Privacy Policy
Privacy Policy, Version 1.0
Last updated: 27th October 2023
1. Summary
Glacis Limited needs to collect and process personal data in order to answer enquiries, provide services to its clients, manage its operations effectively, and meet legal requirements. This document sets out how we use your personal data.
This document applies to anyone who has purchased our learning products and/or have been one of our learners.
This document will be updated from time-to-time in order to ensure compliance with data protection legislation.
Where this policy refers to “we”, “our” or “us” below, unless it mentions otherwise, it is referring to Glacis Limited.
2. Who we are
Glacis Limited is the data processor for our client’s information. We receive, collect and co-ordinate data from and about delegates for hosting, training and evaluation purposes to enable us to deliver our services.
We collect Personal Data to enable us to fulfil our contract with our clients, and to ensure that we can deliver training as agreed (such as through our attendance lists and evaluation forms).
We also process Personal Data to enable us to obtain payment by showing that we have performed a training service and to demonstrative effectiveness.
3. What information do we collect about you and how do we collect it?
As soon as you contact us, we create a record in your name in our Client Relationship Management (CRM) software, Capsule. This record holds your name, your email address and any other contact information you give us (such as a telephone number or mobile number).
We may automatically collect information anonymously when you browse our website through Google Analytics. This is used to improve our website to provide a better service to you.
See Section 5 for further details of the systems we use and links to their Privacy Policies.
4. How do we use your personal information?
We collect and process your personal data to deliver our services, to manage our operations effectively, and to meet our legal requirements.
We may contact you from time to time to let you know about other courses we run that may be of interest to you.
5. Who do we share your information with?
To make an informed decision about whether to provide consent for your Personal Data to be processed or stored by Glacis Limited, we need to make you aware of other organisations that act as sub-processors for us in the provision of our services to you, as follows:
a) Google Analytics, who provide our website analytics. If you have visited our website or made an enquiry, this will be listed in Google Analytics. This information is anonymous and is used to give insights into our website performance. You can view Google’s Privacy Policy and security information on their website at https://policies.google.com/
b) Capsule, a web-based CRM. We use this to store contact information and correspondence with anyone who contacts Glacis. You can read their Data Processing Agreement here: https://capsulecrm.com/dpa/
c) Sage, a cloud-based accounting software. We use this to manage our financial information and to generate invoices. You can view Sage’s privacy policy on their website at https://www.sage.com/en-gb/legal/privacy/
d) Following our learning, we request feedback on how the learners have found the experience, in order to continually improve our services. This data is stored in Microsoft Forms. We only store the information learners have input on MS Forms.
When we use these providers, we only disclose to them any personal information that is necessary for them to provide their service.
Other ways we may share your personal information
We may transfer your personal information if we are under a duty to disclose or share it in order to comply with any legal obligation, to detect or report a crime, to enforce or apply the terms of our contracts or to protect the rights, property or safety of our enquirers, delegates, visitors and staff. However, we will always aim to ensure that your privacy rights continue to be protected.
6. Do we transfer information outside the European Economic Area (EEA)?
Information you provide to us is stored on our secure servers or with third party Cloud-based services. Where data may be stored outside the EEA, there are agreed safeguards in place in accordance with EU and UK data protection laws.
7. How long do we keep your personal information for?
We only keep identifiable records for as long as they have a legal or business purpose.
All financial records are kept for seven years for tax purposes, in line with HMRC requirements for auditing purposes.
8. Your rights
Under the General Data Protection Regulation (GDPR) that came into force on 25 May 2018, you have additional rights over your personal data.
GDPR is focused on re-empowering individuals and giving them more control over their personal data, as well as holding data controllers and data processors accountable for the safety of the data they hold.
These new rights are as follows:
1) You have the right to be informed about how your data is being used
2) You have the right to access the data held on file about you
3) You have the right to have your data rectified if there are errors
4) You have the right to know about how automated decisions are made (for example, credit checks when applying for a loan)
5) You have the right to object to how your information is being used
6) You have the right to erasure – the deletion of all information an organisation holds on file about you (unless some records are kept to comply with a legal obligation, for example)
7) You have the right to restrict processing – so an organisation cannot use your data
8) You have the right to data portability – to transfer your data from one organisation to another
You can request a copy of all data that we hold about you which we are legally obliged to provide to you in electronic format within one month of your request, free of charge. We will need to confirm your identity before we do so. You may then request any corrections, or object to the processing of your data, or request that this information is erased. We are also legally obliged to transfer your records to another provider within one month, free of charge, if you ask us to do so.
9. Contact us
To request a copy of the personal data that we hold about you, or if you are concerned about the way that we have processed your personal information, please contact our Data Protection Officer.
Email: contact@glacis.co.uk
Address: Ground Floor Wessex House, Pixash Lane, Keynsham, Bristol, United Kingdom, BS31 1TP
We will acknowledge your request within 24 hours and will respond to your request, query or concern within 30 days.
10. Concerns and complaints
If you are unhappy with how we are processing your data or are concerned in any way, you can also contact the Information Commissioner’s Office (ICO).
Visit the ICO website for their latest contact information: https://ico.org.uk/concerns/
You can contact them at any time regarding your concerns.