Requests for Personal Data

In order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation, Shiftie Software Ltd is obliged to provide you with the following information about the personal data you give to us:

• We will use the data provided to respond to your request
• Your information may be passed on to relevant service areas within our company and, in the event of a complaint, the ICO
• The information will not be passed on to any other third parties, or transferred out of the EU
• We will keep your data for 7 years after the last action for this request
• Under the Data Protection Act 2018, we have a statutory obligation to process this data. If you do not provide this data we will not be able to respond to your request
• For further information about how we use your personal data, including your rights as a data subject, please see our privacy notice.
• If you have any concerns or questions about how your personal information is handled please contact our HR & Compliance Manager at [email protected]

Making a Subject Access Request

Data protection gives people the right to know what personal information Shiftie holds about them. Access to non-personal information is managed under the Freedom of Information Act.

A request for personal information under the Data Protection Act can be made via email or in writing. This is known as a subject access request and organisations are require to provide the information within 1 month subject to certain exemptions. In order to make a subject access request you will need to provide the following information:

• Your name
• Your address
• Proof of identity
• Enough information to identify your records.

Once you have made a request you will receive an acknowledgement and your request should be answered within one month. In certain circumstances, though, we are allowed to take longer. For more details about what you can expect from us, see the Information Commissioner's Office.

Exercising your Data Protection Rights

The GDPR provides the following rights regarding the personal data we processes about you:

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
  • (a) if you want us to establish the data’s accuracy;
  • (b) where our use of the data is unlawful but you do not want us to erase it;
  • (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
  • (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to ask us anything about data protection, want to ask for a copy of your data, or you have a complaint about how we have used or looked after your data, you may contact our HR & Compliance Manager at:

HR & Compliance Manager
Shiftie Software Ltd
Sentio House
Pynes Hill
Exeter
EX2 5AZ
Email: [email protected]

If you are ever unhappy with how we have answered your complaint, you can contact the Information Commissioner's Office, at:

The Office of the Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AX
Website: www.ico.org.uk/
Email: [email protected]