Lampada Digital Solutions Ltd
Privacy Notice
Our contact details.
Name: Lampada Digital Solutions Ltd
Registered Address: Lampada Digital Solutions Ltd, Venn Building,
Cottingham Road, Hull, HU6 7RX
Operating Address: Aura Innovation Centre, Bridgehead Business Park, Meadow Rd, Hull, Hessle, HU13 0GD
Phone Number: 01482 935350
E-mail: info@lampada.co
What type of information we have?
Lampada Digital Solutions Ltd currently collect and process the following information:
• Identification Data – Personal identifiers including your first name, last name, title, date of birth, gender and health/disability.
• Contact Data – Email Address, Postal Address, landline and mobile telephone numbers, social media account identifiers.
• Financial Data – Bank Account details and National Insurance Numbers.
• Transaction Data – Details around the products and services you have obtained from us, order and purchase order details together with payments made to/from us in the line of business activity.
• Education Data – Educational history and qualifications obtained, training courses, evidence of personal and professional development activities.
• Technical Data – Internet Protocol (IP) address, operating system and platform used to access our products and services.
• Usage Data – website usage metrics, performance and other associated communications data.
• Marketing Data – your individual marketing and communications preferences.
• Survey Data – your comments, feedback and personal subjective opinions provided to us in response to a survey or community platform request.
As an employer we may also collect the following classifications of data in line with our recruitment activity
Lampada Digital Solutions Ltd currently collect and process the following information:
• Recruitment Data – Employment history, personal and professional training and development, certifications, awarding bodies, nationality, entitlement to work in the UK, security clearances and criminal records (if the role requires this), disability and medical information, equal opportunities monitoring.
• Employment Data – the terms and conditions of your employment, renumeration and salary details, benefits, working and shift patterns, attendance records, sickness records, disciplinary and grievance records, medical and health records, reasonable work adjustments required, private vehicle registration mark and insurance details for business use, MOT and driving licence.
• Performance Data – your objectives and performance during your employment with us, appraisals, records of performance reviews, timesheets and working hours, performance improvement plans (PIPS) and related written correspondence.
• Activity Data – any websites or resource you access during your employment with us, access to company IT assets.
• Communications Data – emails you send and receive, records of telephone calls including the recording of such calls where appropriate.
• Emergency Contact Data – information about your nominated family members, marital status, dependents, next of kin, personal and emergency contact details to be used in the event of an emergency, details of prescribed medications that you are taking if appropriate.
How we get the information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
• Performance of contract
Generally, we will have a legal commercial contract with you to enable us to provide products and services to you. This may also include us receiving something directly from you in fulfilling the contract.
Examples of this include:
– Contracts of employment
– Software and Service agreements for the provision of goods and services
– Procurement contracts
– Statements of work and Master Service agreements
• Legitimate Interests
There may be a legitimate interest in processing elements of your personal data which is not related to the performance of a contract or service agreed with you. If we chose to do this, we will act fairly without introducing undue risk to you.
• Consent
Where we hold no contract of engagement but would like to contact you about our products and services, we will always seek your consent to retain and store your contact details for sales and marketing purposes. The consent you give must be informed and given freely – you must always opt-in and have full rights to withdraw your consent to this at any time.
• Legal obligation
There may be times when we may be legally obliged to process certain data about you, for example with registered authorities and government bodies such as the emergency services, law enforcement and the Inland Revenue, HMRC.
We may also share your data to authorised 3rd parties who are acting on behalf of Lampada Digital Solutions, for example contracted HR services, Payroll and in cloud-hosted systems used to administer and govern our HR operations. We ensure that all systems where your data is held, processed and stored are certified to ISO27001.
We also receive personal information indirectly, from the following sources in the following scenarios:
• Surveys or community forums whereby you submit your data as part of a registration process.
• Emails and correspondence that is sent between us in line with any contracted products and services.
• Sales and marketing promotional materials or where you register your interest for future products and service offerings.
• At physical and virtual events where you consent and disclose your data as part of any competition or promotional campaign.
Under the General Data Protection Regulation (GDPR) and the UK GDPR (since 1st January 2021), the lawful bases we rely on for processing this information are:
(a) Your consent. You can remove your consent at any time.
You can do this by contacting info@lampada.co or support@lampada.co
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
What we do with the information we have
We use the information that you have given us in order:
• To create accounts and register you as a new customer
– Category of data (Identification, Contact)
– Lawful Basis (Performance of contract)
• To process and deliver your goods, products and services
– Category of data (Identification, Contact, Financial, Transaction, Marketing)
– Lawful Basis (Performance of contract)
• To manage our customer relationship
– Category of data (Identification, Contact, Marketing)
– Lawful Basis (Performance of contract, Legitimate Interests)
• To use data analytics
– Category of data (Technical, Usage, Marketing, Survey)
– Lawful Basis (Legitimate Interests)
• For registration and subscription purposes
– Category of data (Identification, Contact, Technical, Usage)
– Lawful Basis (Consent)
• To gather your opinions and views around products and services
– Category of data (Identification, Contact, Education, Survey, Marketing)
– Lawful Basis (Consent)
• To recruit and select new employees and to provide employment as an employer
– Category of data (Identification, Contact, Recruitment, Financial, Transaction, Activity, Education, Employment, Performance)
– Lawful Basis (Performance of contract)
• To arrange and book travel, accommodation and other hospitality reservations during employment with us
– Category of data (Identification, Contact, Emergency Contact)
– Lawful Basis (Performance of contract)
• To protect commercial and personal and sensitive data
– Category of data (Identification, Technical, Usage, Activity, Communications)
– Lawful Basis (Legitimate Interests)
We may share this information with authorised 3rd parties who are acting on behalf of Lampada Digital Solutions, for example contracted HR services, Payroll and in cloud-hosted systems used to administer and govern our HR operations. We ensure that all systems where your data is held, processed and stored are certified to ISO27001.
How we store your information
Your information is securely stored in emails, Office 365 accounts and 3rd party cloud-based applications and services. We may also hold physical paper copies in secure storage locations within our registered offices.
Our members of staff may also hold your contact details (name and contact data such as number and email addresses) in mobile telephones and other mobile telecommunication devices such as mobile tablets.
Your data may also be held on physical business cards you provide to us during your interactions with us at meetings and other physical venues & events.
We keep our business contracts and arrangements with you for the length of the contract and for a period of six years afterwards – in line with the Limitation Act 1980 (Section 5).
The Limitation Act 1980 (Section 5) states that all business contracts, agreements and other arrangements need to be safely stored for the length of the contract and for six years afterwards.
We will then dispose your information by secure disposal on expiry in line with the above.
Your data protection rights
Under data protection law, you have rights including:
• Your right of access – You have the right to ask us for copies of your personal information.
• Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
• Your right to object to processing – You have the the right to object to the processing of your personal data in certain circumstances.
• Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at info@lampada.co or support@lampada.co if you wish to make a request.
How to complain
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Date of Privacy Notice: 4th March 2021.