GDPR Statement
How we use your information
This privacy notice tells you what to expect when Lewis-Reid Ltd collects personal information. It applies to information we collect about:
Visitors to our websites
When someone visits lewis-reid.co.uk we use a third-party service, Google Analytics, 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 the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Use of cookies by Lewis-Reid Ltd
You can read more about how we use cookies on our Cookies page.
Search engine
Our website search and decision notice search is powered by Weebly. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either ICO or any third-party.
E-newsletter
We use a third-party provider, Constant Contacts, to deliver any e-newsletters we produce. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see Constant Contact’s Privacy notice.
Security and performance
Lewis-Reid Ltd uses a third-party service, McAfee, to help maintain the security and performance of the Lewis-Reid Ltd website. To deliver this service it processes the IP addresses of visitors to the Lewis-Reid Ltd website.
People who contact us via social media
We use Twitter and Facebook as a third-party provider, to manage our social media interactions.
If you send us a private or direct message via social media the message will be stored by Twitter for three months. It will not be shared with any other organisations. For Twitters privacy policy for websites please visit https://help.twitter.com/en/twitter-for-websites-ads-info-and-privacy.
People who call our Offices
When you call Lewis-Reid Ltd’s office we can see your telephone number displayed in the caller display. We use this information to assist us if we lose the connection with your phone, or when you may have forgotten your number. By doing so this will help improve our efficiency and effectiveness.
People who email us
We use Microsoft to encrypt and protect email traffic in line with government. If your email service does not support this, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
We do not, identify any complainants unless the details have already been made public.
People who use Lewis-Reid Ltd services
Lewis-Reid Ltd offers various services to the public. We sometimes use a third-party to deal with some client issues, but they are only allowed to use the information to connect with you when you have given them permission to do so.
We have to hold the details of the people who have requested our services in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested assistance with employment to carry out a survey to find out which workshops you feel would be useful. When people do subscribe to our services, they can cancel at any time and are given an easy way of doing this.
CCTV
Lewis-Reid Ltd does not use CCTV, however if we work on premises that uses the same the operator of the domestic CCTV system will be named and the location of the camera’s made available.
Service providers reporting a breach
Lewis-Reid Ltd is required by law to report any security breaches involving personal data to the Information Commissioners Office.
The ICO provides an online form for this purpose, hosted by Egress. They use the data collected by the form to record the breach, to make decisions about the action that they may take, and as relevant in order to carry out those actions. They retain personal information only for as long as necessary to carry out these functions, and in line with their retention schedule. This means that logs and breach reports will be retained for two years from receipt, and longer where this information leads to regulatory action being taken. They retain de-personalised information about organisations for as long as is necessary to help inform future actions, but no individuals are identifiable from that data.
The ICO and Egress have measures in place to ensure the security of data collected and transferred to the ICO via this form. Egress is a data processor for the ICO and only processes personal information in line with our instructions.
Job applicants, current and former Lewis-Reid Ltd employees and contractors
Lewis-Reid Ltd is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at [email protected].
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil 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 European Economic Area. The information you provide will be held securely by us and/or our data processors 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.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
As Lewis-Reid Ltd does not employ staff, we do not hold any information for the purposes of employment, however, if we work with conractors and associates they will also be covered under our GDPR..
Your rights
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Access to personal information
Lewis-Reid Ltd tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
To make a request to the ICO for any personal information we may hold you need to put the request in writing addressing it to our Information Governance department, or writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Information Governance department.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. Further information is available in our Information Charter about the factors we shall consider when deciding whether information should be disclosed.
You can also get further information on:
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 27th April 2018.
How to contact us
If you want to request information about our privacy policy you can email us on or write to:
56 Falkland Park Avenue
London
SE25 6SH
This privacy notice tells you what to expect when Lewis-Reid Ltd collects personal information. It applies to information we collect about:
- visitors to our websites;
- complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry;
- people who use our services, eg who subscribe to our newsletter or request a publication from us;
- people who notify under the Data Protection Act;
- Job applicants and our current and former employees.
Visitors to our websites
When someone visits lewis-reid.co.uk we use a third-party service, Google Analytics, 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 the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Use of cookies by Lewis-Reid Ltd
You can read more about how we use cookies on our Cookies page.
Search engine
Our website search and decision notice search is powered by Weebly. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either ICO or any third-party.
E-newsletter
We use a third-party provider, Constant Contacts, to deliver any e-newsletters we produce. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see Constant Contact’s Privacy notice.
Security and performance
Lewis-Reid Ltd uses a third-party service, McAfee, to help maintain the security and performance of the Lewis-Reid Ltd website. To deliver this service it processes the IP addresses of visitors to the Lewis-Reid Ltd website.
People who contact us via social media
We use Twitter and Facebook as a third-party provider, to manage our social media interactions.
If you send us a private or direct message via social media the message will be stored by Twitter for three months. It will not be shared with any other organisations. For Twitters privacy policy for websites please visit https://help.twitter.com/en/twitter-for-websites-ads-info-and-privacy.
People who call our Offices
When you call Lewis-Reid Ltd’s office we can see your telephone number displayed in the caller display. We use this information to assist us if we lose the connection with your phone, or when you may have forgotten your number. By doing so this will help improve our efficiency and effectiveness.
People who email us
We use Microsoft to encrypt and protect email traffic in line with government. If your email service does not support this, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
We do not, identify any complainants unless the details have already been made public.
People who use Lewis-Reid Ltd services
Lewis-Reid Ltd offers various services to the public. We sometimes use a third-party to deal with some client issues, but they are only allowed to use the information to connect with you when you have given them permission to do so.
We have to hold the details of the people who have requested our services in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested assistance with employment to carry out a survey to find out which workshops you feel would be useful. When people do subscribe to our services, they can cancel at any time and are given an easy way of doing this.
CCTV
Lewis-Reid Ltd does not use CCTV, however if we work on premises that uses the same the operator of the domestic CCTV system will be named and the location of the camera’s made available.
Service providers reporting a breach
Lewis-Reid Ltd is required by law to report any security breaches involving personal data to the Information Commissioners Office.
The ICO provides an online form for this purpose, hosted by Egress. They use the data collected by the form to record the breach, to make decisions about the action that they may take, and as relevant in order to carry out those actions. They retain personal information only for as long as necessary to carry out these functions, and in line with their retention schedule. This means that logs and breach reports will be retained for two years from receipt, and longer where this information leads to regulatory action being taken. They retain de-personalised information about organisations for as long as is necessary to help inform future actions, but no individuals are identifiable from that data.
The ICO and Egress have measures in place to ensure the security of data collected and transferred to the ICO via this form. Egress is a data processor for the ICO and only processes personal information in line with our instructions.
Job applicants, current and former Lewis-Reid Ltd employees and contractors
Lewis-Reid Ltd is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at [email protected].
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil 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 European Economic Area. The information you provide will be held securely by us and/or our data processors 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.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
As Lewis-Reid Ltd does not employ staff, we do not hold any information for the purposes of employment, however, if we work with conractors and associates they will also be covered under our GDPR..
Your rights
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Access to personal information
Lewis-Reid Ltd tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to the ICO for any personal information we may hold you need to put the request in writing addressing it to our Information Governance department, or writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Information Governance department.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. Further information is available in our Information Charter about the factors we shall consider when deciding whether information should be disclosed.
You can also get further information on:
- agreements we have with other organisations for sharing information;
- circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
- our instructions to staff on how to collect, use and delete personal data; and
- how we check that the information we hold is accurate and up to date.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 27th April 2018.
How to contact us
If you want to request information about our privacy policy you can email us on or write to:
56 Falkland Park Avenue
London
SE25 6SH