Salix HR Limited is a company incorporated in England and Wales and is a ‘processor’ under the General Data Protection Regulation and the Data Protection Act 2018. Salix HR Ltd uses the trade name Twenty Twenty HR.
Whose data we hold
We may hold data about the following people:
• Clients
• Suppliers and service providers
• Client’s employees
• Enquirers
• Advisers, consultants and other professional experts
Data that will be collected
We will only collect information from you which is relevant to the matter we are dealing with. In particular we may collect the following information from you which is defined as ‘personal data’:
• Personal details
• Relevant background information necessary for our advice
• Financial details
• Business activities of the person whose details we are processing
• Contact details for clients and those connected with the services we provide
Special categories
We may also collect information that is referred to as being ‘special category’. This could include:
• Physical and mental health details
• Racial or ethnic origin
• Religious beliefs or other beliefs of a similar nature
• Criminal convictions
• Sexual orientation
• Basis for processing
• It is necessary for the performance of our contract with you.
• It is necessary for us to comply with a legal obligation.
• It is in our legitimate interest to do so.
• You have given us your consent (this can be withdrawn at any time by advising our data protection lead).
How we will use your data
We may use your information for the following purposes:
• The provision of our services including advising and acting on behalf of clients.
• To maintain our accounts and records.
• Promotion of our goods and services.
• In providing our services to your employees.
Who we will share your information with
• Barristers and employment solicitors
• Medical experts
• Healthcare professionals, social and welfare organisations
• Courts and tribunals
• Business associates
• Ombudsman and regulatory authorities
• Financial organisations
• Credit reference agencies
• Private investigators
• Central government
Where you authorise us, we may also disclose your information to your associates or representatives and we may also disclose your information to debt collection agencies if you do not pay our bills.
In respect of Marketing Services, we will not process your data without your consent unless it is on the basis of there being a legitimate interest.
Transfers to third countries
We may from time to time transfer your personal data to a country outside of the EEA. Normally this will be necessary for the performance of your contract with us or for the exercise or defence of legal claims on your behalf. Sometimes we may transfer for other reasons and we will ensure that appropriate safeguards are in place at all times.
Security arrangements
We shall ensure that all the information that you provide to us is kept secure using appropriate technical and organisational measures. In the event of a personal data breach we have in place procedures to ensure the effects of such a breach are minimised and shall liaise with the ICO and with you as appropriate.
How long we will keep your information for
We will normally keep your information throughout the period of time we do work for you and, wherever appropriate and requested, we carry out work on your Server/ IT system to create, manage and store work and afterwards for a minimum period of six years, as we may be required to do by law and also by any regulations that apply to us. In some cases we may retain your information for a longer or shorter period and we will advise you of this at the time.
Your Data Protection rights
You have the following rights under the GDPR:
• Right to be informed
• Right of access
• Right to request rectification
• Right to request erasure
• Right to restriction of processing
• Right to data portability
• Right to object
Right of access
You have a right to see the information we hold about you. To access this you need to provide a request in writing to Margaret Strudwick, together with proof of identity.
We will usually process your request free of charge and within 30 days. However, we reserve the right to charge a reasonable administration fee and to extend the period of time by a further two months, if the request is manifestly unfounded or vexatious and / or is very complex.
Right of erasure
You have a right to ask us to erase your personal data in certain cases (details may be found in Article 17 of the GDPR). We will deal with your request free of charge and within 30 days, but reserve the right to refuse to erase information that we are required to retain by law or regulation, or that is required to exercise or defend legal claims.
To exercise your right to erasure, please contact Margaret Strudwick.
Who you can complain to
If you are unhappy about how we are using your information or how we have responded to your request then initially you should contact Margaret Strudwick.
If your complaint remains unresolved, then you can contact the Information Commissioner’s Office. Details are available at https://ico.org.uk/.