Privacy Notice

Privacy Notice: Information Governance Services Limited

1.    Overview

This Privacy Notice covers any personal data that Information Governance Services Limited (“we”) process when you have engaged our services as a client and/or for the cookies that we use on our website.  

Information Governance Services Limited takes its responsibilities under both the UK GDPR and Data Protection Act 2018 very seriously. You can be assured that your information will be used appropriately and in a lawful manner and always in line with data protection legislation. We will store your data securely with appropriate safeguards in place to protect it against unauthorised or unlawful processing.

2.    What personal data is being used?

When accessing our website, cookies will be used in order to allow basic functionality. Additionally, if your organisation has business dealings with ourselves, we may require further information (that could be classed as personal data) to provide the services that you have engaged us for. This may include collecting personal data in order to fulfil our anti-money laundering obligations as well as to facilitate communication with you or members of your organisation . Other information which may be obtained through our business dealings could include:

  • Cookies

    • Necessary Cookies;

    • Statistical Cookies;

    • Analytical Cookies;

    • Marketing Cookies;

  • First Name;

  • Last Name;

  • Gender;

  • Address Details;

  • Email address;

  • Date of Birth;

  • Phone Numbers;

  • Nationality (if we hold a copy of your passport);

  • Photograph (if we hold a copy of your passport);

  • Place of Birth (if we hold a copy of your passport);

  • Signature (if we hold a copy of your passport).  

The information above will not be made available to any third parties save for purposes necessary in order to fulfil our contractual obligations, to you. Where information is shared, it will be done on strictly need-to-know basis and limited to what necessary.

3.    How will your personal data be used? 

Your cookies will be used for strictly necessary purposes in order for our website to run effectively and for  you (as the viewer) to be able to access the website.

Analytical (also statistical cookies) collect information about how a viewer uses a website, such as which pages you visit, and which links a viewer clicked on. Analytical cookies track when a viewer visits a site for the first time, as well as when they are a return viewer to the site. These cookies also track how long a viewer spends on a site at a given time. These cookies also track what link a viewer clicked on to access the site, and what keywords (if any) were used to generate the search. However, none of this information can be used to identify a person. It is all aggregated and, therefore, anonymised. 

Other personal data will be used to maintain contact between ourselves and your organisation, such as your name and email address. If we require further information from yourselves (such as a passport photograph) in order to fulfil our anti-money laundering obligations, these will be used purely for the purposes of satisfying our obligations.

4.    What is our lawful basis for processing your personal data?

We rely on the following lawful bases to process your personal data under the UK General Data Protection Regulation:

  • Article 6(1)(a);

  • Article 6(1)(b);

  • Article 6(1)(c);

  • Article 6(1)(f);

  • Article 9(2)(a);

  • Article 9(2)(b);

5.    How long will we retain your personal data for?   

Your personal data will be kept in line with our statutory retention schedules and any legal obligation placed on us to keep your records.

6.    Who do we Share your personal data with?    

We do not share or transfer your personal data with anyone outside of the European Economic Area (EEA) area.

The only third parties which your personal data may be shared with, will be third party which Information Governance Services Limited has a contractual relationship with. The personal data will only be shared in order to facilitate completion of those contractual duties or obligations.

7.    Your personal data Rights

You can find out more about your rights by visiting the Information Commissioner’s Office’s website:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

8.    Making a Complaint

Should you have any queries about the how your information is used then please contact our team at: info@informationgovernanceservices.com

You can also contact the ICO for further information or to make a complaint:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Email ICO

Report a concern on the ICO website