At TERC Ltd, we store your
data in line with contractual and legal requirements.
and operational purposes, this means retaining both clinical and non-clinical data for seven
years after the cancellation of a contract with your employer and for up to
seven years for clinical data.
For training and
accreditation purposes, the retention period is six years. We are committed to
storing all of your data securely for the full duration of its retention.
TERC Ltd are
committed to protecting your data and complying with our obligations under all
relevant data protection law.
TERC Ltd is the
This means that
TERC Ltd is responsible for deciding how your personal data is held and used.
sets out what personal data we process, how and why. It also explains your
rights as a data subject. You can get further general information around your
rights from the website of the UK Regulator, the Information Commissioners
Office at https://ico.org.uk/for-the-public/.
You can contact
us in the following ways;
post or in person at our offices:
Ltd, The Malthouse Business Centre, 48 Southport Road, Ormskirk, Lancashire,
England, L39 1QR
the web at:
We have a Data Protection Officer. Her name
is Catherine Watson and she can be contacted by
phone on: 03303 800975 and email
What this Notice applies to;
Where we refer to Data Protection Law this means;
The UK General Data Protection Regulation (Regulation (EU) (2016/679) ('UK GDPR') and the Data Protection Act 2018 ('the Act'), and any national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK, and then any successor legislation to the GDPR or the Data Protection Act 2018
What type of information we have
This Privacy Notice relates to Existing, former
and prospective clients. If you are a Former,
existing or prospective employee you will
receive a separate privacy notice prior to our
processing your data.
Existing, former and prospective clients
We collect the following types of personal
data for you for the following reasons. We
have to have a lawful basis to process your
data and the lawful basis that applies is
noted in the section below.
How we get the information and why we
We collect your information in the following
ways from the following sources.
We collect your data by;
Phone (voice and text), Post, Through our
We collect your data from: Yourself directly,
Your GP, a referral from your
employer/manager or employer
Occupational Health referral.
Your personal details (name, address, date of
birth, email address and telephone number).
Our lawful basis for processing this data
Your employment records which could
include; your contract, performance,
absence, disputes at work, recruitment
records, training and personal development
records, electronic and paper file notes
relating to any conversations that have taken
place between the client and the individual(s)
working for or representing TERC Ltd. Our
lawful basis for processing this data
We also process what is called Special
Category Data. This is data that is
considered particularly sensitive thereforeadditional measures are taken to protect that
data. We process the following Special
condition as required under Article 9 of the GDPR for processing the above
special categories of data is; (a) Explicit consent
When you visit
the TERC website at https://www.tercltd.co.uk/ the
following information may be collected;
We may process
data about your use of our website and services (“usage data”). The usage data
may include your IP address, geographical location, browser type and version,
operating system, referral source, length of visit, page views and website
navigation paths, as well as information about the timing, frequency and
pattern of your service use. The source of the usage data is Google Analytics.
This usage data may be processed for the purposes of analysing the use of the
website and services. Further information can be found at https://www.tercltd.co.uk/cookie-policy/ Our
lawful basis for processing this data is Legitimate
the right to
withdraw your consent to specific
processing at any time. Where you have provided your consent to the collection,
processing and transfer of your personal information for a specific purpose,
once we have received notification by your contacting us in one of the ways
outlined in the Our Contact
Details section of this Privacy
Notice, that you have withdrawn your consent, we will no longer process your
information for the purpose or purposes you originally agreed to, unless we
have another legitimate basis to do so in law (see below, What we do with the information)
What we do with the information
Will we share your data with anyone?
In order to provide you with a broad range of
services, some services are facilitated
through our approved partners. At TERC Ltd
we only work with trusted suppliers who
have agreed to the terms of our Data
Processor Agreement, so as to safeguard
your information and in accordance with the
requirements of all relevant data protection
How long will we keep your data for?
At TERC Ltd, we store your data in line with
contractual requirements. For litigation and
operational purposes, this means retaining
non-clinical data for seven years after the
cancellation of a contract with your employer
and for up to seven years for clinical data.
We are committed to storing all of your data
securely for the full duration of its retention.
Will we use your data to make automated
How we store your information
We store your data in secure UK locations to
enable us to provide support to you. Data is
stored in the following locations; Office365
platform, CORE, CLIVE
CRM system, Proofpoint AntiSpam Email
Filter. All data is held in the UK.
We only retain your data for as long as it is
legally or commercially necessary to do so
and in accordance with your rights as a Data
Subject. Our Retention Schedule details along
with how data will be securely destroyed or
disposed of once no longer being processed.
For more information on
destruction/disposal contact our Data
Your data protection rights
Under data protection law, you have rights
we need to make you aware of. The rights
available to you depend on our reason for
processing your information.
Your right of access
You have the right to ask us for copies of
your personal information. This right always
applies. There are some exemptions, which
means you may not always receive all the
information we process.
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. This
right always applies.
Your right to erasure
You have the right to ask us to erase your
personal information in certain
Your right to restriction of processing
You have the right to ask us to restrict the
processing of your information in certain
Your right to object to processing You have the right to object to processing if we are using your data for;
Your right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.
Whilst we do not process data for criminal
law enforcement purposes, there may be
instances where our obligation to safeguard
exempts you from some of the above rights.
If you wish to discuss our Safeguarding and
Confidentiality Policies please contact us.
You are not required to pay any charge for
exercising your rights. We have one month to
respond to you.
Please contact us on firstname.lastname@example.org If
you wish to make a request, or contact us on
Your rights may differ depending upon the
lawful basis for processing. For example, some rights will not apply, see the table below from the regulator, the ICO (https://ico.org.uk/media/images/graphics/2258510/lawful-basis-table.png);
Statement on Anonymous Data Collection
for Client Feedback Surveys
To ensure we provide the best possible
service to all our clients we send out a
feedback form link at certain points in the
client journey. To ensure we receive both
candid feedback and process personal data
only when required, all such feedback
submissions are completely anonymous and
configured to ensure that we have no way of being able to link any respondents to clients
or identify any clients from the responses.
How to complain
At TERC Ltd we make every endeavour to
protect your data. In the unfortunate
circumstance that you are not happy with the
manner in which we process your data, you
may wish to make a complaint. In the first
instance, please contact the TERC Ltd Data
Protection officer in writing, stating your
name, date of birth, contact details and the
nature of your complaint against TERC Ltd.
If you are not happy with the response you
receive you may also wish to contact the UK
data protection regulator, the Information
Commissioner, whose contact details are
Location Information Commissioner’s Office Wycliffe House Water Lane Wilmslow
Cheshire SK9 5AF
Telephone: 0303 123 1113
To receive a response via email complete the