1       Introduction

Signal Box Solutions is a professional services organisation that specialises in Data Privacy and Protection for clients.  Your privacy is important to us.  You should read this Privacy Notice carefully as it contains important information about what to expect when we collect personal data about you and how we will use your personal data. We recognize that information privacy is an ongoing responsibility and so we will from time to time update this Privacy Notice as we undertake new personal data practices or adopt new privacy policies.

Signal Box Solutions, including all its group companies, hereinafter referred to as ‘Signal Box Solutions’ is registered as a Data Controller with the UK Information Commissioners Office, registration number ZA322099.  We operate as a data controller when managing personal data that relates to employees and internal operations and as a data processor when managing personal data on behalf of our clients.

This notice applies to information we collect about:

  • Visitors to our website
  • Our clients
  • Prospective customers
  • Professional contacts and suppliers of services to us or our customers
  • Potential employees
  • Complainants, correspondents and enquirers

If you have any questions about data protection in Signal Box Solutions, please contact us at dataprotection@signalboxsolutions.com or alternatively write to us at Data Protection, Signal Box Solutions, Cadbury Camp Lane, Bristol BS20 7SA.

2       Legal basis for processing your data

We will only process personal information where we have a lawful reason for doing so.  The following are the legal basis that we will use for processing your personal information:

3       The Information we collect about you and how we use it

Overview

When you become a client, supply us with goods or services, complete a contact form, attend an event run or supported by us or register an interest for any job vacancies we have, we may collect some personal data about you, as outlined in the list below:

  • Name, Address, Contact details (email, phone, postal).
  • Any information relevant to the matter upon which we may be instructed.
  • If you choose to submit a job application we will collect and hold the information that you provide in that application.
  • IP addresses (internet protocol addresses) of visitors are logged for administration purposes (see Cookies section in this notice).

We gather this information to allow us to:

  • Provide the contracted services.
  • Process any application for employment.
  • Improve the quality of our services.
  • Keep you updated as to events or information which you may find of interest.
  • Where necessary to verify your identity.  
  • Maintain our records for administrative purposes (internal operations, troubleshooting, testing, security).

Categories of collection and use

We aim to be transparent about why and how we process personal information.  For further information on our processing activities please review the relevant section below:

 Data we collectHow we use this data
Business Contacts (not clients)We can collect the following information:  name, email, job title, contact number, area of business, job role, address.  The personal information may also be collected by virtue of us networking together or collected via the Signal Box Solutions website, www.signalboxsolutions.com.We may use this information from time to time, to send you relevant information and news that we believe may be of interest to you.  You can chose not to receive this by advising us of your contact preferences using options provided on all of our marketing emails or by contacting dataprotection@signalboxsolutions.com or in writing as set out in the ‘Contacts’ section of this notice.
Clients & Client’s AssociatesWe request that our clients only provide personal information which is necessary for us to carry out our services.  If we need personal information in respect of individuals associated with clients in order to provide our services we ask our clients to provide this Notice to the data subjects.  We will use and disclose personal information in such a manner as we believe is reasonably necessary to provide our professional services, audit, transformation and assurance activities.  We will also use personal information in the management of client relationships, providing clients with information on our services and updates that we consider may be relevant to them.  Identifying where appropriate, where we may make improvements in service delivery.
Suppliers & ContractorsPersonal information, including name, email address, telephone number and other business contact information, is collected to receive services from suppliers, to manage the relationship with the supplier, and for the provision of services to our clients.To receive services from our suppliers.  If a supplier is assisting us in delivering services to our clients we will process personal information to manage that relationship.  We will also use personal data to agree payment arrangements with our suppliers and make payments to them.  
Visitors to WebsitePersonal information will be collected when you complete the Contact Form on our website, in addition to cookie information.If you have requested further information or marketing literature, please see the paragraph above headed ‘Business contacts’.  For further information on cookie collection and use, please see the section on ‘Cookies’ in this notice.
Job ApplicantsPersonal information relevant to your application will be collected when you complete an application form and/or provide us with your CV.Where you are applying for a job, you consent to us holding your data with a view to entering into a contract if your application is successful.  If you are unsuccessful, we will hold your data for no longer than 6 months.

Retention of Data

Signal Box Solutions retains data for the duration of the client’s relationship with us and for a period of time thereafter to allow client’s to recover information and for historical and archiving purposes.  We will only keep your personal data for as long as necessary in connection with the purposes we collected it for and to comply with any legal, accounting or reporting requirements. To determine how long we keep your personal data for, we consider the amount, nature and sensitivity of the personal data, the purposes for which it was collected and the potential risk of harm from us continuing to keep it. 

We may retain any data that does not identify you indefinitely.

For more information on where and how long your personal data is stored, please contact the Senior Responsible Officer at: dataprotection@signalboxsolutions.com

4       Marketing

We may wish to provide you with information about our services we think may be of interest to you. If you would rather not receive this information, please send a blank email message to: unsubscribe@signalboxsolutions.com

If you agree to us providing you with marketing information, you can always opt out at a later date by sending a request to: dataprotection@signalboxsolutions.com or in writing to the Senior Responsible Office, Signal Box Solutions, Spindlewood, Cadbury Camp Lane, Bristol BS20 7SA.

5       Consent

We only use consent as the basis of processing for individuals, sole traders and partnerships.  Where consent has been obtained it will be refreshed every 2 years.

You may withdraw your consent at any time by contacting dataprotection@signalboxsolutions.com

6       Sharing your information

We will only share your information with third parties where necessary to conduct the services we provide.  We share information with the following categories of firms:

  • Data controllers (under contract)
  • Business and professional advisers
  • Data processors
  • Legal and regulatory authorities
  • Central government

We use data processors who are third parties and can provide elements of services for us.  We have contracts in place with our data processors so that they can provide services on our behalf. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Signal Box Solutions does not share, sell, transfer or otherwise disseminate your personal data to third parties and will not do so in future, unless required by law or defined in a contract with our clients or unless you have given explicit consent to do so.

7       How we protect your information

We have put in place various security measures, both technical and organisational, to protect your personal data from loss, misuse, alternation or destruction.  Our security and privacy policies are regularly reviewed.

All Signal Box Solutions employees have agreed to a confidentiality clause within their contract of employment and only authorised persons will have access to your personal data.

8       Overseas transfers

From time to time, the information you provide may be transferred to countries outside the European Economic Area (EEA) that do not always offer the same standard of data protection as those inside the EEA, although we will ensure that your Personal Information is only ever treated in accordance with this notice.

9       Access, updating and correcting your information

You have a right to request to view, correct, delete or otherwise modify any of the personal data you have provided to us.  You also have a right to object to or request a restriction of processing of your personal data and in certain circumstances to obtain and reuse your data.   

If you have questions regarding the processing of your personal data, please contact the Senior Responsible Officer at dataprotection@signalboxsolutions.com where help and support with information requests, management of suggestions or handling of complaints will be provided.  If you would prefer to send a letter, please address this to: The Senior Responsible Officer, Signal Box Solutions, Spindlewood, Cadbury Camp Lane, Bristol, BS20 7SA.

10   Changes to this Notice

We keep our Privacy Notice under regular review. If we change our Privacy Notice we will post the changes on this page. This Privacy Notice was last updated in March 2020.

11   Links to other websites

Our website can contain links to other websites. This Privacy Notice applies only to this firm’s website so when you access links to other websites you should read their own privacy policies.  We encourage you to read the privacy notices of any third party websites you access, as they will govern the use of any personal data you provide when visiting those websites.

12   Cookies

Our website uses cookies, that are small text files placed on your hard drives to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. 

The use of cookies is now standard operating procedure for most websites, although if you are uncomfortable with the use of cookies, most browsers now permit users to opt-out of receiving them.  After termination of the visit to our site, you can always delete the cookie from your system if you wish.

Signal Box Solutions makes available a comprehensive Cookies Notice that describes the cookies used on the Signal Box Solutions website and provides information on how users can accept or reject them. To view the notice, just click here – Cookies notice

13   Contacts

Any comments, questions or suggestions about this privacy notice or our handling of your personal data should be emailed to dataprotection@signalboxsolutions.com

Alternatively, you can contact us using the following postal address:

Senior Responsible Officer

Signal Box Solutions

Spindlewood

Cadbury Camp Lane

Bristol

BS20 7SA

United Kingdom

14  Complaints

While we hope that you will not need to, if you want to complain about our use of personal information please send an email detailing your complaint to the Senior Responsible Officer at dataprotection@signalboxsolutions.com.

You are entitled to escalate your complaint to a supervisory authority within the European Union. For the UK, this is the ICO (Information Commissioner’s Office), which is also our lead supervisory authority. Its contact information can be found at https://ico.org.uk/global/contact-us and below.

Information Commissioner’s Office

Wycliffe House, Water Lane

Wilmslow

Cheshire

SK9 5AFwww.ico.org.uk

Tel: 0303 123 1113

Tel:  029 2067 8400 (calls in Welsh)

Email: casework@ico.org.uk