At Intrepid, your privacy is important to us.
Last Updated: February 2023
What personal information do we collect?
We collect information about you when you become (or are about to become) a client or supplier of ours and when you contact us via the Contact Us forms on our website. We collect data regarding our employees, potential employees and contractors either from you directly or through a third party which you have authorised to pass on your information (such as a recruiter).
Additionally we may have access to your personal data in performing our role as processor for our client's applications, as part of our services to provide hosting activities or to perform our role as your IT Support team.
Depending on why we are collecting it, the personal data we collect and process can include the following information:
Contact Details - Name, email, home address, telephone number, etc.
Identity Data - Name, proof of identity (such as passport, driving licence etc), proof of right to work in the UK, DOB, Next of Kin, proof of address information, etc.
Financial Data - bank details, pay details, pension details, tax details, NI number
Leave Details - Holiday leave, sick leave, other types of leave
CV Data - Qualifications and employment history
Anonymous website usage information is collected using cookies.
What do we use your information for?
For clients and suppliers we work with, we collect information about you in order to perform our duties and services under the contracts we have, make payments etc.
For prospective contacts, we collect the information solely for the purpose of contacting you to discuss in further detail the relevant topic.
For employees we collect data in order to perform our duties under your contract and in order to fulfil our legal duties.
For potential employees we collect data as legitimate interests in order to evaluate your suitability to work with Intrepid.
For our processing, hosting and support activities we have access to personal data collected by our client's applications. As a general rule, we do not access this information or use this information for our own purposes, except in the instances where we have been requested to look into resolving specific user issues which require us to access that specific information. We do not store the information on our own internal systems apart from basic Contact Details for our support users, and access to any personal data is limited to certain individuals within Intrepid who work on those client accounts.
We do not pass your information on to third parties for marketing purposes.
How do we store your personal information?
Depending on our relationship with you, we may use various third party systems to store your information on, including but not limited to: Xero (client and supplier data for invoicing employee data for Payroll), HSBC (payments), Revolut (payments), Gocardless (payments), JIRA/Confluence (services, client contact information, user information), intY, Microsoft Office 365 & One Drive, Scottish Widows, Mail Chimp, Microsoft Azure, Siteground.
We use reasonable security safeguards, including restricted access, SSO and MFA where relevant, to protect your personal data against loss or theft, as well as unauthorized access, disclosure, copying, use or modification.
The retention period that we store your personal information for depends on what we use your personal information for. For clients and suppliers, the personal information is removed upon termination of the contract. For employees, the information is deleted 6 years post employment. If the information is retained for ongoing legitimate interests then we delete the personal information upon a request to delete, or alternatively when the legitimate interest is no longer valid.
What legal basis do we rely on when collecting and processing personal data?
Performance of a contract: The use of your information may be necessary to perform the contract that you, or a client of ours, has with us.
Legitimate interests: We may use your information for our legitimate interests, such as retain details of customers or suppliers we have a history of doing business with in case there is a future opportunity to work together again.
Consent: We may rely on your consent to use your personal information for certain direct marketing purposes. You may withdraw your consent at any time by contacting us at the addresses at the end of this Privacy Statement
What are your rights?
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us using the details provided below if you wish to make a request.
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How do you contact us?
Address: 46 Grove Road, Tring, HP23 5PD
Data Protection Officer: Joanne Preston
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk