PRIVACY POLICY

Eclipse Group Solutions Limited (“Eclipse Group Solutions”, “Eclipse”) is a Limited Company registered in England and Wales under registration number 03129950.

This privacy policy sets out how Eclipse Group Solutions uses and protects any information that you give to us in line with the United Kingdom General Data Protection Regulation (“UK GDPR”), Data Protection Act 2018 (“DPA 2018”) and Privacy and Electronic Communications Regulation (“PECR”).

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 April 2022 March 2022 2021 and was last amended on 17th May 2022.

Scope

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

  • Members of the Public or Prospects

  • Employees and contractors of Eclipse

  • Customers of Eclipse

 

Policy

Who we are

Eclipse Group Solutions is a data controller in respect to:

  • Members of the Public or Prospects if you email us, provide information via our website or visit our office, Employees and Contractors, Customers.

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 personal data depending on your engagement with us:

System

Used For

Lawful Basis of Processing

Eclipse Website

This site has a contact form which can collect personal information in order to respond to queries

Consent

CRM System

Used to hold and manage sales leads. As such holds personal business information for prospects and customers that we are dealing with. Anyone who fills in the contact form on the website will automatically be created in CRM. If you email Eclipse we may manually add you as a contact to our CRM system

Consent

Project Management

Jira and Confluence are used to plan and manage projects. If you are an Eclipse customer youu will have a user created here and can post comments and contribute to project deliverables.

Contract

Project Resourcing

Used internally by Eclipse employees to track who is working on which projects and the time they are recording.

Contract

Office Communications

Eclipse office communications systems and file storage including:

  • Email

  • File storage (OneDrive and Sharepoint)

  • Collaboration (Teams)

Contract

Diagram Tools

Eclipse users may have accounts created in Lucidchart based on their job role.

Contract

HR Systems

Provided by HRGo to Eclipse to provide Finance, HR, Training and Payroll for all Eclipse staff and contractors.

Legal

 

How do we use your personal information?

Members of the Public and Prospects

We use any contact information you provide to 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

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 optout 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 the 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

 

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 HR GO 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 HR GO 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)?

All of our business systems are provided by 3rd party suppliers on a SaaS basis.

By default we request that all data is stored in UK or EEA data centres, however, some suppliers store data in multiple locations for performance or availability reasons, where that is the case we ensure that relevant policies and procedures are in place to protect your privacy, e.g. Standard Contractual Clauses or the reliance on a European Commission adequacy decisions for transfer of personal data to third countries.

How long do we keep your personal information?

The Company will retain your personal data only for as long as is necessary. Typically this is for no more than 2 years without any activity or contact, although different laws require us to keep different data for different periods of time.

How will you protect my information?

We implement appropriate technical and organisational measures to protect data that we process from unauthorised disclosure, use, alteration or destruction.

In addition to the technical and organisational measures we have put in place, there are a number of simple things you can do to in order to further protect your personal information;

  1. Never share a One Time Passcode (OTP).

  2. Never enter your details after clicking on a link in an email or text message.

  3. Always send confidential information by encrypted email where possible this reduces the risk of interception.

  4. If you’re logged into any online service do not leave your computer unattended.

  5. Close down your internet browser once you’ve logged off.

  6. Never download software or let anyone log on to your computer or devices remotely, during or after a cold call.

Secure Online Services

You can easily identify secure websites by looking at the address in the top of your browser which will begin https:// rather than http://.

Website – how we use cookies

A cookie is a small text file which may be downloaded to your device when you visit our website. We use cookies to allow our website to function correctly, remember your preferences and to track visitors to our website.

The cookies we use on our website fall into the following categories:

Statistics or Analytics Cookies

We use cookies to collect information about the use of our website by visitors such as the pages they visit most often, how they arrived at our website and associated information. These do not collect any directly identifiable personal information about visitors.  We use these cookies to learn more about how our website is used to identify problems and areas for improvement.

Functionality Cookies

Functionality cookies remember the choices you make when you visit our website. This includes, for example, your consent to the use of cookies

Marketing or Targeting Cookies

These are cookies placed by third parties on our website which record your visit to our website, the pages you have visited and the links you have followed. They use this information for advertising purposes.

Please note that when you visit our site, we do not share the information collected the cookies we set with any third party.

When browsing our website, you can also customise which cookies you would like to receive.  You can choose only essential ones if you wish.  A complete list of cookies in use is available on request from our head office.

Learn More About Cookies

For further information on cookies generally, including how to control and manage them, please visit About Cookies .

You can allow or block cookies by activating the setting on your browser that permits you to change the setting of all or some cookies. Please note that disabling cookies may affect the availability or functionality of our website. Most of the website will function normally, however, functions that rely on cookies such as the use of our online enquiry form, will be disabled.

If you would like more information on how to manage cookies on some popular browsers, please click on the links below.

 

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • When you use the “contact us” form on the website we use the information to contact you about youre request, however we do not use this information for additional purposes, except for the purpose of handling your initial request.

  • you may Unsubscribe at any time from communication with us by completing  this form, or by emailing us at info@hrgo.co.uk

You have the following rights in respect of your personal data:

  • You have the right of access to your personal data and can request copies of it and information about our processing of it.

  • If the personal data we hold about you in incorrect or incomplete, you can ask us to rectify or add to it.

  • Where we are using your personal data with your consent, you can withdraw your consent at any time.

  • Where we are using your personal because it is in our legitimate interests to do so, you can object to us using it this way.

  • Where we are using your personal data for direct marketing, including profiling for direct marketing purposes, you can object to us doing so.

  • You can ask us to restrict the use of your personal data if:

    • It is not accurate.

    • It has been used unlawfully but you do not want us to delete it.

    • We do not need it any-more, but you want us to keep it for use in legal claims; or

    • if you have already asked us to stop using your data but you are waiting to receive confirmation from us as to whether we can comply with your request.

  • In some circumstances you can compel us to erase your personal data and request a machine-readable copy of your personal data to transfer to another service provider.

  • You have the right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.

Our address is:

HR GO plc
Wellington House
Church Road
Ashford
Kent
TN23 1RE

01233 722400

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact our Data Protection Officer at the above address.

You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at Make a complaint , or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.

Changes to this privacy notice

We may update this notice (and any supplemental privacy notice), from time to time as shown below. We will notify of the changes where required by applicable law to do so.

Last modified May 2022. We can supply previous versions of this notice on request.