SIMCO Business understands that your privacy is important to you and that you care about how your personal data is used. SIMCO respect and value the privacy of all of our Customers and Staff and will only collect and use personal data in ways that are described here, and in a way that is consistent with SIMCO’s obligations and your rights under the law.

 

1.               Information About SIMCO Business.

SIMCO Business is a sole trader business, based in Northern Ireland. Registered address: PO BOX 9, BT40 3JJ. Data Protection Officer Contact: Attention DPO, Email address: Telephone Number: 028 2827 7800, Postal Address: PO Box 9, BT40 3JJ. SIMCO are members of Chartered Institute of Payroll Professionals, The Pension Regulator.

 

2.               What Does This Notice Cover?

This Privacy Information explains how SIMCO uses your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

 

 

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 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.  The personal data that SIMCO use is set out in Part 5, below.

 

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4.           What are my Rights?

Under the GDPR, you have the following rights, which SIMCO will always work to uphold:

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     a)    The right to be informed about SIMCO’s collection and use of your personal data. This Privacy Notice

             should tell you things you need to know, but you can always contact us to find out more or to ask any

             questions using the details in Part 11.

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     b)    The right to access the personal data we hold about you. Part 10 will tell you how to do this.

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     c)    The right to have your personal data rectified if any of your personal data held by us is inaccurate or 

            incomplete. Please contact us using the details in Part 11 to find out more.

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     d)    The right to be forgotten, i.e. the right to ask SIMCO to delete or otherwise dispose of any of your

             personal data that we have.  Please contact SIMCO using the details in Part 11 to find out more.

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     e)     The right to restrict (i.e. prevent) the processing of your personal data.

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     f)      The right to object to SIMCO using your personal data for a purpose or purposes.

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     g)     The right to data portability. This means that, if you have provided personal data to SIMCO directly,

              we are am using it with your consent or for the performance of a contract, and that data is processed

              using automated means, you can ask SIMCO for a copy of that personal data to re-use with another

              service or business in many cases.

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     h)    Rights relating to automated decision-making and profiling. SIMCO do not use your personal data in

             this way.  Part 6 explains more about how we use your personal data, including automated decision-

             making. For more information about our use of your personal data or exercising your rights as outlined above, contact SIMCO using the details provided in Part 11.

 

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 We Collect?

SIMCO may collect some or all the following personal data (this may vary according to your relationship and contractual agreement with us:

 

• Name;                                    

• Date of birth;

• Gender;

• Address;

• Email address;

• Telephone number;

• Transfer of Undertaking TUPE

• Business name;

• Job title;

• Profession;

• Payment information, Wages, Hours, Salary;

• Tax Coding;

• National Insurance Tables;

• Student Loan Data;

• National Insurance Number;

• Payroll ID;

• Nationality;

• Next of Kind Details;

• Marital Status;

• Passport Number;

• Job Title;

• Medical History;

• Expenses and & Benefits;

• Automatic Enrolment Pension Data;

• Court Attachment Orders;

• Conditions of Employment;

• Performance;

• Disciplinary and Grievance Notes;

• Qualifications and Training Records;

• Incidents Involving Employees;

• Risk Assessments Relating to Employees;

• Training Records;

• Information about your preferences and interests;

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6.               How Do You Use My Personal Data?

Under the GDPR, SIMCO must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for the following purposes:

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• Providing and managing your account;

• Supplying our services to you. Your personal details are required for SIMCO to enter into a contract with you;

• Personalising and tailoring our services for you;

• Communicating with you. This may include responding to emails or calls from you;

• Supplying you with information by email AND/OR post that you have opted-in to (you may unsubscribe or opt-out at any time by contacting the DPO officer via 028 2827 5150 or email hello@simco.business.

 

With your permission and/or where permitted by law, SIMCO may also use your personal data for to contact you with updates, notifications, which may include contacting you by email AND/OR telephone AND/OR text message AND/OR post with information relating to contractual obligations to you. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always could opt-out.  e do not use any automated system for decision-making OR profiling

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7.              How Long Will You Keep My Personal Data?

SIMCO will not keep your personal data for any longer than is necessary considering the reason(s) for which it was first collected. Your personal data will, therefore, be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

 

•         Lawful regulations as deemed by HM Revenue and Customs HMRC);

•         https://www.gov.uk/keeping-your-pay-tax-records;

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8.              How and Where Do You Store or Transfer My Personal Data?

SIMCO store and transfer your personal data in the UK. This means that it will be fully protected under the GDPR.  SIMCO will only store or transfer your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the GDPR or to equivalent standards by law.

 

SIMCO may store or transfer some or all your and personal data in countries that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we will take additional steps to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR as follows.

SIMCO will only transfer your personal data to countries that the European Commission has deemed to provide an adequate level of personal data protection. More information is available from the European Commission.

 

SIMCO will use specific contracts with external third parties that are approved by the European Commission for the transfer of personal data to third countries. These contracts ensure the same levels of personal data protection that would apply under the GDPR. More information is available from the European Commission.

 

Where SIMCO transfer your data to a third party based in the US, this may be protected if they are part of the EU-US Privacy Shield. This requires that third party to provide data protection to standards similar levels of data protection to those in Europe. More information is available from the European Commission.

 

Please contact SIMCO using the details below in Part 11 for further information about the data protection mechanism used by when transferring your personal data to a third country.  This will be provided in any engagement contract.

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9.              Do You Share My Personal Data?

SIMCO will not share any of your personal data with any third parties for any purposes, subject to one important exception.  In some limited circumstances, SIMCO 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.  SIMCO may sometimes contract with the following third parties to supply products AND/OR services to you on OR Behalf. These may include payment processing, delivery, and marketing. In some cases, those third parties may require access to some or all your personal data that we hold.   Any such company will be detailed within your engagement contract.

 

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.

 

If any personal data is transferred outside of the EEA, we will take suitable steps to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above in Part 8.  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.

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10.              How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask SIMCO 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 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell SIMCO everything we need to know to respond to your request as quickly as possible.

 

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.  SIMCO will respond to your subject access request within 14 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.

 

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11.              How do I Contact You?

To contact SIMCO 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 DPO OFFICER):

 

• Email address: hello@simco.business.

• Telephone number: 028 2827 7800

• Postal Address: PO Box 9 BT40 3JJ

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12.              Changes to this Privacy Notice?

SIMCO 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.

 

Any changes will be made available here with a version number detailing the change.

 

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