ERPWorks | Data Privacy Notice

ERPWorks UK Solutions Limited 

GDPR/DPA 2018: DATA PRIVACY NOTICE FOR CLIENTS 

(Updated 05/07/2023) 

INTRODUCTION 

ERPWorks UK Solutions Limited ("We") are committed to protecting and respecting your privacy. 

This policy (together with Terms and Conditions, Support Agreement, and any other documents 

referred to) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. 

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. 

The rules on processing of personal data are set out in the UK General Data Protection 

Regulation/Data Protection Act 2018 (the “GDPR”). 

Definitions 

• Data controller - A controller determines the purposes and means of processing personal data. 

• Data processor - A processor is responsible for processing personal data on behalf of a controller. 

• Data subject – Natural person 

• Categories of data: Personal data and special categories of personal data 

• Personal data - The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier (as explained in Article 3 (2) of GDPR). For example, name, passport number, home address or private email address. Online identifiers include IP addresses and cookies. 

• Special categories personal data - The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 10 and 11 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs. 

• Processing - means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction. 

• Third party - means a natural or legal person, public authority, agency, or body other than the data subject, controller, processor, and persons who, under the direct authority of the controller or processor, are authorised to process personal data. 

WHO ARE WE? 

ERPWorks UK Solutions Limited is the data controller. This means we decide how your personal data is processed and for what purposes. Our registered office is: Henwood House, Henwood Industrial Estate, Ashford, Kent, TN24 8DH.  

For all data matters contact info@erpworks.co.uk 

THE PURPOSE(S) OF PROCESSING YOUR PERSONAL DATA 

We use your personal data for the following purposes: 

• To provide IT Consultancy Services 

THE CATEGORIES OF PERSONAL DATA CONCERNED 

With reference to the categories of personal data described in the definitions section, we process the following categories of your data: 

• Personal data: - first name, surname, title, e-mail address, postal address, landline phone number, mobile phone number, or another data necessary to provide IT consultancy and services. 

PROVIDING US WITH YOUR PERSONAL DATA 

We require your personal data as it is a necessary contractual requirement, or a requirement necessary to enter a contract. 

WHAT IS OUR LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA? 

a. Personal data (article 6 of GDPR) 

Our lawful basis for processing your general personal data: 

☐ A cross in this box indicates consent of the data subject: 

☒ Processing necessary for the performance of a contract with the data subject or to take steps to enter a contract Quote / provision / provide contracted IT Consultancy support and services 

☐ Processing necessary for compliance with a legal obligation 

☐ Processing necessary to protect the vital interests of a data subject or another person 

☐ Processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller 

☐ Processing necessary for the purposes of the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject 

SHARING YOUR PERSONAL DATA 

Your personal data will be treated as strictly confidential and will be shared only with a third party or parties when acting as an agent or reseller where this is necessary for the delivery of software or service, for example your company details to the website hosting regulator Nominet, to Microsoft for Dynamic 365 provisions or an ISP (Internet service provider) for the provisioning of internet connections. 

HOW LONG DO WE KEEP YOUR PERSONAL DATA? 

We keep your personal data for no longer than reasonably necessary for a period of contract length + 73 months to comply with financial regulations or in case of any legal claims/complaints. 

YOUR RIGHTS AND YOUR PERSONAL DATA 

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: 

• The right to request a copy of the personal data which we hold about you. 

•The right to request that we correct any personal data if it is found to be inaccurate or out of date. 

• The right to request your personal data is erased where it is no longer necessary to retain such data. 

• The right to withdraw your consent to the processing at any time, where consent was your 

lawful basis for processing the data. 

• The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e., where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means). 

• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing. 

• The right to object to the processing of personal data, (where applicable i.e., where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics). 

TRANSFER OF DATA ABROAD 

We may transfer personal data within the EEA and South Africa. 

AUTOMATED DECISION MAKING 

We do not use any form of automated decision making in our business. 

FURTHER PROCESSING 

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. 

CHANGES TO OUR DATA PRIVACY POLICY 

Any changes we may make to our privacy policy in the future will be posted on 

https://www.erpworks.co.uk/downloads and, where appropriate, notified to you by e-mail. Please checkback frequently to see any updates or changes to our privacy policy. 

HOW TO MAKE A COMPLAINT 

To exercise all relevant rights, queries or complaints please in the first instance contact our data representative on info@erpworks.co.uk 

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the https://ico.org.uk/global/contact-us/ on 03031231113 or via email https://ico.org.uk/global/contactus/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England 

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