to erase your personal information in certain circumstances

Your right to restriction of processing- You have the right to ask us to restrict the processing of your information in certain circumstances 

Your right to object to processing- You have the right to object to the processing of your personal data in certain circumstances 

Your right to data portability- You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances 

You are not required to pay any charge for exercising your rights. However, we can charge you a “reasonable fee” for the administrative costs of complying with your request if:

  • it is manifestly unfounded or excessive; or
  • you request further copies of your data following an initial request.

If you make a request, we have within one month to respond to you. If the request is complex or you have submitted a number of requests, we may inform you that we have extended this time period up to a maximum of a further two months.

If you wish to make a request please contact us at:

Compliance Officer

Address: Silicon Practice Ltd
Kingston House
Lydiard Fields
Swindon
SN5 8UB

Phone Number: 01793 710500

E-mail: gdpr@siliconptactice.co.uk

How to complain 

We encourage you to bring concerns to our attention if you think that our collection or use of information is unfair, unlawful or misleading. If you wish to make a complaint please contact us in the first instance using the contact details referred to above. 

You can also complain to the ICO if you are unhappy with how we have used your data. 

The ICO’s address is:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Review and monitoring  

We regularly review and, where necessary, update this notice. As a minimum this notice is reviewed annually.

If we plan to use personal data for a new purpose, we will update our privacy information, communicate the changes to affected individuals and where necessary identify a new legal basis for processing before the new purpose is pursued.