Privacy Policy

1. Information About Us

We are Pearl IT Systems (UK) Limited, a company dedicated to providing secure and compliant software solutions.

• Company Name: Pearl IT Systems (UK) Limited
• Company Number: 10745150
• Registered Address: Handel House, 95 High Street, Edgware, HA8 7DB
• Operating Address: Churchill House, 120 Bunns Lane, Mill Hill, London NW7 2AS
• VAT Number: 399 8396 04
• Data Protection Officer: Mr Scott Jacobs
• Email: scott.jacobs@pearlitsystems.uk
• Phone: 020 3388 8822
• Postal Address: Churchill House, 120 Bunns Lane, Mill Hill, London NW7 2AS

2. What Does This Notice Cover?

This Privacy Notice outlines how we collect, store, and process your personal data. It also describes your rights under applicable laws and how we fulfil our responsibilities to protect your data.

3. What Is Personal Data?

Personal data, as defined by UK GDPR and the Data Protection Act 2018, refers to information about an identifiable person. This includes:

• Names, addresses, and contact details.
• Identification numbers and online identifiers (e.g., IP address).
• Special category data like health information (only processed with explicit consent).

For details on the data we collect, refer to Section 5.

4. What Are My Rights?

As per UK GDPR, you have the following rights:

• The right to be informed about how your data is used.
• The right to access your personal data.
• The right to correct inaccuracies in your personal data.
• The right to erasure ("the right to be forgotten").
• The right to restrict data processing.
• The right to data portability.
• The right to object to data processing.
• The right to withdraw consent for data use.

If you wish to exercise any of these rights, please contact us using the details in Section 11.

5. What Personal Data Do You Collect and How?

We may collect the following types of data:

• Identity Information: Name, date of birth, gender, and nationality.
• Contact Information: Address, email, and phone number.
• ID Information: Passport details, driving licence, or National Insurance number.
• Technical Information: IP address, browser type, and device information.
• Usage Data: Details about your interactions with our website and services.
• Health Data: Vaccine details and exemptions (processed only with client request).

We collect data directly from you via forms, email, or phone interactions, and from your employer when applicable.

6. How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. We use your personal data for the following purposes:

• Service Delivery: To provide our products and services to you.
• Communication: To communicate updates, responses, or support.
• Compliance: To comply with our legal obligations.
• Analysis: To improve our products, services, and customer experience.
• Marketing (with consent): To send promotional material, if you opt-in.

We will only use your data for the purpose for which it was collected unless we reasonably believe another purpose is compatible. If this happens, we will notify you.

7. How Long Will You Keep My Personal Data?

We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory, and reporting obligations.

The retention periods depend on the nature of the data and the purpose for which it was collected. For example:

• Client Data: Retained for 7 years after the termination of our relationship.
• Contact Information: Retained for as long as needed to communicate effectively.
• Special Category Data: Retained only for as long as legally required or with explicit consent.

8. How and Where Do You Store or Transfer My Personal Data?

We store your data securely within the UK. To protect your data, we implement the following measures:

• Data encryption to prevent unauthorised access.
• Access control ensuring only authorised personnel can access sensitive data.
• Regular audits and security testing of our systems.

We do not transfer personal data outside of the UK.

9. Do You Share My Personal Data?

We do not share your personal data with third parties except in the following situations:

• To comply with legal obligations or court orders.
• To fulfil contractual obligations, such as working with trusted partners to deliver services.
• If we sell or merge parts of our business, data may be transferred to the new owner.

All third-party data processors are required to maintain the same level of data protection.

10. How Can I Access My Personal Data?

You have the right to request access to the personal data we hold about you. This is known as a “Subject Access Request.”

To make a request, contact us using the details in Section 11. There is typically no fee for this service, but excessive requests may incur a small administrative charge.

We will respond within one month of receiving your request unless it is complex, in which case we may require up to three months.

11. How Do I Contact You?

For any queries or concerns regarding your personal data, you can contact us:

• Email: scott.jacobs@pearlitsystems.uk
• Phone: 020 3388 8822
• Postal Address: Churchill House, 120 Bunns Lane, Mill Hill, London NW7 2AS

12. Changes to This Privacy Notice

We may update this Privacy Notice periodically. Any changes will be published on this page. Please review this policy regularly to stay informed about how we protect your data.

This policy was last updated on 18 November 2024.

11. How Do I Contact You?

If you have any concerns about your personal data or wish to exercise your rights, contact us at:

• Email: scott.jacobs@pearlitsystems.uk
• Phone: 020 3388 8822
• Postal Address: Churchill House, 120 Bunns Lane, Mill Hill, London NW7 2AS