Privacy Notice

Summary

This privacy policy sets out how Eclipse Group Solutions uses and protects any information that you give Eclipse Group Solutions.

Eclipse Group Solutions is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.

Eclipse Group Solutions may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from May 2018.

Scope

This document applies if you have engaged with Eclipse group solutions in any of the following capacities:

  • Members of the Public
  • Prospects
  • Employees and contractors
  • Customers and partners of Eclipse and your associated project data

Policy

Who we are

Eclipse Group Solutions is a data controller in respect to:

  • Members of the Public if you email us, provide information via our website or visit our office
  • Prospects if you have given us permission to contact you for sales and marketing campaigns
  • Employees and Contractors
  • Customers and partners

Eclipse Group Solutions is a data processor for customers who:

  • Host their systems within our data centres
  • Host their systems within our cloud partner data centres
  • Grant us permission to support your systems within your, or your partners, data centre.

 

What information do we collect about you and how do we collect it

Eclipse collect the following types of data depending on your engagement with us:

Data Type Members of the Public Prospects Employees and Contractors Customers and Partners
CCTV Images X X X X
Contact Information X X X X
Organisational Structure X
Project Detail X
Service Desk Call  History X
Contract Data X
Calendar Entries X
Car Details X
Employment and Salary Details X
Time Sheets / Overtime Records X
Holidays and Sickness Records X
Expenses Records X
Banks and Tax Details X
Pension Information X
Next of Kin Details X
Car Insurance and Driving License where an employee has a company car or car allowance X

 

How do we use your personal information?

Members of the Public and Prospects

We use any contact information you provide tto contact you directly based on a direct request (via the website, phone or face to face meeting).

Employees and contractors

We use any data you provide to manage your employment in line with standard HR policies and to meet our legal requirements. The data is used to effectively support you in your employment.

Customers or Partners

We use any data you provide to effectively manage our relationship and fulfil our contractual obligations.

Where Eclipse is your data processor we will provide sufficient technical and organisational security measures governing the processing of your data. Our customers will retain the data controller role for their customers and are responsible for gaining consent and responding to any requests around subject access, correction requests, erasure requests, marketing opt-out requests, automated decision-making and profiling opt-out requests, and data portability requests.

 Internal Activities

We may use and process your personal information where it is necessary for us to pursue our legitimate interests for the following purposes:

  • To prevent fraud and other criminal activities, for example fraud in relation to public funding
  • To audit our activities in order to ensure regulatory compliance
  • To monitor use of IT services and ensure network and information security
  • To test and maintain our systems and to ensure robust performance
  • To help us improve our services via staff training
  • Administration of The Open University’s CCTV system, to provide a safe environment and facilitate the prevention and detection of crime.

Who do we share your information with?

If you are an employee of Eclipse Group Solutions we share your personal information with our parent company HRGO Plc who provide HR, Payroll and Finance support to Eclipse Group Solutions.

If you are a customer of Eclipse Group Solutions, we share financial information with our parent company HRGO Plc who provide Finance support to Eclipse Group Solutions.

Third party suppliers and service providers

We use third party suppliers and service providers to provide IT systems and services. It is in our legitimate interest to use third party suppliers to maintain cost effective and efficient operations. When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their service. We have a contract in place that requires them to keep your information secure and not to use it other than in accordance with our specific instructions.

In some circumstances, we may have to disclose your personal information by law, because a court, the police or another law enforcement agency has asked us for it.

Do we transfer information outside the European Economic Area (EEA)?

Information you provide to us is stored in the following locations:

  • On Secure servers housed in UK based Node 4 Data Centres (Derby, Northampton)
  • or on our cloud based systems which are located within the EEA
    • Microsoft, UK Based (Cardiff, London, Durham)
    • Amazon, EU Based Regions (London, Ireland)

If we need to store your data outside of the EEA then we will will take steps to ensure that appropriate security measures are taken to protect your privacy rights as outlined in this policy. This would either be imposing contractual obligations on the recipient of your personal information, or ensuring that the recipients are subscribed to ‘international frameworks’ that aim to ensure adequate protection.

How long do we keep your personal information for?

If we collect your personal information the length of time we keep it for is determined by a number of factors including our purpose for using the information and our legal obligations. The table below details our data retention policy for specific systems:

CCTV Used to capture security images for the Hurley Head Office Rolling 2 week basis stored in the Hurley Office comms room. In case of a security incident copies of data will be made and stored in Sharepoint and will have the retention of that system
Active Directory Used to manage logon authentication. Logon details are augmented with contact information, job role, management hierarchy and permissions User records will be disabled when a user leaves the business. The user record will be deleted after 12 months of their leave date.
Internal Chat Used for informal project based conversations Is stored in line with our Exchange email policy.
Email Used to store personal emails, shared emails, calendars, contacts Items in the mailbox will be retained for 7 years
Items deleted from a mailbox will be retained in the archive for 2 years
Jira / Confluence Primary storage location for all project and business information JIRA and Confluence Users (including JIRA Service Desk) are deactivated as part of the leaving process. After 2 Years the deactivated account will be deleted. JIRA Projects and confluence Spaces will be archived 12 months after they are closed  and deleted 7 years after they are closed
eResource Scheduler Delivery resource scheduling tools – used to track resource allocation and availability On leaving Eclipse, employees will be retained in eRS in line with the HRGO employee retention policy
SMC Used for calculating profitability using salary and time reported to each project At present data stored within SMC is not deleted
eTR Used by employees to self log their time against project codes At present data stored within eTR is not deleted
Office 365 (Sharepoint) Contract and Operational reporting documents Documents will be retained in Sharepoint for 7 Years
Office 365 (OneDrive) Used for personal documents As part of the leavers process the OneDrive folder will be deleted when the user is disabled. Items can be recovered from the deleted OneDrive folder for 30 days after leaving the company.

 

Your rights

You rights in relation to your personal information, which apply in certain circumstances. Some of these rights will come into force under the General Data Protection Regulation (GDPR) on 25 May 2018. To exercise any of these rights, please contact us using the details in the contact us section of this document.

You have the right to:

  • access the personal information that we hold about you
  • correct inaccuracies in the personal information that we hold about you
  • request that we stop sending you direct marketing communications.

In certain circumstances, you have the right to:

  • have your details removed from systems that we use to process your personal data
  • restrict the processing of your personal data in certain ways
  • obtain a copy of your personal data in a structured electronic data file
  • object to certain processing of your personal data by us

If you are concerned about the way we have processed your personal information, you can complain to the Information Commissioner’s Office (ICO). Please visit the ICO’s website for further details: www.ico.org.uk

Contact us

Please direct any queries about this policy or about the way we process your personal information using the contact details below:

  • Email: support@eclipsegroup.co.uk
  • Telephone: +44(0) 1827 871 010
  • By post: Data Protection, Eclipse Group Solutions, The New Barn, Hurley Hall, Atherstone Lane, Atherstone, CV9 2HT

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