HR software privacy
Last Updated: 26 April, 2018
About this policy
This policy describes how we use your personal data when you use our website www.staffsquared.com or purchase our products or when we provide services to you. We have provided this policy to ensure that you understand what personal data we may collect and hold about you, what we may use it for and how we keep it safe. You have legal rights to access the personal data that we hold about you and to control how we use it which are also explained.
You can read and print this whole policy or click on the links below to see specific information about: We use sub-headings to help you find specific information that you may be looking for more easily, including information about:
Who we are and how you can contact us
We are Staff Squared Limited (a company registered in England and Wales with company number 09080874). Our registered office address is at 5-6 Barnfield Crescent, Exeter, Devon, EX1 1QT.
You can contact us in writing at 5-6 Barnfield Crescent, Exeter, Devon, EX1 1QT or by emailing [email protected]. If you would like to speak to us please call us on 0800 033 7569
Please refer to the sections on Your rights to know what personal data we hold and to control how we use it and How to make a complaint for further contact information.
What personal data we collect about you
- personal data that you provide to us. There are lots of ways in which you may share your personal data with us. For example, you may provide personal data by completing forms our website including information that you provide at the time of registering to use our site or subscribing to our service. You may also provide personal data by uploading it to, or sharing it through, our site by using our service, by completing surveys on our site or by contacting us for customer or technical support. The personal data that you provide to us may include your name, address, e-mail address and phone number, and financial and credit card information.
- personal data about your use of our website. This is technical information and includes details such as your IP address, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, and any phone number used to call our customer service number.
What we use your personal data for
We use your personal data in the following ways:
- personal data that you provide to us is used to:
- provide our services and features to you, to measure and improve those services and features and to provide you with customer and technical support
- provide you with marketing information in accordance with your marketing preferences (see How we use your personal data for marketing)
- manage and administer our business
- contact you with any service-related announcements from time to time
- carry out our obligations arising from any contracts entered into between you and us
- review and improve our products and service
- personal data that we receive from third parties is combined with the personal data that you provide to us and used for the purposes described above.
- personal data about your use of our website is used to:
- administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
- to improve our website to ensure that content is presented in the most effective manner for you and for your computer or mobile device
- to allow you to participate in interactive features of our service, when you choose to do so
- as part of our efforts to keep our site safe and secure
When we need your consent to use your personal data
Whilst we always want you to be aware of how we are using your personal data, this does not necessarily mean that we are required to ask for your consent before we can use it. In the day to day running of our business we may use your personal data without asking for your consent because:
- we are entering into and carrying out our obligations under a contract with you
- we need to use your personal data for our own legitimate purposes (such as the administration and management of our business and the improvement of our services) and our doing so will not interfere with your privacy rights
In exceptional circumstances we may wish to use your personal data for a different purpose which does require your consent. In these circumstances we will contact you to explain how we wish to use your data and to ask for your consent. You are not required to give consent just because we ask for it. If you do give consent you can change your mind and withdraw it at a later date.
Please refer to the section on How we use your personal data for marketing to read about marketing consents.
Personal data you are legally obliged to provide
You are not under a legal obligation to provide us with any of your personal data but please note that if you elect not to provide us with your personal data we may be unable to provide our products or services to you.
Your rights to know what personal data we hold and to control how we use it
You have a legal right to know what personal data we hold about you – this is called the right of subject access. You can exercise this right by sending us a written request at any time. Please mark your letter “Subject Access Request” and send it to by post or email using the details in the Who we are and how you can contact us section.
You also have rights to:
- prevent your personal data being used for marketing purposes (see How we use your personal data for marketing for further details)/li>
- have inaccurate personal data corrected, blocked or erased
- object to our using your personal data in ways that are likely to cause you damage or distress
You can find full details of your personal data rights on the Information Commissioner’s Office website at www.ico.org.uk.
Automated decision making and profiling
We do not make use of automated decision making or profiling.
When we will share your personal data with others
We share your data with the following people in the day to day running our business:
- other companies that are part of the Atlas Computer Systems group
- any business partners, suppliers and sub-contractors we work with to provide you with products or services that you have requested from us
- analytics and search engine providers that assist us in the improvement and optimisation of our site
We may also share your personal information with third parties on a one-off basis, for example, if:
- we sell or buy any business or assets (including our own), in which case we will disclose your personal data to the prospective seller or buyer of such business or assets
How we keep your personal data safe
We take every care to ensure that your personal data is kept secure. The security measures we take include:
- only storing your personal data on secure servers which are operated by us and hosted in third party data centres
- encrypting any payment transactions made through our website using SSL technology
- ensuring that your personal data is held within the UK and only accessed by staff directly employed by us
- ensuring that our staff receive regular data security awareness training
- keeping paper records to a minimum and ensuring that those we do have are stored in locked filing cabinets on our office premises
- maintaining up to date firewalls and anti-virus software to minimise the risk of unauthorised access to our systems
- enforcing a strict policy on the use of mobile devices and out of office working
- Obtaining and complying with various security focussed accreditations
Please remember that you are responsible for keeping your passwords secure. If we have given you (or you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. Please do not to share your passwords with anyone.
Unfortunately, sending information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of personal data sent to our website; you send us personal data at your own risk. Once we have received your personal data, we will use strict procedures and security features (some of which are described above) to try to prevent unauthorised access.
How we use your personal data for marketing
We will add your details to our marketing database if:
- you make an enquiry about our products or services
- you buy our products or services
- you have told a third party that you would like them to pass us your contact details so that we can send you updates about our products or services
- you have registered an account on our website and have indicated during the sign up process that you are happy to receive marketing communications
We may send you marketing communications by email, telephone, or post.
You can ask us to only send you marketing communications by particular methods (for example, you may be happy to receive emails from us but not telephone calls), [about specific subjects (for example [example]) or you may ask us not to send you any marketing communications at all.
We may ask you to indicate your marketing preferences when you first register an account on our website. You can check and update your current marketing preferences at any time by calling or emailing us using the details set out in the Who we are and how you can contact us section above.
We will only share your personal data with third parties for marketing purposes if you provide us with your consent to do so by ticking a box on a form we use to collect your personal data.
How long we keep your personal data
We only keep your personal data for as long as we actually need it to provide our services.
Please note that we may anonymise your personal data or use it for statistical purposes. We keep anonymised and statistical data indefinitely, but we take care to ensure that such data can no longer identify or be connected to any individual.
How you can make a complaint
If you are unhappy with the way we have used your personal data please contact us to discuss this using the contact details set out in the Who we are and how you can contact us section.
You are also entitled to make a complaint to the Information Commissioner’s Office which you can do by visiting www.ico.org.uk. Whilst you are not required to do so, we encourage you to contact us directly to discuss any concerns that you may have and to allow us an opportunity to address these before you contact the Information Commissioner’s Office.
How we keep this policy up to date
We will review and update this policy from time to time. This may be to reflect a change in the goods or services we offer or to our internal procedures or it may be to reflect a change in the law.
The easiest way to check for updates is by looking for the latest version of this policy on our website www.staffsquared.com) or you can contact us (see Who we are and how to contact us) to ask us to send you the latest version of our policy.
Each time we update our policy we will update the policy version number shown at the beginning of the policy and the date on which that version of the policy came into force.