Equally, it is important that the personal data we hold about you is up-to-date and accurate. Please inform us if your personal data changes during your relationship with us.
Benchmark Software Ltd
213 High Street
T: 01458 444010
The Data We Collect
We currently collect and process the following data:
- Personal identifiers, contacts and characteristics (for example, name and contact information)
- Financial data, including bank account, direct debit, standing order and payment card details
- Transaction data, including invoices, payments and other details for the services you have purchased from us.
- Profile data, including username, passwords and other login information
- Usage data, including information about how you use our software, website and web services
- Maintenance data, including access to information and data you record in relation to your customers and transactions, required in order to effectively support your use of our software, website and services.
- Website data, like most websites, we use “cookies” to improve your online experience and gather information about visitors and visits to our websites.
We do not collect any Special Categories of Personal Data (including race or ethnicity, religious beliefs, sexual orientation, genetic or biometric data, political opinions or information about your health).
We do not share the data that we hold with any other individuals or organisations, with the exception of HMRC and pension providers that require data in order to calculate tax and pension contributions.
How We Obtain Data and Why We Have It
Most of the data we process is provided to us directly by you. We may also receive information during the use of our software, website or online services.
Under the UK General Data Protection Regulation (UK GDPR) we will ensure that your personal data is processed lawfully, fairly, and transparently. The lawful bases we rely on for processing this information are:
- Consent – you have given your consent to the storage and use of your data to enable functionality within the software and services we provide. If you would like to withdraw consent for the processing and use of your data, you can do this at any time by stating as such, in writing to Benchmark Software, 213 High Street, Street, Somerset, BA16 0NE or via email to email@example.com
- Legitimate interests – the processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect your personal data which overrides those legitimate interests.
We use the information you have given us in order to:
- Provide effective support whilst you are using our software.
- Register you as a customer, record your contact information together with invoicing accounting and financial information.
All Cookies used by and on our website are used in accordance with current English and EU Cookie Law.
How we store your data
Your information is securely stored on our in-house servers. Back-ups of your data are also stored on remote servers within the UK. The security of your data is of paramount importance we have put in place suitable physical, electronic and managerial procedures to safeguard and secure personal information and data collected through the use of our software, services or website. In addition, access to your personal data is limited to employees and parties that have a business need to know.
Whilst we will take every precaution in order to safeguard your personal information and data, it is important to remember that digital communication via email or the internet may not be completely secure. You are therefore advised to implement your own security procedures when transmitting data digitally.
We will keep personal and financial data for as long as is necessary, usually the life of our relationship and up to a period of seven years after our relationship has ended. Data relating to your own transactions and therefore required to support your use of our software will be kept for three years. We may however be required to retain personal data for a longer period to ensure we comply with our legislative and regulatory requirements. We review our data retention obligations to ensure we are not retaining data for longer than we are legally obliged to.
Disposing of Your Data
When we are certain that your data is no longer required for legislative or regulatory requirements, your data will be completely and permanently deleted from both our in-house servers and remote cloud back-ups. At the point that these servers become obsolete, their hard drives will be irrevocably physically destroyed to prevent any possibility of data recovery.
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 personal 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 data portability – You have the right to ask that we transfer the personal 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 via email – firstname.lastname@example.org or via telephone on 01458 444010 if you wish to make a request.
If you have any concerns about our use of your personal information, you can make a complaint to us in the first instance via email – email@example.com or via telephone on 01458 444010.
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
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk