Specpay Ltd (hereafter “Specpay”) are committed to protecting and respecting your privacy.
This notice explains when and why we may collect personal information about you, how we use it, how it is kept secure and the conditions under which we may disclose it to others.
Specpay will collect and use information about all customers: current and former and persons within the community for whom a service is provided (hereafter referred to as “customers”) in accordance with data protection principals within the Data Protection Act (2018) and General Data Protection Regulation (GDPR).
What information we collect about you?
In order to carry out its duties, aims and services Specpay must collect and process personal data (including sensitive personal data) relating to its customers.
This information will be collected either directly from you or information will have been sent to us via a third party such as an independent opticians/optometrists.
A record relating to your use of the services of the business will be held by the managers and employees of Specpay.
Data held about you may include, but is not restricted to, the following:
- Personal identifiers such as name, date of birth.
- Financial information.
How we use this information
We process personal data relating to you to provide support and services. The legal basis for this processing is for the legitimate interest of the company to perform the running of the business and to perform its obligations to its customers.
In addition, some data may be held and processed for the compliance with the legal obligations of the organisation.
We also hold your contact information for the purposes of updating you with news, services or special offers. We will always ask for your consent to contact you via email.
Who has access to your information?
The data may held in paper format within the main office. Personal information is also held on a computer database accessible only by Specpay staff.
Special Category Data
Specpay recognises the significance of the processing of special category data and has considered is further obligations under data protection legislation. Specpay does not collect or process any special category data during the provision of services. Any special category data unwittingly disclosed to Specpay will be immediately deleted and forgotten.
Sharing and Disclosing your Personal Information
Specpay may disclose certain personal data to external bodies. At all times, the amount of information disclosed and the manner in which it is disclosed will be in accordance with the provisions of the Data Protection Act and the GDPR.
If your personal data is shared with an external body it will be done so in a manner that is secure and we will only share what is necessary.
Such external bodies may include, but is not limited to:
- Third party service providers specific to the individual needs of the customer, for example finance providers
- Third-party IT provision or software providers – any such transfer will be subject to the formal agreement of the third-party provider to ensure protection of your personal data
Data is not shared with or transferred to any country outside the EU
How long do we keep your information?
Specpay will keep your personal data only as long as it remains relevant, accurate and is absolutely necessary to conclude the purpose(s) for which it was collected in accordance with Specpay’s Data Protection and Retention of Records policy.
Notwithstanding the above, we will retain documents (including electronic documents) containing personal data:
- To the extent that we are required to do so by law
- If we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and
- In order to establish, exercise or defend our legal rights
Data will be destroyed via secure means when no longer required.
Access to your information and correction
Specpay observes individual’s rights to access, rectification or erasure of their data within Data Protection and GDPR legislation.
If you wish to request a copy of the personal data we hold about you, you can do so by contacting the Data Protection Officer, details as below. Subject to the complexity of the data held, Specpay will endeavour to provide copy data within a period of one calendar month from the date the request is received.
Similarly, if you wish to rectify any of the data held about yourself or request full or partial erasure you should make such a request to the Data Protection Officer. Any such request will be considered within the legitimate interest of the business and the individual, taking into account business need, safeguarding and best interest considerations. Where you have provided us with your consent to hold your data, for any specific purpose, you have the right to withdraw that consent at any time.
How to contact us
In the first instance, you can contact the business who will undertake to assist your queries.
You can also contact Specpay Data Protection Officer as follows:
Mr Richard Stent
12-14 East Street
Or if you wish to make a complaint to the supervising authority or find out more about Data Protection obligations, please contact
Information Commissioner’s Office
Wycliffe House, Water Lane
Tel: 0303 123 1113