Simpli-Fi Limited – Privacy Notice
To all staff, customers, suppliers, partners, subcontractors and prospective customers
This Privacy Notice provides details of the personal data we collect from you, what we do with it, how you might access it and who it might be shared with.
Our Contact Information (Data Controller)
Simpli-Fi Limited
Unit 11 Mount Road,
Feltham
Middlesex,
TW13 6AR
03456 123008
Company Website: www.simpli-fi.co.uk
Company Email: info@simpli-fi.co.uk

What we do with your personal data

We process personal data only for the purposes for which they are collected.
These purposes include the provision of the services necessary to sustain the relationship, service delivery or contractual obligations between our Company, our employees, customers, suppliers, partners, subcontractors and prospective customers.

From our employees we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purpose
Legal basis
Retention period
Employee Records, payroll processing, HMRC, Pension and Security / DBS Processing, Insurance Policies, H&S, CITB, Training Courses, Marketing, Customers.
It is a legal requirement that we retain records and data for all employees.
We have the data subject’s consent to securely hold this personal data through the contract of employment.

Term of employment and
thereafter for 6 Years

We collect, encrypt and securely store on our Company Servers / Data Storage Systems:
The following personal data will be held for employees for contract of employment legalities:
Full Current & Previous Names,
Address,
D.O.B,
NI Number,
Passport Number
Contact Numbers,
email addresses,
Next of Kin Details,
CV’s
Banking details,
Pension Details,
Social Services Details,
Driving License Records,
Security/Disclosure information,
Photographic identification
Childcare voucher scheme
From our Customers we process and retain personal data for the following purposes and periods, with the applicable legal basis.
Processing purpose
Legal basis
Retention period
Service Delivery, Invoicing, Quotations, Sales & Marketing.
We have the data subject’s consent or Contract in place for Service delivery.
Contract Term and thereafter
for 6 Years

We collect, encrypt and securely store on our Company Servers / Data Storage Systems:
The following personal data will be held for customers for service delivery, invoicing and marketing:
Full Contact Names,
Positions or designated personnel.
Customer Addresses (multi-site locations),
Contact Numbers,
email addresses,
Banking details,
Website URL

From our Suppliers & Partners we process and retain personal data for the following purposes and periods, with the applicable legal basis.
Processing purpose
Legal basis
Retention period
Order placing, service info requests, pricing requests, escalation, service quality & monitoring, payment of products or services.
We have the data subject’s consent
Contract Term and thereafter
for 6 Years

We collect, encrypt and securely store on our Company Servers / Data Storage Systems:
The following personal data will be held for suppliers and partners for placing orders,
Requesting information, service quality & monitoring and payment:
Full Contact Names,
Positions or designated personnel.
Addresses (multi-site locations),
Contact Numbers,
email addresses,
Website URL and Users Login info.
Banking details,

From our subcontractors we process and retain personal data for the following purposes and periods, with the applicable legal basis.
Processing purpose
Legal basis
Retention period
Subcontractor Records, payment transactions, Insurance cover, H&S, Training matrix, security levels.
It is a legal and operational (Quality, environmental and OH&S) requirement that we retain records and data for all subcontractors
We have the data subject’s consent to securely hold this personal data through the contract term.

Term of contract engagement and
thereafter for 6 Years

We collect, encrypt and securely store on our Company Servers / Data Storage Systems:
The following personal data will be held for subcontractors for legal and operational purposes.
Full Current Names,
Address,
D.O.B,
NI Number,
Contact Numbers,
email addresses,
Next of Kin Details,
CV’s
Banking details,
Driving License Records,
Security/Disclosure information,
Photographic identification
Schedule of Sub-Contractor rates

From our prospective customers we process and retain personal data for the following purposes and periods, with the applicable legal basis.
Processing purpose
Legal basis
Retention period
Marketing
We have the data subject’s consent to securely hold this personal data.

Ongoing until the date subject opts out or
unsubscribes

We collect, encrypt and securely store on our Company Servers / Data Storage Systems:
The following personal data will be held for prospective customers for marketing purposes.
Full Contact Names,
Company Address,
Contact Numbers,
email addresses,

Should we intend to use the information for any further purpose, we will always inform you beforehand.
Who might we share your personal data with?
We routinely share personal data with clients for security reasons, with HMRC, social services and other Government agencies on a statutory basis, employee references from previous and future employers.
We may share your data with financial agencies such as nominated, trusted Company Pension groups. This data sharing normally underpins financial and contractual commitments between you and Simpli-Fi.
There may be instances where we need to share personal data with police enforcement agencies or suppliers (such as a vehicle leasing suppliers) who request information on a driver of a Company vehicle which has committed a known and proven offence.
We do not share information with anyone without consent, unless the law and our policies allow us to do so.

We transfer personal data to the following organisations and countries:

Organisation name
Type
Country
Now Pensions
Processor
UK
HMRC
Processor
UK
SAGE
Controller
UK
CLICK
Controller
UK
Vehicle Leasing Companies
Processor
UK
DVLA
Processor
UK
Atlantic Data (DBS)
Processor
UK
Joint Industry Board (JIB)
Processor
UK
CITB (For CSCS)
Processor
UK
Eden Red
Processor
UK
Banks
Processor
UK
Social Services
Processor
UK
Child Support Agency (C.S.A)
Processor
UK
Customers
Controller
International

How do we look after personal data?
We limit the amount of personal data collected only to what is fit for the purpose, as described above. We restrict, secure and control all of our information assets against unauthorised access, damage, loss or destruction; whether physical or electronic. We retain personal data only for as long as is described above, to respond to your requests, or longer if required by law. If we retain your personal data for historical or statistical purposes we ensure that the personal data cannot be used further. While in our possession, together with your assistance, we try to maintain the accuracy of your personal data.

How can you access your personal data?
You have the right to request access to information about your personal data that we hold.
To make a request for your personal data, or to be given access to your employment records, you may make a request via email to legal@simpli-fi.co.uk
You have the right to:
object to the processing of personal data that is likely to cause, or is causing damage or distress
prevent processing for the purposes of direct marketing
object to decisions taken by automated means
in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed
claim compensation for damages caused by a breach of data protection regulations
Our Supervisory Authority
You have the right to lodge a complaint with any Supervisory Authority.
United Kingdom
Water Lane, Wycliffe House
Wilmslow – Cheshire SK9 5AF
international.team@ico.org.uk
+44 1625 545 745
www.ico.org.uk

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510