Privacy Policy

Politis Ltd – Customer Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Post

Politis Ltd, 118 Pall Mall, LONDON, SW1Y 5EA, GB

Telephone

02922940580

Email

info@politisconsulting.co.uk

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

  • Names and contact details
  • Addresses
  • Occupation
  • Payment details (including card or bank information for transfers and direct debits)
  • Financial data (including income and expenditure)
  • Information relating to compliments or complaints
  • Records of meetings and decisions
  • Website user information

We collect or use the following personal information for information updates or marketing purposes:

  • Names and contact details
  • Addresses
  • Website and app user journey information
  • IP addresses

We collect or use the following personal information for research or archiving purposes:

  • Names and contact details
  • Addresses

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Address
  • Payment details
  • Account information
  • Purchase or service history
  • Witness statements and contact details
  • Photographs
  • Customer or client accounts and records
  • Information relating to health and safety (including incident investigation details and reports and accident book records)

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object.
  • Legitimate Purpose – In accordance with GDPR Article 6(1)(f), the Company may rely on legitimate interests as a lawful basis for processing personal data when such processing is necessary to achieve the legitimate interests of the Company, the public sector client, or the general public. These legitimate interests include:
    • Public Sector Improvement: Supporting government bodies, public authorities, and other public sector entities in optimizing their services for the benefit of citizens, communities, and society as a whole;
    • Operational Efficiency: Assisting public sector organizations in identifying inefficiencies and implementing strategies to enhance their operational capacity and performance;
    • Public Accountability: Ensuring transparency, accountability, and compliance with legal and regulatory requirements through audits, evaluations, and reviews;
    • Policy Development: Providing evidence-based analysis and recommendations to improve public policies, programs, and services.

The Company has carefully assessed that its legitimate interests in processing personal data for these purposes do not override the rights and freedoms of the data subjects concerned.

Our lawful bases for collecting or using personal information for information updates or marketing purposesare:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object.
  • Legitimate Purpose – In accordance with GDPR Article 6(1)(f), the Company may rely on legitimate interests as a lawful basis for processing personal data when such processing is necessary to achieve the legitimate interests of the Company, the public sector client, or the general public. These legitimate interests include:
    • Public Sector Improvement: Supporting government bodies, public authorities, and other public sector entities in optimizing their services for the benefit of citizens, communities, and society as a whole;
    • Operational Efficiency: Assisting public sector organizations in identifying inefficiencies and implementing strategies to enhance their operational capacity and performance;
    • Public Accountability: Ensuring transparency, accountability, and compliance with legal and regulatory requirements through audits, evaluations, and reviews;
    • Policy Development: Providing evidence-based analysis and recommendations to improve public policies, programs, and services.

The Company has carefully assessed that its legitimate interests in processing personal data for these purposes do not override the rights and freedoms of the data subjects concerned.

Our lawful bases for collecting or using personal information for research or archiving purposes:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object.
  • In accordance with GDPR Article 6(1)(f), the Company may rely on legitimate interests as a lawful basis for processing personal data when such processing is necessary to achieve the legitimate interests of the Company, the public sector client, or the general public. These legitimate interests include:
    • Public Sector Improvement: Supporting government bodies, public authorities, and other public sector entities in optimizing their services for the benefit of citizens, communities, and society as a whole;
    • Operational Efficiency: Assisting public sector organizations in identifying inefficiencies and implementing strategies to enhance their operational capacity and performance;
    • Public Accountability: Ensuring transparency, accountability, and compliance with legal and regulatory requirements through audits, evaluations, and reviews;
    • Policy Development: Providing evidence-based analysis and recommendations to improve public policies, programs, and services.

The Company has carefully assessed that its legitimate interests in processing personal data for these purposes do not override the rights and freedoms of the data subjects concerned.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claimsare:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object.
  • In accordance with GDPR Article 6(1)(f), the Company may rely on legitimate interests as a lawful basis for processing personal data when such processing is necessary to achieve the legitimate interests of the Company, the public sector client, or the general public. These legitimate interests include:
    • Public Sector Improvement: Supporting government bodies, public authorities, and other public sector entities in optimizing their services for the benefit of citizens, communities, and society as a whole;
    • Operational Efficiency: Assisting public sector organizations in identifying inefficiencies and implementing strategies to enhance their operational capacity and performance;
    • Public Accountability: Ensuring transparency, accountability, and compliance with legal and regulatory requirements through audits, evaluations, and reviews;
    • Policy Development: Providing evidence-based analysis and recommendations to improve public policies, programs, and services.

The Company has carefully assessed that its legitimate interests in processing personal data for these purposes do not override the rights and freedoms of the data subjects concerned.

To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

  • Directly from you
  • Legal bodies or professionals (such as courts or solicitors)
  • Publicly available sources

How long we keep information

Data Retention Principles

The Company adheres to the following principles regarding data retention:

  • Lawful Basis: Personal data will only be retained if the processing has a valid legal basis.
  • Minimisation: The Company will retain only the minimum amount of personal data required to fulfil its business, legal, and regulatory obligations.
  • Retention Period: Personal data will be retained only for the period necessary for the purposes for which it was collected, after which it will be securely deleted or anonymised.
  • Data Accuracy: Personal data will be regularly reviewed and updated to ensure its accuracy. Inaccurate or outdated personal data will be corrected or deleted.

Retention Periods

Personal data will be retained in accordance with the following retention periods unless a different legal requirement dictates otherwise:

Data Type

Purpose

Retention Period

Employee Records

HR management, payroll, benefits

6 years after employment ends

Customer Data

Provision of goods/services, support

4 years after last contact

Financial Data

Accounting, auditing, tax purposes

10 years after transaction

Marketing Data

Promotional activities

4 years after consent

Website User Data

Analytics, improvement of services

1 year after collection

Data Deletion Procedures

When personal data is no longer required or the retention period has expired, the data will be securely deleted or anonymised. The following methods will be employed:

  • Electronic Data: Secure deletion using appropriate software that permanently removes the data from the system.
  • Physical Data: Secure shredding or destruction of paper documents.
  • Backups: Data stored in backups will also be deleted in line with this policy as soon as the backup retention cycle allows.

Who we share information with

Others we share personal information with

  • Professional or legal advisors
  • Regulatory authorities
  • Organisations we’re legally obliged to share personal information with
  • Publicly on our website, social media or other marketing and information media

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

3 September 2024

Politis Ltd is a registered company number 13661766. © 2023 All Rights Reserved.