Ipserv Ltd is a controller of personal data. We are registered with the Information Commissioners Office and our registered number is ZA464022. We have a Data Protection Officer who works with us to make sure we process personal information only in the way the Data Protection Legislation says that we should.
What is personal information?
Personal information can be anything that identifies and relates to a living person. This can include information that when put together with other information can then identify a person. For example, this could be your name and contact details.
The type of personal information we collect
We currently collect and process the following information
- Personal identifiers, contacts and characteristics (for example, name and contact details)
- Physical or mental health
- Trade union membership
How we get the personal information
Most of the personal information we process is provided to us directly by you for the purposes of your employment.
We also receive personal information indirectly, from the following sources in the following scenarios:
- Partner agencies/bodies in relation to salary payments or deductions
- Other third parties in relation to our contractual employment responsibilities
Why we need to use your personal information
Ipserv Limited employs staff to deliver its services and is a local authority trading company controlled by Ipswich Borough Council.
The legal basis for processing your personal information
Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information is:
- we have a contractual obligation (contract of employment)
How long we keep your data for
We will only keep your information for as long as it is required by us in order to comply with legal and regulatory requirements or for other operational reasons. The retention period is either dictated by law or for our business need and is documented in our retention schedule. Once your information is no longer needed it will be securely and confidentially destroyed.
Why we share data and who we share it with
We use a number of commercial companies and partners to either store personal information or to manage it on our behalf. Where we have these arrangements there is always a contract, memorandum of understanding or information sharing protocol in place to ensure that the organisations comply with data protection law. Organisations that we may share your information with include Ipswich Borough Council, other trading subsidiaries of Ipswich Borough Council, service providers and partner agencies/bodies.
We may also share your personal information when we feel there is a good reason that is
more important than protecting your confidentiality. This does not happen often, but we
may share your information:
- for the detection and prevention of crime/fraudulent activity; or
- if there are serious risks to the public, our staff or to other professionals; or
- to protect a child; or
- to protect vulnerable adults who are thought to be at risk.
When using personal data for research purposes, the data will be anonymised to avoid the
identification of an individual, unless consent has been given for the use of the personal
data in this way.
We do not sell personal information to any other organisations for the purposes of direct
How we protect your information
We’ll take all possible steps to protect the information we hold about you (on paper and
electronically) in a secure way, and we’ll only make them available to those who have a right
to see them. Examples of our security include:
- Secure emails: Use of secure email networks to ensure that sensitive information is safely shared.
- Controlling access to systems and networks: Allows us to prevent people not permitted to view your personal information from gaining access to it.
- Staff training: Allows us to make all our staff aware of how to handle information and how to report incidents or issues regarding the use of information.
- Regular testing of our IT systems: and ways of working, including keeping up to date on the latest security updates and training all our staff on protecting and using information securely.
Data Protection law gives you a number of legal rights. These are:
- The right of access: You can ask Ipserv for a copy of the personal information it holds or processes relating to you. We should provide the information within 1 month. If there is a great deal of information or it is difficult to identify and retrieve, then we can ask for a time extension.
- The right to rectification: Everyone is entitled to have their own personal data rectified / changed if it is inaccurate or incomplete. If an organisation has shared the personal data in question with anyone else, then it must also take all reasonable steps to inform them of the change. You will be asked to provide evidence of your identity and the correction so that the organisation can ensure your privacy rights are protected.
- The right to erasure: The right to erasure can sometimes be referred to as ‘the right to be forgotten’. However, this is not an absolute right. You can only request the deletion or removal of personal data where there is no compelling reason for an organisation to keep it. Where the organisation has a statutory obligation or a legally justifiable reason to keep the information they must let you know.
- The right to restrict processing: In some circumstances you have a right to restrict what processing an organisation carries out or ask that they stop processing your personal data. When processing is restricted, the organisation may continue to store your data but not to process it further. However, this right cannot overrule any legal obligation placed on the organisation to continue processing your personal information.
- The right to data portability: Following a request for disclosure of your data, you have the right to ask for your information in a digital format so that you can reuse it for other purposes. For example, data portability could be used to upload your information to a third party price comparison website to compare and identify best value for something like utilities or mobile phone use. It is unlikely that data portability will apply to most of the services you receive from Ipserv.
- The right to object: Everyone has the right to object to the processing of their data in limited circumstances. However, you can only object based on “grounds relating to your particular situation”. For example, you may need to maintain a higher level of security due to the type of job you have. In these situations, an organisation must stop processing your personal data unless it can demonstrate compelling grounds for the processing, which override your interests, rights and freedoms or where processing is for the establishment, exercise or defence of legal claims.
- Rights related to automated decision making and profiling: You have a right to request that decisions based solely on automated processing, including profiling, which may produce a legal effect or affect you significantly, have some form of human input so they are not automatically generated by a computer. This right is in place to ensure that potentially damaging decisions are not taken without some form of human intervention. This right also applies to ‘profiling’.
However, this Right will not apply if the decision:
- is necessary for entering into, or performance of, a contract between you and the data controller (Ipserv)
- is authorised by law, or
- is based on your explicit consent
Organisations are required to ensure that appropriate safeguards are in place to protect
your rights, freedoms and legitimate interests and you can ask to have any computer-made
decisions explained to you.
How to request your personal information
Requests should be made in writing – this includes email – and must include sufficient information to clearly identify you, so that we don’t provide your information to someone attempting to impersonate you (for example, your full name, address and date of birth). If you would find it easier to make a Subject Access Request verbally this is possible, however, we will also need copies of documents that prove your identity, in this way we can ensure your privacy rights continue to be protected.
If you wish to authorise someone to act on your behalf – this could be another individual or an organisation, such as your legal representative or Citizens Advice – it is important that you make your wishes clear and provide a form of authority to them so that we know they are acting under your instruction.
To make a request for access to your personal information, to report inaccuracies or raise a complaint, please email us at Ipserv.DataProtection@ipserv.co.uk or write to us at Data Protection Officer, IPSERV Ltd, Grafton House, Russell Road, Ipswich, IP1 2DE
How to make a complaint
We will always try to help you with queries and respond appropriately to all requests
regarding the processing of your information.
If you have a concern about the way we are collecting or using your personal data or are not
satisfied with the way we handle your requests please raise your concern with us in the first
instance to allow us to investigate.
If you are still not satisfied with the company’s internal review procedure, you can refer
your concerns to the Information Commissioner’s Office on their website or write to:
Information Commissioner’s Office
Data Sharing Policies
Our data sharing policies can be downloaded below:
Cleaning Service Data Sharing Policy: Download HERE.
Commercial Waste Service Data Sharing Policy: Download HERE.
Car Park Management Data Sharing Policy: Download HERE.
Security Services Data Sharing Policy: Download HERE.
Playground Services Data Sharing Policy: Download HERE.
Human Resources Data Sharing Policy: Download HERE.
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Grafton House, 15-17 Russell Road, Ipswich, IP1 2DE