This Privacy Notice tells you what to expect in relation to personal information about you which is collected, handled and processed by Shaunsoft Limited. Shaunsoft, PO Box 225, Penrith, Cumbria , CA11 1BQ is the Data Controller.
We acknowledge and agree that any personal data of yours that we handle will be processed in accordance with all applicable data protection laws in force from time to time. Currently, the Data Protection Act 1998 applies. With effect from 25 May 2018, the General Data Protection Regulations (“GDPR”) will come into force, which will change the law.
The information about you we may collect, hold and process is set out below:
Your Organisations Name
Your Organisations Address
Your Organisations Email Address(es)
Your Organisations telephone number(s)
Your Staff Names, Email Addresses and Telephone Numbers as contacts to enable us to provide support and assistance
Accounting Information, contact details, invoices and accounting history
Connection information including, IP Addresses, TeamViewer ID's, Computer Id's, CTX Database connection information and relevant information to enable us to provide our service and support
General notes about how your project operates, support call history, email history
Copies of your report definitions and document templates
ctxLive usage history, user details, including email address, ctxLive ID, contact telephone numbers
National insurance number
Application Forms and Staff Contracts
Disclosure & Barring Service References
Name and Address
Financial information (including but not limited to payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments)
A log of our communications with you by email and telephone
This information will have been provided, or will be provided, by you or a third party who we work with, such as HMRC or our Accountants. In the case of references, these will be from your previous employer. The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service or other external company applicable.
The above information is used to provide our services to you in our capacity as your software supplier.
To enable us to provide you with support whilst using our software
To help us manage your software and data
To enable us to monitor our performance
To keep you informed of the services offered by us
*To manage our Pay Roll
To manage our contractual and legal obligations
To undertake relevant security and criminal record checks as required by our clients as permitted by law
All the personal data we have is stored on our database(s) currently within the European Union, later this year this database along with all our customer databases will be moved to UK data centres, not later than June 2018.
All access to your CTX data is restricted to approved shaunsoft staff, using secure accounts with at least 2 factor authentication.
We follow all the recommended security practices, protocols and guidelines in storing your data. Specifically with regard to your databases you, you can read the guidelines we follow here
We never keep local copies of your data, occasionally when you provide us data, either to import or upload it is permanently deleted as soon as it is processed
We do not disclose any of your data to any 3rd parties except where we are required to do so legally, such as your invoicing history to our accountants, auditors and HMRC.
We never share or provide access to your CTX databases to anyone, except where you have given explicit permission, such as to your staff using CTX and ctxLive, services that require secure access such as the CTX API, ctxAlerts and relevant 3rd party services chosen by you, such as your email provider, accounts systems. Where ever this takes place the information used will be restricted to just the information required and explicitly identified by you.
Your ctxLive\shaunsoft accounts are hosted using Microsoft Azure Active Directory (B2C). We do not store this information or have access to passwords. You can find more about the service at https://azure.microsoft.com/en-us/services/active-directory-b2c/ For a full description Azure Active Directory, visit this page
During 2018 it is our intention to migrate all CTX users to sign into all our applications using your ctxLive\shaunsoft account .
We will rely on your consent to process the information
For the purposes of accounting, where relevant, we are legally obliged to provide information to HMRC.
You currently have the right at any time to ask for a copy of the information about you that we hold.
You can freely access all the information we store on you and your project by logging into the shaunsoft website as a project administrator
If you would like to make a request for information please email email@example.com or telephone us on 01768 779988.
In addition to this right of access, when the GDPR comes into force, you will also have the following rights: erasure, restriction of processing, objection and data portability.
Your data will be retained for no longer than is necessary and once your relationship with shaunsoft ends all your data will be permanently deleted as soon as practical, in not less than 30 days. However will have to retain your financial and accounting history for legal reasons
If you have provided us with your consent to process your data, for the purpose of using our services and the use of our software, you have the right to withdraw this at any time. In order to do so you should contact us by emailing firstname.lastname@example.org.
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioners Office Website
Please address any questions, comments and requests regarding our data processing practices to Shaun Ellis, Director, email@example.com.
This Privacy Notice may be changed by us at any time. This Privacy Notice will be updated in due course to comply with the further requirements under the GDPR which comes into force on 25 May 2018.