Help Desk

Data Protection Policy

1. Purpose

The purpose of this Data Protection Policy is to ensure that SCIS UK Ltd (“the Company”) complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws, and to set out how we protect the personal data of our customers, suppliers, employees, and partners.

2. Scope

This policy applies to:

  • All employees, contractors, and temporary staff of the Company.

  • All personal data processed by or on behalf of SCIS UK Ltd.

  • All forms of data processing, including collection, storage, use, transfer, and disposal.

3. Principles of Data Protection

We adhere to the following UK GDPR principles:

  1. Lawfulness, fairness and transparency – Process personal data lawfully, fairly, and in a transparent manner.

  2. Purpose limitation – Collect data only for specified, explicit, and legitimate purposes.

  3. Data minimisation – Ensure data is adequate, relevant, and limited to what is necessary.

  4. Accuracy – Keep personal data accurate and up-to-date.

  5. Storage limitation – Retain data only as long as necessary.

  6. Integrity and confidentiality – Ensure security of data against unauthorised or unlawful processing, accidental loss, destruction, or damage.

  7. Accountability – Demonstrate compliance with data protection principles at all times.

4. Roles & Responsibilities

  • Data Protection Officer (DPO) / Data Lead: Mr S. Carter is responsible for overseeing data protection compliance.

  • Employees & Contractors: Must follow this policy, handle data responsibly, and report any data breaches immediately.

  • Management: Ensure adequate resources and training are provided to comply with this policy.

5. Data Collection & Processing

  • Personal data will be collected directly from individuals wherever possible.

  • We will inform individuals why their data is being collected and how it will be used.

  • Data will only be processed when a lawful basis applies (e.g., consent, contract, legal obligation, vital interests, public task, or legitimate interests).

6. Data Storage & Security

  • Personal data will be stored securely using appropriate technical and organisational measures.

  • Access to personal data is restricted to authorised personnel.

  • Data stored electronically will be protected by strong passwords, encryption, and secure servers.

  • Physical records will be kept in secure locations with restricted access.

7. Data Sharing & Third Parties

  • Personal data will only be shared with trusted third parties (e.g., service providers, partners) where necessary and under appropriate data processing agreements.

  • Data will not be sold or disclosed to unauthorised third parties.

  • International transfers will comply with UK GDPR requirements.

8. Data Retention

  • Personal data will be retained only as long as necessary for the purpose collected and in line with legal or regulatory requirements.

  • After the retention period, data will be securely deleted or anonymised.

9. Data Subject Rights

Individuals have the following rights under UK GDPR:

  • Right to access their personal data.

  • Right to rectification of inaccurate data.

  • Right to erasure (“right to be forgotten”).

  • Right to restrict or object to processing.

  • Right to data portability.

  • Right to lodge a complaint with the Information Commissioner’s Office (ICO).

Requests to exercise these rights can be sent to:

  • Email: info@scisuk.co.uk

  • Post: SCIS UK Ltd, Jubilee Farm, 76 Lincoln Road, Dunholme, Lincoln, LN2 3UP

10. Data Breaches

  • All employees must report any suspected personal data breach immediately to the Data Protection Officer.

  • We will investigate promptly and, where required, notify the Information Commissioner’s Office (ICO) and affected individuals in line with legal requirements.

11. Training & Awareness

  • All staff will receive appropriate data protection training.

  • This policy will be reviewed regularly and updated as required.

12. Contact Us

If you have any questions about this Data Protection Policy, please contact:

  • Data Protection Officer: Mr S. Carter

  • Email: info@scisuk.co.uk

  • Telephone: 01522 525229

  • Address: SCIS UK Ltd, Jubilee Farm, 76 Lincoln Road, Dunholme, Lincoln, LN2 3UP