Sociofy Ltd is committed to data protection and welcomes the General Data Protection Regulation (GDPR), which was adopted by the European Union (EU) and goes into effect May 25, 2018.
Here is our privacy notice which explains how Sociofy Ltd looks after your personal information that you give us or that we learn by having you as a client and the choices you make about marketing communications you agree we may send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.
What information we collect about you
How information about you will be used
How long your information will be kept for
Where your information is kept
Access to your information and correction
Changes to our privacy notice
How to contact us
WHAT INFORMATION WE COLLECT ABOUT YOU
We collect information about you when you contact us, sign up for our services or apply for a job, whether contact is online, on paper, by email or over the phone.
The information that you give us may include your name, address, email address, phone number, payment and transaction information, IP address and CVs.
We operate CCTV across our office premises for the safety and security of our clients and staff as well as a deterrent for the purpose of criminal activity.
HOW INFORMATION ABOUT YOU WILL BE USED
In law, we are allowed to use personal information, including sharing it outside the business, only if we have a proper reason to do so, for example:
To fulfil a contract with you ie to provide the service you have requested and to communicate with you about the services we are providing for you.
When it is in our legitimate interest ie there is a business or commercial reason to do so, unless this is outweighed by your rights or interests.
When you consent to it: we will always ask for your consent to hold and use health and medical information.
We will therefore may share your information with:
Our social media management software providers, our web hosting providers and any other software providers that we may need to use while carrying out your business marketing.
Suppliers of our website: Sociofy Ltd
We have rigorous data protection and security policies in place with all our suppliers.
We will not share your information with any other third party without your consent except if we are required to do so by law.
We would like to send you information about products and services which may be of interest to you. We will ask for your consent to receive marketing information.
If you have consented to receiving marketing, you may opt out at a later date.
You have the right at any time to stop us from contacting you for marketing purposes or giving your information to third party suppliers of products or services. If you no longer wish to be contacted for marketing purposes, please contact us.
The information we collect about employees, the purposes it is used for and who it will be shared with is set out in our employment contracts and employee handbook.
HOW LONG YOUR INFORMATION WILL BE KEPT FOR
If you have not visited us after a year, we will archive all your personal information, except for your name, relevant client history and financial transactions (which we are obliged to keep for 6 years).
Information about unsuccessful job applicants will be deleted after 3 months.
CCTV images are automatically deleted after 30 days.
WHERE YOUR INFORMATION IS KEPT
Your information is stored within the European Economic Area on secure servers provided by www.siteground.com. Any payment transactions are encrypted. Sending information via the internet is not completely secure, although we will do our best to protect your information and prevent unauthorised access.
CCTV images are held securely on site.
ACCESS TO YOUR INFORMATION AND CORRECTION
You have the right to request a copy of the personal information that we hold about you. This will normally be free, unless we consider the request to be unfounded or excessive, in which case we may charge a fee to cover our administration costs.
If you would like a copy of some or all of your personal information, please contact Justin Evans the Data Protection Officer, by emailing email@example.com
We want to make sure that your personal information is accurate and up-to-date. You may ask us to correct or remove information you think is inaccurate.
You have the right to ask us to object to our use of your personal information, or to ask us to delete, remove or stop using your personal information if there is no need for us to keep it.
We may email e-newsletters to inform you about products, services provided by our business. You have the opportunity to unsubscribe from our e-newsletters at any time.
E-newsletters may contain subscriber tracking facilities within the actual email, for example, whether emails were opened or forwarded, which links were clicked on within the email content, the times, dates and frequency of activity. We use this information to refine future email campaigns and provide you with more relevant content based around your activity.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
Our website includes links to other websites. This privacy notice only applies to this website so when you link to other websites you should read their own privacy notices.
CHANGES TO OUR PRIVACY NOTICE
We keep our privacy notice under regular review and we will place any updates on this webpage or on the printed copy. This privacy notice was last updated on 6th of January 2020.
HOW TO CONTACT US
Please contact us if you have any questions about our privacy notice or information we hold about you:
By email firstname.lastname@example.org
Or write to us at Sociofy Limited, 84 Cherry Hinton Road, Cambridge, CB1 7AG
You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern:
DATA RETENTION POLICY
This policy sets out what information Sociofy Ltd holds, how long we hold it for and when it will be deleted.
It also covers the procedure to follow regarding data requests.
Information held by us
How long is personal data held for?
Where is personal data held?
How is personal data deleted?
Access to personal information, correction and deletion
INFORMATION HELD BY US:
We hold personal information about:
We also hold information about financial transactions relating to these eg services provided, products bought, payroll information.
HOW LONG IS PERSONAL DATA HELD FOR?
We aim not to hold personal data longer than necessary.
Unless requested by an individual, the following types of data will be held for the periods shown below, after which it will be securely deleted or destroyed:
WHERE IS PERSONAL DATA HELD?
Personal data about clients, financial transactions and employees are held on our secure salon software system which is backed up every day or held in secure electronic files electronically which can be accessed only by authorised company employees.
Paper records are held in a locked cabinet or in secure archive storage.
HOW IS PERSONAL DATA DELETED?
Personal data is permanently deleted in accordance with the retention periods listed above from:
Salon software system
ACCESS TO PERSONAL INFORMATION, CORRECTION AND DELETION
See our privacy notice
All requests for access to personal information will be handled by Justin Evans, the Data Protection Officer.
Responses to requests will be made within 30 days.
All information relating to the individual will be compiled into a report and collected from: