CIM Software Ltd (CIM Software) (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.
CIM Software registered office is at Park House, Franconia Drive, Nursling, Southampton, Hampshire, SO16 0YW and we are a company registered in England and Wales under company number 10562194. Our designated Data Protection Officer/Appointed Person for the organisation is Luke Chalmers, who can be contacted at Park House, Franconia Drive, Nursling, Southampton, SO16 0YW.
CIM Software processes your information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary data from you and do not process your information in any way, other than as specified in this notice.
The data that we may collect from you is: –
We collect information in the below ways: –
How We Use Your Data
CIM Software takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time. The purposes and reasons for processing your personal data are detailed below: –
Your Rights
You have the right to access any information that CIM Software processes about you and to request information about: –
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us; to exercise your data portability rights, and to be informed about any automated decision-making we may use.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.
Sharing and Disclosing Your Information
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
Any staff with access to your information have a duty of confidentiality under the ethical standards that this company is required to follow.
We may pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. However, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.
We will share your information where we are required to do so by law, for example, by a court order or for the purposes of prevention and detection of crime, fraud or corruption.
Safeguarding Measures
CIM Software Ltd takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: –
Hard drive encryption on user PCs & Laptops
Restricted access
IT authentication
Firewall
Anti-virus/malware protection
Transfers Outside the UK/EU
Personal data in the UK is protected by the UK’s Data Protection Act 2018, Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data.
CIM Software utilise some products or services (or parts of them) that may be hosted/stored in United States of America, which means that we may transfer any information which is submitted by you through the website outside the UK and/or European Economic Area (“EEA”).
Consequences of Not Providing Your Data
You are not obligated to provide your information to CIM Software, however, as this information is required for us to provide you with our services, we will not be able to offer some/all our services without it.
How Long We Keep Your Data
CIM Software only ever retains information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic data (name, address, contact details) for a minimum of 7 years after which time it will be destroyed.
Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.
Special Categories Data
Owing to the products, services or treatments that we offer, CIM Software sometimes needs to process sensitive personal information (known as special category data) about you, to carry out data interrogation to fulfil our contractual obligations for our consultancy, support & development services. Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis for doing so.
Where we rely on your consent for processing special category data, we will obtain your explicit consent through a signature. You can modify or withdraw consent at any time, which we will act on immediately, unless there is a legitimate or legal reason for not doing so.
Marketing
CIM Software will, if you opt in to receive our marketing communications, occasionally send you product updates, service information and promotions by email/post that have been identified as being beneficial to our customers and in our interests. Such information will be relevant to you as a customer and is non-intrusive and you will always have the option to opt-out/unsubscribe at any time.
Lodging A Complaint
CIM Software only processes your information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.
CIM Software Ltd
Luke Chalmers
Park House, Franconia Drive, Nursling, Southampton, Hampshire, SO16 0YW
Tel: 02382 026969 Email: luke.chalmers@cim-software.co.uk
The Information Commissioner’s Office
Water Lane, Wycliffe House, Wilmslow, Cheshire, SK9 5AF
Tel: 01625 545 745 Email: international.team@ico.org.uk
