Privacy

Objective

This document is required under the General Data Protection Regulation (GDPR) to define to data subjects what data Opus Trust Communications is collecting from them, for what purposes and under what legal basis we are processing this data.

Scope

All data subjects whose personal data is collected, in line with the requirements of the GDPR.

Responsibilities

The Data Protection Officer is responsible for ensuring that this notice is made available to data subjects prior to Opus Trust Communications collecting/processing their personal data.

All employees of Opus Trust Communications who interact with data subjects are responsible for ensuring this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.

Contact Details
Opus Trust Communications
133-137 Scudamore Road
Leicester
LE3 1UQ
T: 0116 232 7500
E: dataprotectionofficer@opustrust.co.uk

What type of personal information do we collect?

We currently collect and process the following information;
• Personal identifiers, contacts and characteristics
• Name
• Company
• Job title / role
• Email address
• Phone number
• Other contact details
• Identification number
• Location data
• Online identifier (i.e., IP address)
• Our client’s customer data is provided for the creation of documents (this will be advised to data subjects in their data controllers privacy notice)

How we obtain personal information and why

Most of the personal information we process is provided to us directly by you for one of the following reasons;

  • For clients and prospective clients, data is collected from our website forms or through face to face contact
  • For clients, we collect your data at commencement of a contract as a representative of your organisation
  • For suppliers, we collect your data at commencement of a contract as a representative of your organisation

We also receive personal information indirectly, from the following sources in the following scenarios;

  • We purchase carefully targeted prospect data from list brokers
  • We collect publicly available data from websites and other sources
  • Our client’s customer data is provided to us by our clients as data controllers

We use the information that you have given us as follows;

  • For clients and prospective clients, data is collected in order to selectively offer our services which we believe may be of interest to the company you represent
  • For clients, we process your data to provide contracted services to you and to invoice for those services
  • For suppliers, we process your data to obtain services from your organisation and to pay for those services
  • For client’s customer data we process it under the controller’s instruction to create communication documentation

We may share this information with third-party service providers contracted to Opus Trust Communications in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Opus Trust Communications procedures. If we wish to pass your sensitive personal data onto a third party, we will only do so once we have obtained your consent unless we are legally required to do otherwise.

Client’s customer data is processed within the UK by employees of the company only. These employees may reside outside of the UK or the EU but are bound by UK employment legislation and work under our confidentiality terms.

Data may be collected through our website in the form of cookies, this data may be shared with third parties (such as Google Analytics) and may be transferred internationally, including to the USA. This data is anonymised where possible and any PII is minimised. Please see our cookies policy for further detail.

Under GDPR, the lawful bases we rely on for processing this information are;

  • We have a contractual obligation
  • We have a legitimate interest
  • Cookies are processed strictly by consent

How we store your personal information

Your information is securely stored.

Prospect data is stored within our CRM system which is in EU/EEA data centres.

Client data is maintained within multiple systems, proprietary client management systems based at our offices in Leicester, other cloud-based systems in EU/EEA data centres.

Supplier data is maintained within multiple systems, supplier management systems based at our offices in Leicester, other cloud-based systems in EU/EEA data centres.

Data is retained for the minimum period necessary, as outlined below

  • Prospect data is retained in the CRM and refreshed regularly
  • Client data is retained for the period of the contract
  • Supplier data is retained whilst a relationship remains
  • Client’s customer data is retained in line with contracted retention periods
  • Other data is retained in line with legal requirements

Your data protection rights

Under data protection law, you have rights including:

Your right of access
− you have the right to ask us for copies of your personal information.

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

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 personal information in certain circumstances.

Your right to object to processing
− you have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability
− you have the right to ask that we transfer the personal 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. If you make a request, we have one month to respond to you.

 

If you wish to make a request, please contact
Rob Cullup
Data Protection Officer
Opus Trust Communications
133-137 Scudamore Road
Leicester
LE3 1UQ
T: 0116 232 7500
E: dataprotectionofficer@opustrust.co.uk

Policy Owner and Approval

The Data Protection Officer is the owner of this policy and is responsible for ensuring that this record is reviewed in line with the review requirements of the GDPR.
This document is updated periodically.

How to make a complaint

If you have any concerns about our use of your personal information, you can make a complaint to us at the address above.

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

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

Information Commissioner’s Office
45 Melville Street
Edinburgh
EH3 7HL

Helpline: 0303 123 1113
W: https://www.ico.org.uk

GET IN TOUCH

If you have any questions or queries, please don’t hesitate to talk to us.

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