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PRIVACY NOTICE

Document Control

Reference: DSP DOC 5

Issue No:  1

Issue Date: 21/03/2019

Page: 1 of 7

 

1.       Scope

All data subjects whose personal data is collected, in line with the requirements of the GDPR.

 

2.       Responsibilities

2.1     The Director of Administration is responsible for ensuring that this notice is made available to data subjects prior to Health Edge Solutions Ltd collecting/processing their personal data and, where appropriate, their consent to the processing of their data is secured.

 

3.       Privacy notice

3.1     Who are we?

Health Edge® specialise in the provision of computerised and manual tracking and traceability systems, quality audit trails, consumables and bespoke labels to the Health Sector.

 Our Director of Administration and Data Protection Representative (IT Manager) can be contacted directly here:

·     Director of Administration deirdre.fitzgerald@health-edge.co.uk

·     Data Protection Representative kris.mabbett@health-edge.co.uk

·     01454 322777

 

The personal data we would like to collect and process includes:

 

Personal data type:

Source

Employee Information

Name

Gender

Address

Date of Birth

Salary

Job Title

Email Address

Telephone Number

National Insurance Number

Driving License Number

Bank Details

Passport Details

Emergency Contact Details

 

 

 

Employee

Customer contact information

Name

Business Address

Job Title

Department

Business email address

Business telephone number

Credit Card Information

Customer

Customer Purchase Order

Publicly available information

Supplier contact information

Name

Business Address

Job Title

Department

Business email address

Business telephone number

Bank Details

Supplier

Publicly available information

 

The personal data we collect will be used for the following purposes :

 

Employee:

·        Correspondence

·        Employment Records

·        Salary Processing

·        Dividend processing

·        Pension processing

·        Life Assurance and Critical Illness policy applications and renewals

·        Health Insurance applications and renewals

·        Key Man, Company and Travel Insurance applications and renewals

·        Driving license checks

·        Reporting employment status, salaries and benefits to HMRC

Customers:

·        Correspondence

·        Account set up and administration

·        Provision of goods and services

·        Invoicing

·        Carrying out surveys

·        Credit card payments

Suppliers:

·        Correspondence

·        Account set up and administration

·        Purchasing goods and services

 

Our legal basis for processing for the personal data:

·        Legitimate business interests

 

Any legitimate interests pursued by us, or third parties we use, are as follows: 

·        Employment records and administration

·        Obtaining and maintaining customer and supplier relationships

 

The special categories of personal data concerned are:

·        Health Data

  

3.2     Disclosure

Health Edge Solutions Ltd. will not pass on your personal data to third parties outside the UK and EU without first obtaining your consent. The following third parties may receive your personal data for the following purpose(s) as part of the processing activities:

 

Third country (non-EU)/international organisation

Safeguards in place to protect your personal data

Product Supplier

Canadian Technical Tape

Montreal, Canada

 

Purchase orders statement of adherence to GDPR principles

Product Supplier

Propper Manufacturing

New York, USA

Purchase orders statement of adherence to GDPR principles

Product Supplier

Batrik Medical Manufacturing

850Halpern Avenue

Dorval

Quebec

Canada

 

 

 

3.3     Retention period

Health Edge Solutions Ltd. will process personal data for the lifetime of the relationship with the data subject and will store the personal data for the retention periods stated in the Health Edge Solutions Compliance and Retention of Records Policy or the lifetime of the relationship with the data subject plus two years, whichever is the longer.

 

3.4     Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

·     Right of access – you have the right to request a copy of the information that we hold

  about you.

·     Right of rectification – you have a right to correct data that we hold about you that is

  inaccurate or incomplete.

·     Right to be forgotten – in certain circumstances you can ask for the data we hold about

  you to be erased from our records.

·     Right to restriction of processing – where certain conditions apply to have a right to

  restrict the processing.

·     Right of portability – you have the right to have the data we hold about you transferred

  to another organisation.

·     Right to object – you have the right to object to certain types of processing such as

  direct marketing.

·     Right to object to automated processing, including profiling – you also have the right to

  be subject to the legal effects of automated processing or profiling.

·     Right to judicial review: in the event that Health Edge Solutions refuses your request

  under rights of access, we will provide you with a reason as to why. You have the right   to complain as outlined in clause 3.6 below.

All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.

 

3.5     Complaints

In the event that you wish to make a complaint about how your personal data is being processed by Health Edge Solutions Ltd. or third parties, or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Health Edge Solutions Ltd.’s Administration Director.

 

The details for each of these contacts are:

 

 

Supervisory authority contact details

Health Edge Solutions

Director of Administration

Contact Name:

Information Commissioner’s Office (ICO) UK

Deirdre Fitzgerald

Address line 1:

 

Health Edge Solutions Ltd

Address line 2:

 

Unit 16-18 Northavon Business Centre

Address line 3:

 

Dean Road

Address line 4:

 

Yate

Address line 5:

 

Bristol, BS37 5NH

Email:

 

Deirdre.fitzgerald@health-edge.co.uk

Telephone:

0303 1231113

01454 322777

 

3.6     Privacy statement

Read more about how and why we use your data here http://www.health-edge.co.uk/default.aspx/Page/92

 

4.       Online privacy statement

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

 

“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”. 

How we use your information

This privacy notice tells you how we, Health Edge Solutions Ltd., will collect and use your personal data for the provision of products purchased through the web site.

 

Why does Health Edge Solutions Ltd. need to collect and store personal data?

In order for us to provide you with products we need to collect personal data for correspondence purposes and/or detailed service provision and product delivery. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose and does not constitute an invasion of your privacy.

In terms of being contacted for marketing purposes Health Edge Solutions Ltd. would contact you for additional consent.

 

Will Health Edge Solutions Ltd share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to Health Edge Solutions Ltd. in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Health Edge Solutions Ltd.’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

 

How will Health Edge Solutions Ltd. use the personal data it collects about me?

Health Edge Solutions Ltd. will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Health Edge Solutions Ltd. is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

 

Under what circumstances will Health Edge Solutions Ltd. contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

 

Can I find out the personal data that the organisation holds about me?

Health Edge Solutions Ltd. at your request, can confirm what information we hold about you and how it is processed. If Health Edge Solutions Ltd. does hold personal data about you, you can request the following information:

·     Identity and the contact details of the person that has determined how and why to

  process your data.

·     Contact details of the data protection officer, where applicable.

·     The purpose of the processing as well as the legal basis for processing.

·     If the processing is based on the legitimate interests of Health Edge Solutions Ltd. or a

  third party, information about those interests.

·     The categories of personal data collected, stored and processed.

·     Recipient(s) or categories of recipients that the data is/will be disclosed to.

·     If we intend to transfer the personal data to a third country or international

  organisation, information about how we ensure this is done securely. The EU has   approved sending personal data to some countries because they meet a minimum   standard of data protection. In other cases, we will ensure there are specific measures   in place to secure your information.

·     How long the data will be stored.

·     Details of your rights to correct, erase, restrict or object to such processing.

·     Information about your right to withdraw consent at any time.

·     How to lodge a complaint with the supervisory authority.

·     Whether the provision of personal data is a statutory or contractual requirement, or a

  requirement necessary to enter into a contract, as well as whether you are obliged to   provide the personal data and the possible consequences of failing to provide such data.

·     The source of personal data if it wasn’t collected directly from you.

 

What forms of ID will I need to provide in order to access this?

Health Edge Solutions Ltd. accepts the following forms of ID when information on your personal data is requested:

Two from: Passport, driving licence, birth certificate, utility bill (from last 3 months)

 

Contact details of the Data Protection Officer:

 

Data Protection Officer contact details

Contact Name:

Kris Mabbett

Address line 1:

Health Edge Solutions Ltd

Address line 2:

Unit 16-18 Northavon Business Centre

Address line 3:

Dean Road

Address line 4:

Yate

Address line 5:

Bristol, BS37 5NH

Email:

Kris.mabbett@health-edge.co.uk

Telephone:

01454 322777

 

 

Document Owner and Approval

The Board of Directors is the owner of this document and is responsible for ensuring that this record is reviewed in line with data protection law.

 

A current version of this document is available to all members of staff on Sharepoint.

 

Signature:                               Date:20/03/2019

 

Change History Record

 

Issue

Description of Change

Approval Name

Date of Issue

1

Initial issue

Deirdre Fitzgerald

20/03/2019

 

 

 

 

 

 

 

 

 

Our Quality Mission Statement

We aim to provide high quality products at affordable value for money prices, with first class friendly added value support and service, whilst meeting all relevant regulatory and legal requirements at all times. This will be achieved through a commitment to customer care and quality that is understood, implemented and maintained at all levels within the organisation.

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