Privacy Policy

At Simpson Associates Information Services Limited we’re committed to protecting and respecting your privacy.

Simpson Associates Information Services Limited is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently. This privacy notice sets out, in line with GDPR, the types of data that we hold on you as a prospective customer, customer, employee or supplier to the Company. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

Contact details are as follows: Rachel Hillman, Director [email protected]

Data protection principles

In relation to your personal data, we will:

• process it fairly, lawfully and in a clear, transparent way
• collect your data only for reasons that we find proper for the course of our business relationship in ways that have been explained to you
• only use it in the way that we have told you about
• ensure it is correct and up to date
• keep your data for only as long as we need it
• process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed.

What information we collect, use, and why

We collect or use the following information to provide services, service updates or marketing purposes:

• Names and contact details
• Addresses
• Website user information (including user journeys and cookie tracking)
• Recorded images, such as photos or videos
• Information used for security purposes
• Marketing preferences
• Website and app user journey information
• Records of consent, where appropriate

We collect or use the following information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
• Security clearance details (eg basic checks and higher security clearance)

Why we process your data

The law on data protection allows us to process your data for specific reasons:

• Where we have your consent
• To perform the contract we are party to
• To comply with legal obligations
• To pursue our legitimate interests
• To protect your vital interests
• Where processing is in the public interest

We process data to support activities that are in the legitimate interests of Simpson Associates. These include keeping customers and prospective customers informed about changes to our service offerings, marketing events, and publications.

As part of this, we may send marketing communications about our products and services, particularly if you are an existing customer or have previously engaged with us. You have the right to opt out of receiving these communications at any time. Every marketing email includes an unsubscribe link, and you can also contact us directly using the details provided in this policy to request removal from our marketing lists. We will always respect your preferences.

We also collect data for recruitment purposes to ensure compliance with legal requirements, such as record keeping for Companies House and HMRC.

How long we keep information

In line with data protection principles, we only keep your data for as long as we need it for, which will be at least for the duration of our business relationship and/ or for six years after our contract has ended for HMRC record keeping and 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 data.
• Your right to rectification – You have the right to ask us to rectify personal data 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 data in certain circumstances.
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data 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 personal data you gave us to another organisation, or to you, in certain circumstances.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Use of Cookies & Tracking Technologies

Like many other websites, ours uses cookies – small pieces of information that enable us to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. Cookies help us to improve our website and deliver a better service.

We use both “session” cookies and “persistent” cookies. Session cookies are deleted when you close your browser. Persistent cookies remain stored until deleted or expired.

We use the following third-party services that set cookies on your device:

• Google Analytics: Used to analyse how our website is used. These cookies collect anonymous data such as the number of visitors, pages visited, and time spent on the site. For more information, see https://policies.google.com/privacy and https://tools.google.com/dlpage/gaoptout.
• HubSpot: Used to manage our marketing communications, forms, and website analytics. HubSpot cookies track page views, form submissions, and user sessions to help us personalise content and improve engagement. For more information, see HubSpot’s Cookie Policy.

We use a cookie consent banner to obtain your permission before placing non-essential cookies. You can manage your preferences at any time via the banner or by adjusting your browser settings.

For more information about cookies and your rights, please visit the ICO’s guidance on cookies.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

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

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated: 13 May 2024