Privacy and Data Protection

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”

 

How we use your information

We take your privacy seriously and want to have a trusted relationship with you. In order to keep you informed of relevant opportunities, it is necessary for us to hold some information about you. We will not hold your data for any other purpose than to assist you with future career opportunities.

This privacy notice tells you how we, GardPass Cyber, may collect and use your personal data for so that we can contact you when an applicable role is available for you to consider or to perform “on-boarding” (usually including clearance and local compliance activities) for you if you decide to take a role.

In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.

 

Will GardPass Cyber share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to GardPass Cyber in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to secure appropriate contracts of interest to you.

When they no longer need your data to fulfil this service, they will dispose of the details in line with GardPass Cyber’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

 

How will GardPass Cyber use the personal data it collects about me?

GardPass Cyber will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. GardPass Cyber is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

 

How will GardPass Cyber look after my personal data?

GardPass Cyber is a wholly UK-domiciled organisation whose primary offices are in the United Kingdom.

Our customer relationship management system, file storage and accounting systems are either EU-based or hosted by companies participating in the EU.

We operate a data retention policy in respect of all data, whether paper-based or digital, and whose aspects of it relate to personal data.

We have what we believe are appropriate security controls in place to protect our business systems including any personal data. Risk assessment is at the heart of our operations. We do not, however, have any control over what happens between your device and the boundaries of our infrastructure. You should be aware of the information security risks that exist and take appropriate steps to safeguard your own information. We accept no liability in respect of breaches that occur beyond our sphere of control.

 

Under what circumstances will GardPass Cyber contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

 

Can I find out the personal data that the organisation holds about me?

GardPass Cyber at your request, can confirm what information we hold about you and how it is processed. If GardPass Cyber does hold personal data about you, you can request the following information:

  • Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
  • Contact details of the data protection officer, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of GardPass Cyber or a third party, information about those interests.
  • The categories of personal data collected, stored and processed.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority.
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
  • The source of personal data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
  • Right to judicial review: in the event that GardPass Cyber refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below.

All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.

 

What forms of ID will I need to provide when making Subject Access Requests above?

GardPass Cyber accepts the following forms of ID: passport, driving licence or birth certificate.

 

  Data Protection Officer (DPO) contact details
Contact Name: Neil Passingham
Email: dpo@gardpasscyber.com