TBS needs to collect personal information to effectively and compliantly carry out our everyday business functions and activities, and to provide the products and services defined by our business type. Such data is collected from employees, customers, suppliers and clients and includes (but is not limited to), name, address, email address, date of birth, private and confidential information and sensitive information.
In addition, we may be required to collect and use certain types of personal information to comply with the requirements of the law and/or regulations, however we are committed to collecting, processing, storing and destroying all information in accordance with the General Data Protection Regulation, UK data protection laws and specific data protection codes of conduct (herein collectively referred to as ‘the GDPR’).
TBS has developed policies, procedures, controls and measures to ensure maximum and continued compliance with the GDPR and its principles, including staff training, audit measures and assessments. Ensuring and maintaining the security and safety of personal and/or special category data belonging to the individuals with whom we deal is paramount to our company ethos and TBS adheres to the GDPR and its associated principles in every process and function.
TBS Customers will receive a GDPR statement as part of the definition document for each solution created and managed by TBS. This will clarify the data held and processed by TBS (as the nominated data processor), confirm consent by the Customer (as the data controller) to do so, whilst providing a clear and auditable record of how the data is being managed. Subsequent changes to solutions provided will result in an update to the GDPR statement thus ensuring an upto date record is maintained. Any 3rd Party processors utilised by TBS in the provision of the solution will be defined within the GDPR statement and will be governed by TBS to operate as per GDPR.
To help maintain appropriate security of the data processed, TBS offer all solutions to be hosted with our ISO 27001 accredited hosting provider.
We are proud to operate a ‘Privacy by Design’ approach and aim to be proactive not reactive; assessing changes and their impact from the start and designing systems and processes to protect personal information at the core of our business.
Data Protection Compliance Officer
Technological Business Solutions Ltd (TBS)
Ironstone House, Kedleston Close
Belper, Derbyshire, DE56 1TZ
Who We Are
TBS gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and law. This notice provides you with the necessary information regarding your rights and obligations, and explains how, why and when we collect and process your personal data.
Technological Business Solutions Ltd (TBS) of Ironstone House, Kedleston Close, Belper, Derbyshire, DE56 1TZ, United Kingdom act as the data controller in the collection, use, storing, protection and transfer of your personal information. The designated Data Protection Compliance Officer for TBS is Oliver Keyworth, and can be contacted at above address or via email at firstname.lastname@example.org .
Information That We Collect
TBS processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any other way than already specified in this notice.
Dependent on your specific relationship with TBS, we process different personal information. Under the provision of a TBS solution, this is detailed within a GDPR Statement shared between TBS and the Customer. For website / direct enquires, the personal data collected may include:
- Date of Birth
- Personal Email
- Business Email
- Work Telephone Number
- Mobile Telephone Number
- Other contact details
How We Use Your Personal Data (Legal Basis for Processing)
TBS takes your privacy very seriously and will never disclose, share or sell your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the purposes specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw such consent at any time.
The purposes and reasons for processing your personal data are detailed below: –
- We collect your personal data in the actioning of an enquiry i.e. submitted via the website / telephoned or emailed in so that we can respond accordingly
- We collect your personal data in the performance of a contract or to provide a service and to ensure that orders are completed and can be sent out to your preferred address
- We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
- We collect and store your personal data as part of our human resources activities managing prospective and actual employees.
You have the right to access any personal information that TBS processes about you and to request information about: –
- What personal data we hold about you
- The purposes of the processing
- The categories of personal data concerned
- The recipients to whom the personal data has/will be disclosed
- How long we intend to store your personal data for
- If we did not collect the data directly from you, information about the source
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible, unless there is a valid reason for not doing so, at which point you will be notified.
Your also have the right to request erasure of your personal data or to restrict processing in accordance with the data protection law, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use.
If we receive a request for any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure.
Sharing and Disclosing Your Personal Information
We do not share or disclosure any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. If TBS uses uses a third party processor to provide any services and business functions, you will be informed in advance. We can confirm that any processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.
TBS takes your privacy seriously and take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: –
- Provision of hosting services for solutions through an ISO 27001 accredited provider
- Privacy by Design approach to all solutions created
- Use of data encryption
- Use of anonymisation where appropriate
- Advocated use of a mobile device management (MDM) toolset within solutions provided
- Building access management & control
How Long We Keep Your Data
TBS only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed.
Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and withdraw your consent.
Special Categories Data
Owing to the products, services that we offer, TBS sometimes need to request sensitive personal information from you. Where we collect sensitive personal data, we will only request the information required for the specified purpose and always ask for your explicit consent. You can modify or remove consent at any time, which we will act on quickly, unless there is a legitimate interest or legal reason for not doing so.
Lodging A Complaint
TBS only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.
Technological Business Solutions Ltd (TBS)
Data Protection Compliance Office: Oliver Keyworth