Privacy Notice

At Silicon Practice we’re committed to protecting and respecting your privacy.

This policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

Any questions relating to this policy and our privacy practices should be sent to:

Data Compliance Officer
Silicon Practice
Kingston House
Lydiard Fields
Swindon
SN5 8UB

Telephone: 01793 710500

Our Commitment to Data Privacy

We are committed to protecting your privacy and will only process personal confidential data in accordance with the General Data Protection Act (GDPR).

Silicon Practice are the Data Controller under the terms of the General Data Protection Act. We are therefore legally responsible for ensuring that all personal information that we process i.e. hold, obtain, record, use or share about you, is done in compliance with the GDPR.

Everyone working for Silicon Practice has a legal duty to keep information about you confidential. All of our staff receive appropriate training to ensure they are aware of their personal responsibilities and have contractual obligations to uphold confidentiality, enforceable through disciplinary procedures.

For more information about our compliance under GDPR including our security measures visit: www.siliconpractice.co.uk/compliance.

Our Legal Basis for Processing

We will only use and process your personal data for:

  • Performing a contract of employment or service between us;
  • Direct consent for any marketing purposes, which can be withdrawn at any time; or
  • If it is necessary for our legitimate interests and only if your interests and rights do not override ours.

We will not use your personal data for an unrelated purpose without informing you and the legal basis that we intend to rely on for processing it.

Information we hold about you

Throughout your interactions with us we will only collect the data that we require in order to provide you with the service that you are requesting.

Information you give us – Customers

You may provide us with personal information. This may include:

Identifiable’ personal data that can be used to directly or indirectly identify the person or company. This can include but is not limited to name, address, email address and billing information for invoice purposes.

Information you give us – Employees and Job Applicants

You may provide us with personal information. This may include:

  • Contact details, gender and date of birth
  • Marital Status and emergency contacts
  • Bank Details, National Insurance number, salary and pension details.
  • Passport or Driving Licence in relation to your immigration status and your right to work for us.
  • CV, references and qualifications.

Information we collect about you through our website

We may automatically collect the following information about your visit. This information will not identify you, it relates to:

Google Analytics’ collects technical information, including your browser type and version, time zone setting, operating system and platform and the pages you visit.

Cookies’ are stored whilst you are using this site. We use cookies to recognise your computer when you visit our website to improve the website’s usability. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

How your information be used

Your personal information will only be used for the purpose of which it was originally given by the individual.

Your information will never be used for marketing, research or profiling without your explicit consent.

Your Rights

You have certain legal rights, including a right to have your information processed fairly and lawfully and a right to access any personal confidential data we hold about you.

Right to be informed

You have the right to be informed about the collection and use of your data.

You also have the right to be notified of a data security breach concerning your personal data if it results in physical, material or non-material damage to you such as loss of control over your personal data, discrimination, identity theft or fraud, financial loss or loss of confidentiality of personal data.

Right of access

You have the right to access any of your personal data that is being processed together with supplementary information. If we do hold information about you we will:

  • Give you a description of it;
  • Tell you why we are holding it;
  • Tell you who it could be disclosed to; and
  • Let you have a copy of the information in an plain readable format.

There are no fees for making a request. However, if your request is manifestly unfounded or excessive we may charge a reasonable administrative fee or refuse to respond to your request.

Right to be forgotten

You have the right to have your personal data erased. This right is not guaranteed and applies only in certain circumstances.

Right to restrict

You have the right to request the restriction of your personal data from being processed. This will restrict any ongoing processing but not erase any data we hold.

Right to rectification

You have the right to have inaccurate personal data rectified or completed if it is incomplete.

Right to object

You have the right to object to data processing of the information we hold about you, where we are relying on a legitimate interest to do so and you think that your rights and interests outweigh our own and you wish us to stop.

Rights in relation to automated decision making and profiling

We do not make any automated decisions or profiling with your personal data.

How to make a request

Requests must be made in writing to Silicon Practice, Kingston House, Lydiard Fields, Swindon SN5 8UB alternatively you can email us at gdpr@siliconpractice.co.uk.

The information we will require when you make a request is your name, email address, contact telephone number, name or your practice or company and a description of the request.

We will respond within a reasonable period and no later than one calendar month.

Third Parties

We use a range of third-party data processors to assist us in connection with the services that we provide.

These organisations are subject to the same legal rules and conditions for keeping personal confidential data secure and are underpinned by a contract with us.

Category Personal Data
Professional Services We may share your details with processional service companies such as accountants or accounting software.
Technical service providers We may share your details with providers we use to provide computing services.
Email marketing software We may share your details with -mail marketing software providers to allow us to send emails to you.
Communication services We may share your details with companies who provide us with communication services such as a customer support or email providers.

We do not sell your personal information to any third parties for any purposes.

Processing outside the EU

A small number of third parties we use are situated outside the EU.

These companies are committed to ensuring such transfers are compliant with applicable data transfer laws, including GDPR.

Data Retention

Customers

We will retain the information we hold about along with invoices for a minimum period of six years to enable us to comply with our legal obligations in respect of, for example, the HMRC.

Data Backups

Backup data is stored for a period of 180 days. Backup data is encrypted and stored off site in a secure data centre.

Employees of Silicon Practice

We will retain the information we hold about you for a period of six years to enable us to comply with our legal obligations in respect of, for example, HMRC and the Department of Work and Pensions.

Job applications

We will retain the information we hold about you for a period of six months to enable us to comply with any legal obligations in respect of any possible disputes, unless you ask us to keep your information on record for consideration for a future position.

Complaints

 We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring concerns to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.

To make a complaint or bring concerns to our attention, please contact us in writing:

Data Compliance Office
Silicon Practice
Kingston House
Lydiard Fields
Swindon
SN5 8UB

The information we will require when you make a complaint will be:

  • Your name, email address, contact telephone number, name or your practice or company.
  • A summary of what has happened, giving dates where possible.
  • A list of things that you are complaining about.
  • What you would like to happen as a result of your complaint

Contact

 If you have any questions about this policy or how we handle your data please do not hesitate to contact us at:

Data Compliance Office
Silicon Practice
Kingston House
Lydiard Fields
Swindon
SN5 8UB

Tel: 01793 710500

Monitoring and Review

We regularly review and, where necessary, update this notice at least annually.

If we plan to use personal data for a new purpose, we update our privacy information and communicate the changes to individuals before starting any new processing.