PRIVACY STATEMENT
Who we are: Central Scotland Office Services provide transcription and other virtual office services to clients on a self-employed basis.
The services provided by Central Scotland Office Services include the transcription of data provided by our clients for us to process on their behalf as agreed by written contract. When we do so we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) from 25 May 2018, and we are responsible as ‘processor’ of that personal information. Our clients are data “controller” of the personal information.
The personal information we use / Information provided to us:
Personal information means any information about an individual from which that person can be identified. It does not include information where the identity has been removed (anonymous information).
In the course of our work, we may process, by following documented instructions from a Data Controller, the following personal information which we have grouped together as follows:
How we use personal information
As Data Processors, we decide how we manage personal data on behalf of the Data Controller in the following ways:
We may have to share personal information with the parties set out below for the purposes set out above. We work with third party service providers who provide development, hosting, maintenance, and other professional services for us which are integral to the provision of our service. These may include:
Central Scotland Office Services do not transfer your information outside the European Economic Area (EEA). If one of our third-party suppliers transfers personal data to a non-EU country, we will ensure the personal data is protected by us as described in this Privacy Policy and we will ensure that the service providers concerned are working with us under GDPR-compliant processing agreements.
How long your personal information will be kept?
We will only retain your personal information for as long as necessary to fulfil the purposes we are processing it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Lawful Basis for processing personal information:
The table below describes the types of personal information we will process on behalf of our clients and the legal basis we rely on to do so.
Type of Information
Lawful Basis
Personal Identifiable Information: Contract, Legitimate interest
Special Category Information: Contract, Legitimate interest.
Note: we may process personal information for more than one lawful ground depending on the specific purpose for which we are using your information.
THE RIGHTS OF AN INDIVIDUAL
As Central Scotland Office Services process data on the documented instruction of a Data Controller, the responsibility for the rights of the individual under GDPR remains with the Data Controller. For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (‘ICO’) on individuals’ rights under GDPR.
Central Scotland Office Services will assist any requests by the Data Controller in responding to any reasonable request from a Data Subject and in ensuring compliance with its obligations under the Data Protection Legislation with respect to security, breach notifications, impact assessments and consultations with supervisory authorities or regulators. We will notify the Controller without undue delay (and in any event within 24 hours) on becoming aware of a personal data breach.
Keeping personal information secure We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions, they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal information breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Central Scotland Office Services is happy to submit to reasonable audits by data controllers and will provide the controller with any information required in order to show that they are meeting their obligations under the Data Protection legislation.
ICO Data Protection Officer number: ZA360383
Address: 12 Muirhead Place, FK2 0GX Mobile: 07876 742164
Who we are: Central Scotland Office Services provide transcription and other virtual office services to clients on a self-employed basis.
The services provided by Central Scotland Office Services include the transcription of data provided by our clients for us to process on their behalf as agreed by written contract. When we do so we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) from 25 May 2018, and we are responsible as ‘processor’ of that personal information. Our clients are data “controller” of the personal information.
The personal information we use / Information provided to us:
Personal information means any information about an individual from which that person can be identified. It does not include information where the identity has been removed (anonymous information).
In the course of our work, we may process, by following documented instructions from a Data Controller, the following personal information which we have grouped together as follows:
- Identity Information including first name and last name.
- Contact Information including current residential address.
- Special category Information including details of race, ethnic origin, politics, religion, trade union membership, genetics, biometrics, health, sex life or sexual orientation.
How we use personal information
As Data Processors, we decide how we manage personal data on behalf of the Data Controller in the following ways:
- To provide the services and information that you request
- What IT systems or other methods to use to process personal data;
- How to store the personal data;
- The detail of the security surrounding the personal data;
- The method for ensuring a retention schedule is adhered to; and
- The means used to delete or dispose of the data.
We may have to share personal information with the parties set out below for the purposes set out above. We work with third party service providers who provide development, hosting, maintenance, and other professional services for us which are integral to the provision of our service. These may include:
- External third parties – service providers based in the UK who provide IT and system administration services
- Data Centre Operators and Hosting Service Providers, for storing data and hosting the Services;
- Communications Services Providers, for services related to collection, storage or transmission of email, SMS or other electronic messages.
Central Scotland Office Services do not transfer your information outside the European Economic Area (EEA). If one of our third-party suppliers transfers personal data to a non-EU country, we will ensure the personal data is protected by us as described in this Privacy Policy and we will ensure that the service providers concerned are working with us under GDPR-compliant processing agreements.
How long your personal information will be kept?
We will only retain your personal information for as long as necessary to fulfil the purposes we are processing it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Lawful Basis for processing personal information:
The table below describes the types of personal information we will process on behalf of our clients and the legal basis we rely on to do so.
Type of Information
Lawful Basis
Personal Identifiable Information: Contract, Legitimate interest
Special Category Information: Contract, Legitimate interest.
Note: we may process personal information for more than one lawful ground depending on the specific purpose for which we are using your information.
THE RIGHTS OF AN INDIVIDUAL
As Central Scotland Office Services process data on the documented instruction of a Data Controller, the responsibility for the rights of the individual under GDPR remains with the Data Controller. For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (‘ICO’) on individuals’ rights under GDPR.
Central Scotland Office Services will assist any requests by the Data Controller in responding to any reasonable request from a Data Subject and in ensuring compliance with its obligations under the Data Protection Legislation with respect to security, breach notifications, impact assessments and consultations with supervisory authorities or regulators. We will notify the Controller without undue delay (and in any event within 24 hours) on becoming aware of a personal data breach.
Keeping personal information secure We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions, they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal information breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Central Scotland Office Services is happy to submit to reasonable audits by data controllers and will provide the controller with any information required in order to show that they are meeting their obligations under the Data Protection legislation.
ICO Data Protection Officer number: ZA360383
Address: 12 Muirhead Place, FK2 0GX Mobile: 07876 742164
