Last updated: October 2018
Introduction and General Terms
Capita Software (CS) is committed to protecting your personal information when you are using our services. This Privacy Notice relates to our use of your personal information when we contact you or you make contact with us in relation to one of our products or services.
In order to provide you with the full range of services, we sometimes need to collect information about you. This Privacy Notice explains the following:
- What information we may collect about you;
- How we will use information we collect about you;
- When we may use your details to contact you;
- Whether we will disclose your details to anyone else.
We are committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with all applicable laws concerning the protection of personal information, these laws are referred to collectively in this Privacy Notice as "data protection laws".
Who are we
Capita Software (CS) is the Digital Products Division which along with other Divisions forms part of the wider Capita plc Group. We deliver innovative, market-leading software, services and products to a wide range of public sector and private sector customers. When we refer to ‘’we’’, ‘’our’’ or ‘Capita Software” we are referring to Capita Software which includes the businesses and subsidiaries listed below.
To find out in detail how any of our businesses process your data, please click on the relevant link below.
- AMT Sybex
- Capita Health Partners
- Capita Healthcare Decisions
- Capita Integrated Business Solutions
- Capita Mortgage Software
- Capita Secure Solutions and Services
- Communication and Control Solutions
- CSS - One
- ESS - Libraries
- ESS - Reading Cloud
- ESS - SIMS
- ESS - SIMS Independent/ International
- ESS - SIMS Primary
- ESS - UNIT-e/ AGILIT-e
- Police Records Management Solutions
- Retain International
- Synaptic Software
- Workforce Management
What information we collect
In order to provide you with services and communications suited to your needs, we require information about you. Typically, we collect this information directly from you as you use our services. For the purposes mentioned in our Privacy Notice(s), we collect the following groups of information of you:
- Your basic identification and contact details
This may include your name, company, address, telephone number, email address and other information that you provide us.
- Information about your customer relationship with us
This may include information about your previous purchases of our products and services, your billing information, information about Capita Software events you have participated in, and feedback you have given us, either over the phone, by mail and/or via ad hoc surveys carried out by us for the purposes of business development.
Occasionally we may process personal information that hasn’t been collected directly from you. All personal information is obtained from verified sources and will only be processed if a suitable legal basis has been established. We use the following sources:
- Affiliate/Partner Programs
- Open sources such as your company website or a publicly available website e.g. LinkedIn, Facebook, Twitter etc.
- Third party data suppliers
How we use your personal information
We use your information in a manner which is consistent with the original purpose of collection. For instance, we may send information about our products and services to existing customers whose contact information we have obtained over the course of our customer relationship with them. We may also send marketing emails to persons who have expressed an interest in our products or services, or whom we believe to otherwise be interested in our products or services.
We collect and use your personal information for our legitimate business purposes of communicating with you, to help with your enquiries and fulfilling your requests for services. We have completed a comprehensive assessment and implemented measures to ensure our interests do not affect your right to privacy.
If you believe the communications you received from us are of a marketing nature, you have the right to stop unsubscribe at any time. To do this please send an email to firstname.lastname@example.org.
Please note this will not affect our ability to communicate with you in support of a service or product.
How long we keep your information for
We will hold your personal information on our systems for as long as is necessary to maintain our relationship. Unless you choose to withdraw your personal details before this time, your personal data will be held in accordance with Capita Group policy. A periodic review will be carried out to ensure all information held remains relevant.
Who might your information be shared with
We will keep your information within Capita Software and will only share it outside the Capita Group where you have requested it or given your consent. We may share your information across the Capita group and its commercial subsidiaries, where this is necessary to provide you with a service you have requested.
What information might be shared within Capita Software
Information relating to your basic identification, contact details and Information about your customer relationship with us may be shared for the purposes of Sales and Marketing.
Sending data outside the EEA
We may transfer personal information to countries outside of the European Economic Area ("EEA"), which may not have the same data protection laws as those of the UK. Where we transfer personal information to countries outside of the EEA, we will take appropriate steps to ensure the personal information is afforded the same level of protection as described in our Privacy Notice(s). We rely on adequacy decisions or any adequate data transfer mechanisms adopted by the European Commission or a supervisory authority for transfers outside of the EEA.
Under data protection laws you have a number of rights in relation to your personal information. In relation to certain rights, we may ask you for information to confirm your identity and, where applicable, to help us to search for your personal information. Except in rare cases, we will respond to you within 30 days after we have received this information or, where no such information is required, after we have received your request. This section explains what they are and how you can use them, if you wish.
Accessing your personal information
You have the right to request a copy of the personal information that we hold about you. This is known as a Subject Access Request.
If you wish to request a copy of your personal information please address requests to email@example.com.
Correcting and updating your personal information
The accuracy of your information is important to us. If you change your name or address/email address, or you discover that any of the other information we hold is inaccurate or out of date, please contact us using firstname.lastname@example.org
Erasing your personal information or restricting its processing
You may ask for your personal information to be removed from our systems. Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request. You may also ask us to restrict processing your personal information in the following situations:
- Where you believe we have unlawfully used your personal information and you choose not to elect for your information to be erased;
- Whilst we are verifying the accuracy of the information following a contest of accuracy;
- You objected to us processing your personal information and we are considering whether our legitimate grounds override your decision;
- You have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings.
In these situations, we may only store your personal information and not further process whilst the restriction is in place. Unless we have your consent or are legally permitted to do so, for example to protect the rights of another individual or company or in connection with legal proceedings.
If you wish to exercise any of these rights please address your request to email@example.com. We will endeavor to complete your request as swiftly and diligently as possible.
Right to lodge a complaint
You have the right to complain to the Information Commissioners Office (ICO) if you are concerned about the way we have processed your personal information. They can be contacted via:
Information Commissioner's Office
Tel: 01625 545 700
If we wish to use your personal data for a new purpose, not covered by our Privacy Notice(s), we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where necessary, we will seek your prior consent to the new processing.
Changes to our Privacy Notice
This Privacy Notice may be updated from time to time so you may wish to check it each time you submit personal information to us. The date of the most recent revisions will appear on this page. If material changes are made to our Privacy Notice(s), for instance affecting how we would like to use your personal information, we will provide a more prominent notice (including email notification of the changes to the notice).
If you have any questions or comments regarding the content of this Privacy Notice, please contact https://www.synaptic.co.uk/contact-us
The Data Protection Officer
30 Berners Street