Privacy notice - supporting your number plate contract
Data privacy notice (ITSS Support Requests)
Jepson & Co (44 East Bank Road, Sheffield, S2 3QN) takes its responsibilities regarding processing of personal data very seriously and has outlined in this privacy notice the data collected, the reason(s) for data collection and processing, and the manner and timescale for deletion. We aim to be fully compliant with all relevant Data Protection regulations, including GDPR.
Please note, GDPR applies only to personal data. In many cases, our relationship with our customers is Business-to-Business (B2B) so GDPR rules do not apply. Where personal data may be processed or affected, this policy explains how we process personal data.
For clarity, the Data Controller is Jepson & Co Ltd.
1 Data collected and processed
1.1 To fulfil the legitimate interests of supporting your contract for the supply of number plates, our IT Support Services (ITSS) team collects data which may include personal data on:
• The operator (the person printing the plates):
? Their contact details which may include a personally identifiable telephone number and email address.
• The end-user:
? If using PlateSync® software
1.2 The data will be collected by our IT support services operators at Jepson & Co and entered into our systems for record keeping and support purposes. All data is stored in secure servers that have passed penetration tests.
1.3 This data may be processed in the following ways:
• Stored in a database protected by a 14-character password, including 3 special characters. This database is stored in an encrypted SQL server (compact edition) at Jepson & Co’s site at 44 East Bank Road, Sheffield, S2 3QN.
• Synced with cloud-based secure data storage
• Analysed via management reports (only available to authorised personnel at our customer’s premises).
1.4 All data collected through Jepson & Co’s ITSS team remains the property of Jepson & Co. Jepson & Co’s role is as a data controller and we retain this data property for operational reasons as outlined below. Jepson & Co appreciate fully the commercial sensitivity of data collected by our customer and will not use data collected for reasons other than:
• Providing support and maintenance to our customer
• Improvement and development of software and systems
• Compliance with legally allowable requests from relevant authorities (for example DVLA, ICO, VOSA, The Police).
1.5 Data will not be shared with any party outside of the Data Controller.
2 Data deletion policy
2.1 All data as outlined in section 1.1 is deleted from our servers following a retention period of 5 years.
3 Individual’s rights
3.1 Right of access by the data subject: in the event the data you have provided us is personal data, you may make a Subject Access Request to be provided with any personal data processed for the purpose of supporting your contract for number plates by telephoning 0114 2731151, emailing email@example.com or in writing to Data Protection, Jepson & Co Ltd, 44 East Bank Road, Sheffield, S2 3QN.
3.2 Right to rectification: we want our support service to be very useful for you and will do our best to keep your data up-to-date with all your preferences and correct business account data.
If any of your data as outlined in section 1 is incorrect, please contact us on firstname.lastname@example.org with the correct details and we will rectify them as a matter of priority.
Please indicate whether you would us to effect your right to restriction of processing during the period where we are rectifying your data; this will result in limited support functionality during that period, for example if you have a PlateSync® system the online functionality may be temporarily stopped.
3.3 Right to erasure: See section 2, Data Deletion Policy.
3.4 Right to restriction of processing: See section 2, Data Deletion Policy.
3.5 Right to data portability: on receipt of a Subject Access Request, we will provide you your personal data (see section 3.1) in a mutually agreed format. This may be by telephone, email or in writing.
3.6 Right to object: to object, you may:
• Cancel your number plate contract with Jepson & Co.
• Notifying us in writing to email@example.com that you no longer wish to be contacted for support reasons.
3.6.1 Right to object to automated decision making, including profiling: Jepson & Co never makes decisions on customer support or eligibility without the intervention of a human.
3.6 Complaints: to complain, please contact us at firstname.lastname@example.org and we will try our best to resolve your complaint. If you are still not satisfied, you may lodge a complaint with the Information Commissioners Office.