With the introduction of the General Data Protection Regulation coming into force on 25th May 2018 ACP Solutions Ltd have posted this GDPR Statement in order to provide our customers and future customers transparency on how we collect, store and terminate the data we hold.
The information we collect
ACP Solutions Ltd will collect information under 3 separate processing topics. Direct contact, Opt in & Accounting.
The processing topic of direct contact covers when a client, prospective client or supplier contacts any company owned by ACP Solutions Ltd. This information can be collected either over the phone, via our websites contact form or through face to face contact. This information will always be relevant to the query at hand and will be used solely by us for any promotional purposes and never passed on to a third party.
The processing topic of Opt-in covers any information gathered for the purpose of Promotion & Marketing. ACP Solutions Ltd may use multiple ways for this information to be gathered including Newsletter op-in’s on our website, competition entries and contact cards at an event or conference. In accordance with the regulations of GDPR the information gathered in this format will be lawfully acquired through the use of opt-in checkboxes on forms and competitions, on both the website and contact cards.
The processing topic of Accounting covers the information acquired in the case of any financial transaction. This will be details provided by the client and also provided online via Companies House or other data website. The kind of information you can expect to be stored would be the Name, Address, Telephone, Company Number and VAT number of an organisation and also the Name and Email Address of the main contact at this organisation. This information applies to both Clients and Suppliers.
The information we store
ACP Solutions Ltd will store information in multiple ways depending on our processing topic.
With direct contact information being acquired in multiple ways we follow certain processes in storage of this information. Direct contact information acquired via email will be stored by our email service providers address book functionality. Direct contact information acquired via a phone call can be stored by either the use of a personal diary, notepad or our email service providers address book functionality. Our email provider stores this information on their secured servers and the data is encrypted both on the server and during transfer to and from the server. The server is located in the UK.
Opt-in information is stored in a master database on our internal network for our marketing requirements. Before using a third party service for marketing we will first check to see if both the storage on this service and transmission to this service is both safe and encrypted.
All accounting information is stored on our third party accounting software. Contact ACP Solutions Ltd for more information.
The information we terminate
ACP Solutions Ltd will terminate information in multiple ways depending on our processing topic.
Direct contact information as mentioned above is stored on our third party email service provider. To comply to GDPR we will access this information on a regular basis to make sure that the data that is irrelevant or unneeded is then removed.
The data of clients or suppliers that we provide services to or request services from will be stored permanently in our email database until this client no longer requires our services. These clients will be informed that their data will be stored during this period of time and on request we can delete this data for the client or they will be deleted if there data is deemed irrelevant by our next assessment date.
Contact forms, enquiries or award contact data will be stored by our email server for 24 months, then deleted.
Any information collected in a physical format (Notepad or Diary) will be transferred to a securely encrypted online location such as our Network server or Email Server and the physical format will be destroyed professionally.
Information collected for Opt-in promotion and marketing will be terminated on request of the information owner. This may be by unsubscribing from our marketing services or asking ACP Solutions Ltd to delete their details.
All accounting data will be stored for a period of 6 financial years as per the Government’s “Running a limited company” requirements.
The right to be removed
User and clients of this site have the right to access the data that is stored by ACP Solutions Ltd and also to have this data permanently removed. This site has the software in place to remove all personal data. To request this, please contact ACP Solutions Ltd to retrieve the data and subsequent removal. We do need to store data for accounting purposes on site as described above.