SHEPPARD & CROSS PIPE ORGAN SERVICES LIMITED
DATA PRIVACY NOTICE – APRIL 2018
Sheppard & Cross Pipe Organ Services Ltd is committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
The rules on processing personal data are set out in the General Data Protection Regulation (the “GDPR”).
Data Controller – A controller determines the purpose and means of processing personal data
Data Processor – A processor is responsible for processing personal data on behalf of a controller
Data Subject – Natural person
Categories of Personal Data : Personal Data
Personal Data – The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR) . For example. name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storing, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third Party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorized to process personal data.
2 Who are we ?
SHEPPARD & CROSS PIPE ORGAN SERVICES LTD is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are :
SHEPPARD & CROSS PIPE ORGAN SERVICES LTD, 80 Bridger Way, CROWBOROUGH, TN6 2XE. Tel : 07774 142113 Email : [email protected]
3 The Purpose(s) of processing your personal data
We use your personal data for the following purposes :
To communicate appointments in pursuit of our organ tuning & maintenance obligations to the church, school, or other establishment represented by you.
To send invoices in respect of our tuning & maintenance obligations to the church, school, or other establishment represented by you.
To render advice on the condition of the instrument in your church, school, or other establishment and answer any subsequent correspondence, whether by letter, email or telephone call.
4 The Categories of Personal Data concerned
With reference to the categories of personal data described in the definitions section, we process the following categories of your data :
We have obtained your personal data from you directly and/or publicly accessible sources such as church websites, internet, or publications.
5 Our Lawful Basis for Processing Your General Personal Data
Consent of the Data Subject RECEIVED THROUGH A PRINTED OR EMAILED GDPR CONSENT FORM OR BY EMAIL/POST
Processing necessary for the SUPPLY OF GOODS/SERVICES and/or GENERAL ENQUIRIES
Performance of a contract with the data subject, or to take steps to enter into a contract
6 Sharing Your Personal Data
Your personal Data will be treated as strictly confidential, and will be shared only
With members or staff of the church, school or other establishment to which you belong
With members of the public when authorized by the data subject to do so
7 How Long Do We Keep Your Personal Data ?
We keep your personal data for no longer than reasonably necessary and we only retain your data for the following purposes, using the following criteria to determine how long to retain your personal data :
As dictated by HMRC, invoice-related data personal details will be held for SIX YEARS
General Email/Postal enquiries : TWO YEARS from last correspondence
Business Correspondence on file : held on file until the file becomes inactive (for example, if our services are discontinued), or unless removal is specifically requested.
8 Providing Us With Your Personal Data
We require your personal data as it is necessary to enter into a contract, such as the purchase of goods & services provided by us.
9 Your Rights and Your Personal Data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data :
The right to request a copy of the personal data which we hold about you
The right to request that we correct any personal data if it is found to be inaccurate or out of date
The right to request that your personal data is erased where it is no longer necessary to retain such data
The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e., where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means.)
The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
The right to object to the processing of personal data, (where applicable, i.e., where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority) ; direct marketing and processing for the purposes of scientific/historical research and statistics).
10 Further Processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing, setting out the relevant purposes and processing conditions.
12 How to Make a Complaint
To exercise all relevant rights, queries or complaints, please ask to speak to our Data Controller on 07774 142113 or email [email protected]
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 0303 123 1113 or by email to
http://ico.org.uk/global/contact-us/email/ or by post to the Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.