Social Profit Calculator Ltd. trading as Loop understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, www.loop.org.uk, and any associated websites or portals used to access any of our software solutions and services (“Our Site”), or any information, data supplied relating to projects, contracts or any commercial arrangements [in email, PDF, excel, hard or soft copy] (“Customer Data”) and as described in Parts 5 and 6, below, we do not collect personal data about you unless you contact us. Any personal data we do collect will only be used as permitted by law.
1. Information About Us
Our Site is owned and operated by Social Profit Calculator Ltd. trading as Loop, a limited company registered in England under company number 09947057.
Registered address: 55 Whitefriargate, Hull HU1 2HU.
Main trading address: 55 Whitefriargate, Hull HU1 2HU
VAT number: 231834914
Data Protection Officer: N/A As defined by the ICO regulations. We can confirm that GDPR is a standing point on every board meeting agenda, and the directors consider GDPR as part of the normal day to day running of the business.
2. What Does This Policy Cover?
3. What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
4. What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
- B) The right to access the personal data we hold about you. Part 9 will tell you how to do this.
- C) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact using the details in Part 10 to find out more.
- D) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact using the details in Part 10 to find out more. We store limited personal data about users that have/had access to our software solutions and services, and timescales for storing such data is governed by the contract between Social Profit Calculator Ltd. trading as Loop and its customer. It is a requirement to store contract data for several years, to assist in defect management and historical records, and these timescales can be changed where the customer requests, and the contract is varied.
- E) The right to restrict (i.e. prevent) the processing of your personal data.
- F) The right to object to using your personal data for a particular purpose or purposes.
- G) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
- H) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 10.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
5. What Personal Data Do You Collect?
Subject to the following, we do not collect any personal data from you. We do store temporary cookies in order to confirm your identity when accessing the site. We do not use any other means of data collection.
If you send us an email, we may collect your name, your email address, and any other information which you choose to give us.
Any member of staff will provide additional personal data to allow for payroll to be processed and to ensure we are compliant with our HMRC and other requirements.
6. How Do You Use My Personal Data?
If we do collect any personal data, it will be processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with our obligations and safeguard your rights under the GDPR at all times. For more details on security see Part 7, below.
As stated above, we do not generally collect any personal data. If you contact us and we obtain your personal details from your email, we may use them to respond to your email.
Any and all emails (which may contain your personal data), are retained as part of an audit trail to support contract and commercial agreements and variations, and helpdesk and issue resolutions for service and support.
You have the right to withdraw your consent to us using your personal data at any time, and to request that we delete it.
We will not share any of your data with any third parties for any purposes other than storage on an email server. For any staff members, data may be shared with external agencies including payroll bureaus, government agencies and approved third parties. Where there is a requirement to share data at a personal request, this authorisation will be documented.
7. How and Where Do You Store My Data?
We will only store your personal data in the UK. This means that it will be fully protected under the GDPR.
Please contact us using the details below in Part 10 for further information about the particular data protection mechanism used by us when transferring your personal data to a third country.
Personal data security is essential to us, and to protect personal data, we take the following measures:
7.1 All internal business applications (Outlook, Excel, OneDrive etc.) are installed locally and where installed externally, are secured using standard login credentials and password.
7.2 All hosted platforms (AWS, UKFast, etc.) are only accessible by authorised members of staff using a minimum of login credentials and password, and where appropriate, two factor authentication.
7.3 We do not store any staff member personal data in hard copy, and any Customer Data may be worked on via hard copy, but will be destroyed immediately after completion.
8. Do You Share My Personal Data?
We will not share any of your personal data with any third parties for any purposes, subject to the following exception, and the reasons detailed in part 6 above.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
9. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 10.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within 10 working days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
10. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Subject Access Request Officer):
Email address: firstname.lastname@example.org
Telephone number: 01482 255104
Postal Address: 55 Whitefriargate, Hull HU1 2HU
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.