Our contact details
Name: Dr Robert Allen, Director, Hapsis Innovation Ltd
Address: Lloyds Bank House, Bellingham, Hexham, Northumberland, NE48 2AZ
Phone Number: 07905656737
E-mail:robertallen@hapsis.co.uk
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)
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:
· Administration, Surveys, Interviews, Market Research
· Provided by a client who (sub)contracts us to perform a service for them involving you or your organisation
We also receive personal information indirectly, from the following sources in the following scenarios:
· Organisational websites to identify appropriate roles and contact details
We use the information that you have given us in order to contact you about your work-related experiences, use of IT systems and services, attitudes towards current or future services and ideas.
We may share this information with the client/funder of the project
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting robertallen@hapsis.co.uk
(b) We have a contractual obligation.
(f) We have a legitimate interest.
How we store your personal information
Your information is securely stored on local disks, with routine backups to networked storage, and additional back up to portable drive secured in fireproof safe. Current project files are stored through the use of a Google workspace account for collaboration with the client and within the project team.
In the event of the work continuing past the anticipated deadline for example through an extension, we will discuss with the client the usefulness of any data and any changes to the retention.
No data will be stored long term in hard copy form and any temporary hard copies will be destroyed during the course of the project.
We keep Personal identifiers, contacts and characteristics for 12 months. We will then dispose your information according to the following process:
Documents and data are considered to fall into one of the following categories
- reviewed regularly
- deleted/destroyed after a set period, where the retention period is easy to determine
- select for permanent preservation, where documents can be determined as worthy of preservation and securely transferred to an archive
- The default position is that all data will be subject to regular review to determine appropriate deletion or destruction. This includes electronic or paper data, and data held on individual devices.
- Responsibility for data destruction will reside with the project lead.
- Restricted information including personal data and confidential data will be disposed of as confidential waste or shredded as appropriate to their confidentiality and level of value.
- Appropriate controls are in place to avoid accidental loss or malicious destruction and security mechanisms as described above.
- Exception requests, including for client requirements, business requirements, legal requirements or historical purposes will be reviewed by the director.
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 robertallen@hapsis.co.uk 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 robertallen@hapsis.co.uk.
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