This notice applies to our prospective and current clients. Smpl ID gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

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What information do we collect and why does Smpl ID process personal data? 

 

Smpl ID processes your personal information to meet our legal, statutory and contractual obligations and for our legitimate business interests so that we can provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

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The information we hold includes:

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• Your name, business address and contact details, including business email address and telephone number.

• Your mobile telephone number if you have provided it.

• Correspondence with you, for example electronic mail and letters.

• Business records, for example contracts, proposals, quotations and invoices.

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The information we hold will have been provided by you and we will collect it from correspondence, business cards etc. that you provide to us.

How do we use your personal data? 

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Smpl ID takes your privacy very seriously and will never disclose or share data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purposes specified in this notice. Where we are processing data based on your consent, you have the right to withdraw that consent at any time. The purposes and reasons for processing your personal data are detailed below:

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• For the performance of a contract with your business, including pre-contract correspondence such as emails, letters and proposals.

• As part of our legal obligation for business accounting and tax purposes.

• For our legitimate business interests so that we can provide your business with products and services.

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Who has access to the data? 

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Your information may be shared internally to appropriately authorised personnel for management and administrative use only.

We will disclose information about you to third parties if we are legally obliged to do so or where we need to comply with our contractual duties to your business.

If in the future we intend to process your personal data for a purpose other than that for which it was collected we will provide you with information on that purpose and any other relevant information.

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How does Smpl ID protect data? 

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We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by employees in the proper performance of their duties.

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For how long does Smpl ID keep data? 

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Your personal data will be stored from the time you correspond with us until after any business relationship has ended so that we can comply with our legal obligations, for instance with relevant tax authorities. Your information will only be retained for as long as necessary to comply with our legal obligations.

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Transfers outside of the EU 

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Smpl ID uses some products or services (or parts of them) that may be hosted/stored in the United States of America, which means that we may transfer any information which is provided by you outside the European Economic Area (“EEA”) for the below purposes:

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• Storage of business correspondence, for instance electronic mail and letters.

• Storage and processing of business records, for instance contracts, proposals, quotations and invoices.

• Storage and processing of records to manage our relationship with your business.

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Your rights 

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As a data subject, you have a number of rights. You can:

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• Access and obtain a copy of your data on request;

• Require the company to change incorrect or incomplete data;

• Require the company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.

• Object to the processing of your data where Smpl ID is relying on its legitimate interests as the legal grounds for processing.

If you would like to exercise any of these rights, please contact us.

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