The Scottish Design Exchange Privacy Policy
Our contact details
Name: The Scottish Design Exchange
Address: 117-119 George St, Edinburgh, EH2 4JN
E-mail: admin@sdx.scot
The type of personal information we collect
We currently collect and process the following information:
• Personal identifiers, contacts, and characteristics (for example, name and contact details)
• Bank details
• Medical information
• Information relevant for HMRC purposes (for example, NI numbers, employment status, P45s)
• Proof of right to work in the UK (for example, passport or drivers license)
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
• Creating an employee file
• Creating a participant file
• Legal requirements (for example, payroll, proof of right to work in the UK)
• Contractual obligation (for example, paying wages, paying participant sales, collecting participant rent)
We use the information that you have given us in order to:
• Create employee profile on scheduling software
• Create employee records
• Create employee PAYE record
• Contact our employees or participants
• Create a comprehensive list of our current and past participants
• Create a participant file
• Pay employee wages
• Pay participant sales
• Collect participant rent
We may share this information with:
• Current HR firm
• Current payroll accountants
• Current bank
• Current secure cloud storage provider
• Current scheduling software provider
• Current email provider
For details of these organisation please contact admin@sdx.scot
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
• We have a legal obligation.
• We have a legitimate interest.
How we store your personal information
Your information is securely stored on our current cloud storage.
We keep
• Personal identifiers, contacts and characteristics (for example, name and contact details)
• Bank details
• Medical information
• Information relevant for HMRC purposes (for example, NI numbers, employment status, P45s)
• Proof of right to work in the UK (for example, passport or drivers license)
for the duration of the contractual agreement.
We will then dispose your information by destroying any physical copies of data after they have been transferred to our cloud storage and erasing any relevant data stored on our cloud storage.
Your information is securely stored on our current email provider.
We keep
• Personal identifiers, contacts, and characteristics (for example, name and contact details)
• Communications
for 30 business days.
We will then dispose your information by erasure.
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Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at admin@sdx.scot if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at admin@sdx.scot.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
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