Privacy Notice

Alan Dean Systems Ltd.

Our Privacy and Fair Processing Notice describes the categories of personal data we process and for what purposes. We are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR).

  1. Who are we?
    Alan Dean Systems Limited (ADS) is a limited company

Company registration number

09422791

29 Hunt End Lane, Redditch, B97 5UW, United Kingdom

Customer enquiries contact details

Alan Dean, alan@alandeansystems.co.uk, Alan Dean Systems, 29 Hunt End Lane, Redditch, B97 5UW, United Kingdom

ADS are both the controller and processer of data.

  1. Your personal data – what is it?
    Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (GDPR).

How we gather personal information
The majority of the personal information we hold, is provided to us directly by individuals or companies that we trade with.

  1. How do we process your personal data?
    We comply with our obligations under the GDPR by keeping all personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We process personal information to enable us to provide consultancy and advisory services, to promote our services, to maintain our own accounts and records and to support and manage our employees.

Type/classes of information processed

We process information relating to the above reasons/purposes. This information may include:

  • personal details
  • business activities of the person whose personal information we are processing
  • goods and services provided
  • financial details
  • education details

We process personal information about our customers, clients and employees, complainants and enquirers, suppliers, advisers and other professional experts.

Who the information may be shared with

We sometimes need to share the personal information we process with the individual themselves and also with other organisations. Where this is necessary we are required to comply with all aspects of the Data Protection Act (DPA). What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.

Where necessary or required we share information with:

  • business associates and other professional advisers
  • family, associates and representatives of the person whose personal data we are processing
  • financial organisations
  • current, past or prospective employers
  • educators and examining bodies
  • suppliers and services providers
  • traders in personal data

Additional reasons

Consulting and advisory services

Information is processed for consultancy and advisory services that are offered. For this reason the information processed may include name, contact details, family details, financial details, and the goods and services provided. This information may be about customers and clients. Where necessary this information is shared with the data subject themselves, business associates and other professional advisers, current, past or prospective employers and service providers.

  1. How we store personal data

We are committed to the protection of your personal information.

We generally store personal information on local secure computers in spreadsheets and on mobile phones.

Printed records and event data
Paper is still used within the sections to capture and retain some data for example the following: –

  • copy invoices
  • information received in a paper format

We will ensure that:

  • any paper records are kept secure, especially when in transit, by using:
    a lockable brief case.
    ii.         a lockable filing cabinet if stored long term
  1. Sharing and transferring personal Information
    We will however share your personal information where we need to meet or enforce a legal obligation; local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.

We will never sell your personal information to any third party for the purposes of marketing.

Your personal data will be treated as strictly confidential. We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so. We will take steps to anonymise the data we provide. If identifiable data is to be shared we will seek your consent.

Third Party Data Processors
Alan Dean Systems does not employ any Third Party Data Processors

Automated decision making
Alan Dean Systems does not have any automated decision-making systems.

Transfers outside the UK
Alan Dean Systems will not transfer your personal information outside of the UK

  1. How do we protect personal data?
    We take appropriate measures to ensure that the information discussed to us is kept secure, accurate and up to date and kept only for as long as necessary for the purpose for which it is used.
  2. How long do we keep your personal data?
    We will retain your personal information, throughout the time that we do business with you and for a period of up to 15 years to fulfil our legal obligations for insurance and legal claims.
  3. Your rights and your personal data
    You have the right to object to how we process your personal information. You also have the right to access, correct, sometimes delete and restrict the personal information we use. In addition, you have a right to complain to us and to the data protection regulator.

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –

  • The right to be informed – you have a right to know how your data will be used by ADS.
  • The right to access your personal data – you can ask us to share with you the data we have about you.
  • The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing.
  • The right to erasure – this means that you have the right to request that we delete any personal data we hold about you. There are some exceptions, for example, some information can be held for legal reasons.
  • The right to restrict processing – if you think there’s something wrong with the data being held about you, or you aren’t sure if we are complying to rules, you can restrict any further use of your data until the problem is resolved.
  • The right to data portability – this means that if you ask us we will have to share your data with you in a way that can be read digitally – such as a pdf. This makes it easier to share information with others.
  • The right to object – you can object to the ways your data is being used. This should make it easier to avoid unwanted marketing communications and spam from third parties.
  • Rights in relation to automated decision making and profiling – this protects you in cases where decision are being made about you based entirely on automated processes rather than a human input.

If you wish to exercise any of these rights, please contact your our Data Protection Lead for more information, in the first instance (see contact form below).

Whether or not you exercise your new rights is up to you – the main thing to remember is that they’re there if you need them.

  1. Further processing
    If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
  2. Contact Details
    To exercise all relevant rights, raise any queries or complaints please in the first instance contact our Data Protection Lead at Alan Dean Systems; email alan@alansdeansystems.co.uk or use the contact form below.
    You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

20th May 2018

Next review: 14th May 2020 or any change to the legislation