This Privacy Notice (“Notice”) together with any other privacy information we may provide on specific occasions – applies to the processing of personal data by us in the course of providing software solutions like electronic bundling and carrying out our business operations. The Notice sets out the types of personal data we collect, explains how we collect and process that data, who we share it with and certain rights and options that you have in this respect.
We recognise 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.
1. About us
When we refer to “Zylpha” or “we” in this Notice we mean Zylpha Ltd. a company incorporated in England & Wales under company number 05315431, whose registered address is The Old Exchange, Romsey Road, Kings Somborne, Stockbridge, Hampshire SO20 6PN, and whose main trading address is Suite 4 Poles Copse, Poles Lane, Otterbourne, Hampshire SO21 2DZ. We are registered with the Information Commissioner’s Office under registration number Z1010144.
2. How we collect and use (process) personal information
We collect and process personal data for the following categories of data subjects:
2.1 Job Applicants
All of the information you provide during the application process will only be used for the purpose of progressing your application or to fulfilling legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the United Kingdom or the European Union. The information you provide will be held securely by us whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
At the application stage, we ask you for
Our hiring managers shortlist applications for interviews. We might ask you to take a written test and complete a psychometric questionnaire. Information will be generated by you and by us. This information is held by us.
At this stage, we will ask you to provide references from previous employers/colleagues, their contact details, and their answers and/or opinions will be retained by us. We will also conduct an ID verification, basic DBS/criminal records check and check your right to work in the UK before any offer letters are issued.
How long is information retained?
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from our last communication with you. The information generated throughout the assessment process, for example, interview notes, is retained by us for 6 months following the closure of the campaign.
If you are successful in your application, we will retain your information in accordance with our Privacy Notice for Employees, Workers and Contractors. A copy of this Notice will be provided to you with your offer letter.
We collect personal information about our clients to provide them with our services. We hold the following information about customers:
We may receive personal information from our clients about other individuals, e.g., their employees while providing our services. Any such information provided to us is used solely for providing our services and is handled strictly as per client instructions.
We may also receive personal information from third parties including other customers, partners, agencies, or 3rd parties that we have run partnerships, competitions, and events with. Any such information provided to us is used solely for providing our services and is handled strictly as per our data protection procedures.
2.3 Business contacts
If you are a supplier, service provider, advisor, or consultant, we may process the following data about you:
We use this information to enter into and fulfil a contract with you, to administer and manage our relationship with you including accounting, payment processing activities.
When you visit our website, we use third-party services to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to various parts of the website. The information is only processed in a way that does not identify any individual.
When you complete a contact form on our website or use the email for enquiries, we will use the information provided by you only for the purpose of providing you with an appropriate response.
Where you make a purchase through our website we receive the following data through our payment gateway:
2.5 Marketing data
We hold the name and contact details of individuals who have expressed interest in hearing from us about our services or have engaged with us for the supply of our services in the past. All direct marketing activities to such individuals shall comply with relevant privacy and regulatory requirements.
When you complete the contact us on our website or send an email to email@example.com, we will use the information provided by you only for the purpose of providing you with an appropriate response.
Apart from receiving personal data directly from you when you engage us to provide services, we may receive personal data from other customers, partners, agencies or 3rd parties that we have run partnerships, competitions and events with. We do not share your data with any third parties. We only collect the information that’s necessary to carry out our business, provide the particular service you’ve requested and keep you up to date about our news.
3. When and how do we share your personal data
We may share your personal data with:
We do not sell personal information to anyone and only share it with third parties who are facilitating the delivery of our services and communications.
4. Transfers of personal data outside the EEA
There may be occasions where we will need to share your data with entities in third countries, such as when we are using cloud software providers or outsourced contractors which enable us to provide you with the services. We verify that any data transfer outside of EEA is subject to EU adequacy requirements, Standard Contractual Clauses or other transfer tools which comply with data protection legislation.
5. Automated decision-making
We do not use automated decision-making in relation to your personal data.
6. Security of your personal information
To help protect the privacy of data and personally identifiable information you provide to us, we maintain physical, technical and administrative safeguards. We update and test our security technology and controls on an ongoing basis. We restrict access to your personal data to those employees who need to know that information to provide benefits or services to you. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your information. We commit to taking appropriate disciplinary measures to enforce our employees’ privacy responsibilities.
We are certified to Cyber Essentials and ISO 27001 standards which demonstrates our commitment to the security and privacy of your personal information.
7. Data storage and retention
Your personal data is stored by Zylpha on its servers, and on the servers of the cloud-based services and IT service providers we engage, as well as in physical forms in our office and at backup and archival facilities. We retain data as per our data retention policy and regulatory data retention requirements.
For more information on where and how long your personal data is stored, and for more information on your rights of erasure and portability, please contact us at firstname.lastname@example.org.
8. Data subject rights
This Privacy Notice is intended to provide you with information about what personal data Zylpha collects about you and how it is used. If you have any questions, please contact us at email@example.com.
If you wish to confirm that Zylpha is processing your personal data or to have access to the personal data we may have about you, please contact us at firstname.lastname@example.org.
You have a right to request correction of inaccurate information, deletion of information, and to instruct us to stop processing your information. We are obliged to honour such requests as per the regulatory requirements. If you’d like more information or would like to make such a request, please contact us at email@example.com.