Privacy Policy

This Privacy Policy explains how we lawfully, fairly and transparently collect, use and store any personal data from you.

Who are we?

Simpact Engineering Ltd is a Computer Aided Engineering consultancy specialising in bespoke, high quality safety solutions which offer protection from impact loading.

Registered Office: Simpact Engineering Ltd, 11 Highdown House, Highdown Road, Leamington Spa, CV31 1XT

Company Number: 3914370

Definitions:

• You/your – employees, customers or suppliers (including potentials)
• We/us/business/our – Simpact Engineering Ltd

1. How we will collect Information from you:

Employees: On commencement of employment we will ask you to complete three forms, one from Simpact and the final 2 from our accountant, Harrison Beale and Owen (who are also GDPR compliant). These forms will ask for your personal data, National Insurance number and bank details. This information is necessary for us to comply with legal regulations (See 2). We will also retain your CV, references and any other employment related documentation such as appraisals and record of annual leave during your employment with us. This is necessary for staff administration and the daily running of the business.

Customers: Simpact regards being contacted by you as consent for us to collect any personal information that is necessary for us to provide quotations and complete projects. We will only ask for personal information if it is necessary for the services we are providing for you.

Suppliers: Simpact will only collect information that is necessary to fulfil the agreement between us and you.

2. How we use information about you:

Employees: Data we collect from you will be used for lawful purposes only. This includes information that is necessary for contractual obligations, staff administration and for the intention of caring for your vital interests in case of an emergency. We will also process your information to meet our legal obligations with respect to payroll and HMRC and autoenrollment compliance.

Customers: Data we collect from customers will be used to facilitate project work only. We will not share your data unless this is a project requirement or a collaborative project.

Suppliers: We will only use your data to fulfil the agreement between you and us.

3. How we share your personal data:

Employees: We will have to share your personal information with our accountant, this is necessary to meet our legal obligations in respect of payroll processing and HMRC compliance. Any information that is shared with our accountant will be sent electronically in a pdf password protected file. The password is agreed between our administrator and our payroll contact at our accountants, it is not disclosed with any other parties. We will not share your bank details, these will only be used by us to pay your salary etc. We will also share your personal details with our pension providers, who are also GDPR compliant. This information is provided by the company administrator via the pension providers secure website.

Customers: Simpact will only share your personal information unless it is a necessary project requirement and then only relevant information will be shared. To further protect your interests, we aim to ensure that all our suppliers are compliant with GDPR. Any financial data on our accountancy software will be securely shared with our accountants. This information is always password protected and the password is not made known to anyone other than the accountant and us.

Suppliers: Any financial data on our accountancy software will be securely shared with our accountants. This information is always password protected and the password is not made known to anyone other than the accountant and us.

4. How we store your personal data:

Employees: Simpact stores your information in both electronic and paper formats. All electronic data is stored in a secure, password protected area of our computer system. Some of your details are stored on our accountancy software, this information is also password protected and saved in our secure area. Electronic information is backed up weekly onto a back-up device, these are secured in a locked area.

Any paper information is securely locked in a filing cabinet, which in turn is kept in a locked and secure area.

People who have access to this information are the company directors and administrator only.

Data will be stored for no longer than is legally necessary. For further information on this please see QF_047_GDPR… in the following staff directory:

Simpact Quality > Quality System > ISO9001_2015 > Forms.

Customers and Suppliers: The data you provide is stored electronically on our systems and on our accountancy software. All data is password protected and secure. Simpact employees and company directors have access to this information. All financial data is kept for seven years providing there is no ongoing litigation. Following this period your details will be removed from our accountancy and banking systems.

5. Maintaining accurate and up to date records:

Employees: It is important for us and you that our records are accurate and up to date. It is your responsibility to inform our administrator when your records need updating. However, every February our administrator will check with you that the information we hold is accurate.

Customers/Suppliers: Simpact will update their records with any change of information that is provided to them by you.

6. Your right to access, correct and delete your data:

Employees: You have the right to request a copy of the information we hold about you, please speak to, email or write to the business directors or administrator. We may need to take steps to verify your identification before sharing this information with you.

You have the right to rectify your data should your information be incorrect or incomplete. It is important for both you and us that any information we hold about you is correct so that contractual and legal requirements can be fulfilled.

You may decline to share your personal data with us, however this will mean that contractual obligations are not fulfilled and Simpact will be unable to process your payroll and HMRC requirements.

You have the right to ask that we delete your personal data, however we can refuse this request if we need to retain the information to comply with legal regulations and ongoing litigations.

Customers/Suppliers: You have the right to request a copy of the information we hold about you, rectify incorrect data and request personal data is deleted. Please telephone, email or write to the business directors or administrator. We will need to take steps to verify your identification before fulfilling your request. Your request for deletion may be denied if we need to maintain your records for legal purposes or ongoing litigation.

7. Your right to complain about the handling of your data:

Employees/ Customers/Suppliers: Should you feel that your personal data is being mishandled by Simpact you must report your concern, ideally in writing, to the company directors or administrator. We will then log your complaint and investigate your concerns, keeping you informed as much as possible about our progress. Should your concern prove to be accurate, we will put in place new policies to ensure that the error will not happen again.

You also have the right to report your concern to the Information Commissioner’s Office (ICO). The ICO can be contacted via www.ico.org.uk/concerns